RVC CPD Privacy Notice

RVC CPD Privacy Notice

A privacy notice is a statement that discloses some or all of the ways we as a ‘Data Controller’: gather, use, disclose, and manage your personal data.

What is a ‘Data Controller’?

The Data Controller is the body – in this case the RVC – that determines the purposes for which and the manner in which any personal data are, or are to be, processed.

What is 'personal data'?

The Data Protection Act 1998 (DPA) defines 'Personal data' means data which relate to a living individual who can be identified (a) from those data, or (b) from those data and other information which is in the possession of, or is likely to come into the possession of, the data controller, and includes any expression of opinion about the individual and any indication of the intentions of the data controller or any other person in respect of the individual.

What is ‘sensitive personal data’?

The DPA provides a separate definition for "sensitive personal data". This relates to information concerning a data subject's racial or ethnic origin, political opinions, religious beliefs, trade union activities, physical or mental health, sexual life, or details of criminal offences.

This Privacy Notice and the RVC’s data protection obligations under the Data Protection Act 1998 (DPA)

The RVC will use your personal data to carry out the necessary tasks for your enrolment and your studies as well as for other purposes connected to your student life at the RVC and the legal requirements of government bodies, funders and professional statutory regulatory bodies such as the RCVS. In doing so the RVC is defined as a Data Controller by the Data Protection Act 1998 (DPA) and this means that we are legally responsible for the personal data we collect and hold about you.

One of our responsibilities is to tell you in more details about the different ways in which we use your personal data. This Privacy Notice is designed to provide further information about these uses now that you are studying with us as a student of the RVC. In addition to the information in this notice, you may be given further information about the uses of your personal data when you use specific services and facilities offered by the RVC.

Some of the personal data used for the above purposes is classed as 'sensitive personal data' under the DPA, such as information relating to your ethnicity or your medical history. This is collected to monitor our equalities responsibilities and disability information will be shared with relevant RVC staff in order to provide you with the best possible support for your studies. Access to, and the sharing of, this information is controlled very carefully. You will be given more details about our use of any sensitive personal data when we collect it from you, however if you are asked to provide sensitive personal data by the RVC and the reason for doing is not clear to you please request further information from the requestor or from data@rvc.ac.uk.

From May 2018 the law relating to data protection is changing and it is likely to have an impact on this notice. To comply with this change, the RVC will need to amend this notice and will notify CPD delegates prior to alterations taking effect.

How is my personal data used at the RVC?

Your personal information is used as permitted or required by law and for a range of administrative purposes in relation to marketing of RVC CPD courses. Its uses include the following:


The email address you provide us will be used for RVC CPD communications with you, such as marketing of our courses. We use a third party company (Campaign Monitor) to promote courses to you. Only your email address is used and an unsubscribe option is provided.


We record your CPD hours for courses that you have attended. This information can be passed to the RCVS if they require.  No other personal information will be shared with them.


To administer the financial aspects of your relationship with us (CPD course payments).


To manage your use or booking of facilities and participation at events

Promotional, operational and educational materials / filming and photography

Images (film or photography) maybe captured incidentally by us or by third parties (such as the BBC) at events or on Campus or more formally with your consent for promotional materials.

Images (film or photography): may be captured incidentally by us or by third parties working with our consent/on our behalf at events or on campus for a variety of applications including print, broadcast, and digital.   Your image may be captured in crowds/background.  We will endeavour to clearly signpost when filming or photography is taking place but please be aware that these images may be used.  From time to time we may also take individual photographs of delegates and in this case, we would seek your permission to use such images.

Echo 360: we may potentially capture your image and/or voice recordings as part of your learning as a result of our use of Echo 360 in specified teaching locations across the RVC campuses.

Monitoring and reporting

UK Visas and Immigration: We may provide information as required by law to the UKVI on individuals wanting to attend onsite CPD courses.

How can I access my personal information?

Under the DPA1998 you have the right, subject to certain exemptions, to access the personal data that is held about you. Details are set out on the RVC’s Data Protection policy which can be found on the intranet's data protection pages.  The RVC’s Data Protection Policy can also be found on our website.  You also have the right in some circumstances to object to the processing of your personal data please see the Information Commissioners Office for details of all your rights in relation to the Data Protection Act 1998.

Who regulates the use of my personal information?

The College maintains a data protection registration with the Information Commissioner's Office, the independent authority which oversees compliance with the DPA. The RVC’s registration number is Z6779018 and sets out, in very general terms, the full range of purposes for which we use student, staff and all other personal information. Please see the Information Commissioners Office website for details. 

Who do I contact with questions?

If you have any questions about how your personal data is used, please consult the intranet's data protection pages.  The RVC’s Data Protection Policy can also be found on our website.

If you need further assistance, please contact the College’s Data Protection Officer: data@rvc.ac.uk



CPD Manager




October 2017


Annual or as required.