Privacy policy

​​Protecting the privacy and personal data of visitors to our ePoster platform site is highly important to us. The following explains how the RCPCH uses any information you give to us and the way we protect your privacy and to comply with UK Data Protection legislation. This privacy statement only covers this platform. It does not cover links within this site to websites owned or administered by other organisations.

Who we are

We are the Royal College of Paediatrics and Child Health (RCPCH), 5-11 Theobalds Road, London, WC1X 8SH (telephone: +44 (0)20 7092 6000). The contact details for the Data Protection Officer are the same as above or via email to:

What information do we collect from you?

To use the site, you submit your name and email address and create a password for the site. This information will only be used to create and account and log in. Creating an account and submitting a poster to this site is voluntary. You cannot view submissions without logging in.

We may also ask for your country of residence and if you are a member. This information is voluntary and is used for statistical purposes.

Submitting an ePoster

If you are submitting a poster to the site, you will need to provide additional details once you are logged in, including your job title and workplace to give context to your submission. You can also include your email address which will allow viewers to contact you. Providing an email address for display is optional. Submitting an ePoster to the site is voluntary. Please note all details including your full name, job title and workplace, and email address (if you wish to include this) will be visible to anyone who views your submission. Since your ePoster will be visible to anyone who accesses this site, please make sure the content is suitable for public viewing and does not include identifiable information about others.

If you have sound or video clips as part of your ePoster, we recommend using Vimeo or Soundcloud and embedding the link to the clips with your submission on the ePoster site. You are responsible for your content on these platforms and can read how to comply with Vimeo and Soundcloud terms and find out how they use your personal information in their privacy notices.

Your ePoster will remain on the site until the end of the year. After this, it will be deleted. However, you can remove or amend your submission details at any time by emailing

What do we do with your information?

Information will be stored with third party suppliers who are acting on our behalf as data processors to provide certain products and services for the College. Your personal data will not be transferred outside of the UK.


Your account is kept until the end of the year. After this time, your account and all your personal data will be deleted. If you wish for your account to be deleted before this time, you can contact

Marketing, cookies and analytics

You can opt in to receiving communications by email about RCPCH events when you create an account. All communications will include an option to opt out of receiving these.

Cookies are small data files on the hard drive of your device that collect standard internet log information and visitor behaviour information. The site uses persistent cookies, which is information that can remember settings so you don’t need to re-enter them when you visit a new page. They will stay until they expire (after 100 days) or until you disable or delete them. We also use them to track visitor use for analytic purposes. We will not use cookies to collect any personal identifiable data about you or information about other sites you have visited.

When you visit the page, we will ask for your consent to cookies. You can set your browser not to accept cookies or disable them. However, in a few cases some features on the website may not function as a result. For more information, see

How can I access the information you hold about me?

You can amend your details through logging into your account on the poster website or by contacting the Events Team directly.

You have a number of rights in relation to your data. To submit a request, you can contact the Data Protection Officer. Your rights include:

  • Right of access and right to have a copy of your personal data in a standard format (data portability). You can ask us for a copy of the information that we hold about you and also ask us for a copy of your data in a standard format where this is technically possible.
  • Change any factual error or inaccuracies: You can update your details by logging in to the site or by emailing
  • Delete your personal data: You can ask us to delete non-essential data, including your account and your poster submission, where we do not have a legal obligation to retain it. Use of this site is voluntary and you can withdraw your consent at any time.
  • Restrict the use of your data: In some circumstances, you can ask that we deactivate your account or that we only store your data and not undertake any further processing.

In accordance with Data Protection Legislation, we have a legal duty to protect any information we collect from you and we have measures in place to ensure your data is securely and safely stored. You do have the right to complain to the ICO if you have concerns about the way your personal data is being handled:

To submit a request contact the Data Protection Officer (contact details are under the Further Information section below) or visit the ICO website for more details about your rights.

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