The Royal College of Physicians of Edinburgh is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified when using this website, then you can be assured that it will only be used in accordance with this privacy statement.

The College may change this policy from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes. This policy is effective from October 2011.

Details of the information we collect from you, what we do with it and who it might be shared with:

What information do we collect from you?

We collect information about you (name, email address, employment information, location etc.) when you voluntarily complete the form to register your interest in our event services with us, and we process your details in order to deliver our services.

Why do we collect this information?

We use the personal information you supply to be able to offer you our services in a number of ways, such as: responding to enquiries; conference, meeting or event planning and logistics; event e-newsletter subscription, service updates, promotional offers (if applicable).

Who might we share your information with?

If you agree, we shall pass on your personal information only and exclusively to the companies that we are working with, to arrange the services that you require such as event registration, venue logistics, catering, etc.Sharing information with caterers, printers, etc. will help us process the relevant bookings and are at times necessary for the delivery of our services.

Photography or videography

Where agreed with event organisers, we may take photographs and/or videos on-site during the event, conference, meeting, etc. that may be used on our website, printed material or for our records, etc.

What do we do with your information?

Your personal data will be stored and processed incompliance with the Data Protection Act 2018. The Royal College of Physicians of Edinburgh events team has the appropriate physical and technical security measures, policies and procedures in place to prevent your personal data from being accidentally or deliberately compromised.If you required further information regarding this, please see the Royal College of Physicians Data Privacy Notice.

How long do we keep hold of your information?

We will retain information relating to event bookings for a period of two years. Information relating to payments will be retained until any financial requirements established by law have been complied with. Personal Data related to enquiries will be retained for six months after the enquiry and no longer used except where consent has been given to receive further updates from us.

You have the right to withdraw consent at any time or to request that your details are removed from our records.

How can I access the information you hold about me?

You have the right to make a subject access request to be provided with a copy of the personal data that we hold about you.  The Royal College of Physicians of Edinburgh Events team follows best practice information-handling, and should you just want to check your details or require a subject access request please contact our Events team using the details provided below. We will respond within 30 days of receiving your request.

If you need further information on how your individual information is used, or how we maintain the security of your data, please contact us by email:, phone: +44 131 225 7324 or write to us at:

The Royal College of Physicians of Edinburgh, Events Team, “Data Protection Compliance”, 9 Queen Street, Edinburgh, EH2 1JQ, UK

We want to make sure that your personal information is accurate and up to date. You may ask us to correct or remove information that you think is inaccurate.