Terms and conditions

     (last updated 12-Dec-2023)

The RCGP is committed to ensuring that your privacy is protected and that it complies with its obligations under the Data Protection Act 2018, which regulates the processing of information relating to you and grants you various rights in relation to your personal data.

By registering for an RCGP Research Ready^® account you are agreeing to the following policy from the date of first registration or usage. We may change these terms and conditions from time to time and post revisions on the RCGP Research Ready^® database. We advise that you review these terms and conditions regularly and will contact you regarding changes.

Personal data

When you first register your RCGP Research Ready^® account and when you complete the accreditation process, we will collect personal information about practice staff from you. You will be asked to provide contact details for at least two members of your practice team, the RCGP Research Ready^® account manager and Clinical Research Lead, including names and email addresses. Their place of work will be recorded and their role within the GP practice in relation to RCGP Research Ready^®.

Should you choose to complete your practice’s research capability statement template (a non-mandatory component) you will be asked to provide information about the research experience and training of staff within your practice. This information will be broken down by role within the practice and it is possible, depending on the size of the practice, that individuals could be identified from the information.

This personally identifiable data is stored securely by RCGP. We share names and contact details with clinical and primary care research networks and infrastructure within the UK. Only RCGP staff are able to access information about the research experience and training of staff within your practice. Personally identifiable information provided to RCGP is only passed on or otherwise distributed to any third party (any organisation or person outside the RCGP) by RCGP staff where consent has been sought and granted.

In agreeing to these terms and conditions, you consent to:

• (a)Your RCGP Research Ready^® account manager and Clinical Research Lead name and email addresses being shared with the National Institute for Health and Care Research Clinical Research Network (England based practices), Scottish Primary Care Research Network (Scotland based practices), Health and Care Research Wales Workforce (Wales based practices), Northern Ireland Clinical Research Network (Northern Ireland based practices).

Practice data

When you first register your RCGP Research Ready^® account and when you complete the accreditation process, we will collect information about your GP Practice. This practice identifiable data is stored securely by RCGP. Practice identifiable information provided to RCGP will only be passed on or otherwise distributed to any third party (any organization or person outside the RCGP) by RCGP staff where consent has been sought and granted.

In agreeing to these terms and conditions, you consent to:

• (b) Your GP practice accreditation status when accredited being published on the RCGP website
• (c) Your GP practice details under 'Practice information' survey and accreditation history being shared with the National Institute for Health and Care Research Clinical Research Network (England based practices), Scottish Primary Care Research Network (Scotland based practices), Health and Care Research Wales Workforce (Wales based practices), Northern Ireland Clinical Research Network (Northern Ireland based practices).

Opt-in to sharing data contact details with Clinical Practice Research Datalink (CPRD)

Under the 'Practice information' section of RCGP Research Ready^® your practice will be given the option of sending an email to CPRD, expressing an interest in becoming a member of that organization. The email will contain your practice name, practice code and the names and email addresses under the contact section of the IT system. CPRD request this information so that they may contact you with details on how to join. Once you have clicked the button to agree to share your details, RCGP is not responsible for how CPRD uses your data.

Aggregated data

We may anonymise your data and aggregate it with data from other users to understand how people are using and engaging in RCGP Research Ready^® and to evaluate the service we provide. RCGP reserves the right to disclose anonymised aggregated user data to approved third parties.

Communication and bulletins

From time to time, the RCGP may email you information about research and other opportunities with the RCGP and partners that may be of interest to you. If you decide that you do not wish to receive such communications you may opt out of receipt of similar future emails by amending the consent settings under practice information, contact details.

At least one person from your GP practice must be nominated to receive RCGP Research Ready^® account management communication. This is to provide updates to practices on RCGP Research Ready^® IT system and policies.

Making changes to your information

Where your details become outdated it is important that you update your details in practice details, contact details section of the website.

Browser data

We may record your computer's operating system and browser type, for system administration purposes and to enable us to gather information on website usage. These data enable us to track browsing patterns and are not used to identify you as an individual.

Cookies

RCGP Research Ready^® may set and access Research Ready cookies on your computer. These cookies hold no sensitive information.

Security

Your personal information is stored and processed by the RCGP in compliance with the Data Protection Act 2018. Your data is held securely on our databases which are only available to authorised RCGP personnel on a password-protected basis and is not available to any other individual or party. Your information is protected by a firewall. We also use system and application logs to track all access. We review these logs periodically and investigate any anomalies or discrepancies.

Although all reasonable efforts will be taken to ensure security of personal data, it is not possible for the RCGP to guarantee 100% data security.

Authentication

You are responsible for ensuring that your RCGP Research Ready^® account password remains secure within your practice. You should not disclose your practice’s password to other people. Please note that all individuals listed under practice details, contact details section of the database have permission to reset your practice account’s password. Password reset is via email authentication.

Linking to external sites

When using RCGP websites and materials, you will encounter links to external websites. Please be aware that once you click to one of these sites, you are subject to that site's privacy policy and the RCGP can accept no responsibility for your privacy in relation to your use of external websites.

Your consent

By submitting your information to the RCGP, you consent to the use of that information as set out in this policy. You should review this policy regularly, to note any changes as to how we collect and use personal information.

Thank you for reviewing this information. If you have any questions about this policy, please contact research.ready@rcgp.org.uk.