Privacy Statement

JETS, JETS Workforce and NED Privacy Notice

This privacy notice explains how the JAG Endoscopy Training System (JETS), JAG Endoscopy Training System Workforce (JETS Workforce) and the National Endoscopy Database (NED) at the Royal College of Physicians (RCP) collects, stores, manages and protects your personal data. It outlines the types of data that we hold and how we use them. The RCP takes its responsibilities around the correct collection, use and destruction of the personal data of its various audiences and stakeholders very seriously and is committed to openness and fairness in the handling of personal data.

What information do we collect about you? 

If you are an individual and want to participate in any of these projects, then the RCP will collect and process the data as outlined below.

JETS (JAG endoscopy training system) 

If you are a professional that is, or wants to be, part of our assessment team then we will collect and process the following data:

JETS Workforce 

NED (National Endoscopy Database)

How will we use your information? 

We use the information you give us to:

Patient/sensitive personal data

We do not require access to any patient identifiable data or any identifiable data which relates to employees of your service. JETS and NED only record patient age and gender from procedures performed by endoscopists.

As your service is recognised as the data controller for any patient and employee data you hold under GDPR legislation, it is your responsibility to ensure you process the data accordingly. 

How we collect the data 

The majority of our information about you is obtained directly from you online. Procedure information is collected by NED directly from endoscopy reporting systems. Agreement is obtained at service level for this data to be shared. If you are an assessor that has expressed an interest in being part of our assessment team we may also capture your data via email.

We may also obtain your information when we use cookies on our websites (see below). JAG uses cookies to ensure you get the best experience on the website. If you wish to, you may change your browser settings at any time. Go to www.aboutcookies.org for information on how to do this.
 

What are Cookies

Cookies are small information files placed on your device and are used to improve services for you by:

When we provide services, we want to make them easy, useful and reliable. Where services are delivered on the internet, this sometimes involves placing small amounts of information on your computer, mobile phone or whatever device you are using to access the internet. This information is held in cookies. You can learn more about cookies from the article 'Internet Browser cookies - what they are and how to manage them'.

Cookies cannot be used to identify you personally.

For more information about how to remove cookies from your device, or how to block individual cookies from being received, please see the instructions and guidance at www.aboutcookies.org.

See below for further details about cookies you may encounter while visiting our websites. These details include what information is being held, how long you can expect it to be stored, and how your experience of our website will change if you block individual cookies from being sent to your device.

Cookies used by the JETS site are grouped into 3 categories shown below, a full list of the cookies used and their lifespan can be found here.

JETS Website

These cookies are required to use the JETS website, they support authentication and session management

Google Analytics

Usage monitoring, these cookies are used to collect information about how visitors use our site. We use the information to compile reports and to help us improve the site.

The cookies collect information in an anonymous form, including the number of visitors to the site, where visitors have come to the site from, the pages they visited and the technology they were using (browser, device information).

RECAPTCHA

We use the Google reCAPTCHA APIs as part of our services to help protect our clients and our systems from cyber spam and abuse. You acknowledge and understand that the reCAPTCHA API works by collecting hardware and software information, such as device and application data, and sending this data to Google for analysis. The information collected in connection with your use of the service will be used for improving reCAPTCHA and for general security purposes. It will not be used for personalised advertising by Google. You can find further details via this link https://support.google.com/recaptcha/?hl=en.

PayPal

These cookies are required to make PayPal payment for JETS certification.

Who do we share your information with and why? 

We share your data with:

The following individuals can also access your data through the JETS website: 

The following individuals can also access your data through the NED website: 

Weblogik Ltd, all RCP assessors and other contractors are bound by the required legal and regulatory contractual clauses regarding confidentiality and data protection.

We do not share your personal data with any other organisations. We do share services’ NED compliance and data upload accuracy with JAG assessors and other appropriate individuals. Individuals can download and share their NED data with other individuals/organisations. Where this is done, they must reference the source as JAG - National Endoscopy Database.

In addition to this, users and endoscopists can give permission for their NED data to be accessed by other nominated organisations.  If data is to be used for research or publications, permission must be granted by JAG Research Committee. 

Research

JAG uses anonymous data for research provided the application for data is deemed appropriate by the JAG research committee. This may include the use of evidence provided for the purpose of service accreditation. All research outputs are published so that learning can be taken forward by endoscopy services. Individual services are not identifiable in any research outputs.

How long we keep your data and why

The JAG programmes keep data relating to your account indefinitely. This is because the data is used for audit and research purposes to continually improve quality of training provision. Any user log-ins can be deleted upon request from the individual or appropriate service lead.

If you are an assessor and your contract has ended, financial and contractual records will be retained in line with financial law and regulation for at least seven years after the end date. We will maintain some data such as your name and tenure on our assessor database for reference. Some personal data, such as your name and title, will continue to be available in historic assessment reports and historic comments on the website.

Your rights relating to your personal data: 

If you are working with us an assessor, or have any of your data captured within JETS or NED, you have the following rights:

You have the right to access information which identifies you as a living person, held on RCP systems (Article 15). You also have the right to a copy of your data in a standard format, where technically possible (Article 20). For more information please contact the data protection officer. 

Where do we keep your data? 

The RCP hosts your data upon servers located within the EU, in accordance with current recommended data governance practices in the UK.

How do we protect your data?

We ensure that there are appropriate and operational measures in place to protect your personal data, in alignment with the requirements of Cyber Essentials and the Data Security Protection Toolkit.

We have appropriate technical controls in place to protect your personal data including:

 

We have appropriate operational measures in place to protect your personal data and undertake regular reviews of who has access to information that we hold to ensure that your information is only accessible by appropriately trained staff and contractors. Unstructured data is monitored via a third party solution designed for this express purpose and any changes to file permissions generates an alert.

We have a robust audit framework in place to ensure internal and external measures and obligations are in place and being maintained.

We have appropriate contractual measures in place to protect your personal data as outlined below:

Who to contact at the RCP and how to complain

If you have any concerns about how your personal data is being collected and processed, or wish to exercise any of your rights detailed in this Privacy Notice please contact:

The RCP Data Protection Officer

Email: dataprotection@rcplondon.ac.uk

Tel: +44 (0)20 3075 1505

 

If you are not satisfied with how your information is managed by the RCP, you have the right to complain to the Information Commissioner Office.

The ICO can be contacted at https://ico.org.uk/global/contact-us/

Concerns can also be logged via the ICO website https://ico.org.uk/concerns 

Future Changes

If our information practices change we will update this statement to reflect that. Regularly reviewing this information ensures you remain aware of what data we hold and use.

This Privacy Notice was last updated in February 2022.