Privacy Policy

Last Updated: 23rd May 2018

RPS is committed to protecting your privacy. Before providing us with any of your details, you must read the following important information which sets out the basis on which any personal data we collect from you or that you provide to us, will be processed, stored and/or transferred by us.

Data Controller

RPS ('we', 'us', 'organisation') is the Data Controller for the information you provide to us. If you have any questions about the process, please contact us at:

RPS, 20 Milton Park, Abingdon, Oxfordshire OX14 4SH (FAO: Data Controller)

RPS is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.

What information does the organisation collect?

The organisation may collect and process a range of information about you, for particular services that we may offer through numerous divisions. This will depend on the nature of our relationship with you.

The organisation will only seek information from third parties with your consent.

Specific privacy notices are available at the point of collection from any of our websites or where processing of personal data takes place.

On what legal basis does the organisation process personal data?

Data protection laws require us to explain what legal grounds justify our processing of your personal information (this includes sharing it with other organisations). For some processing, more than one legal ground may be relevant (except where we rely on a consent). We will only use your personal information when the law allows us to. Most commonly, we will use your personal information in the following circumstances:

We may also use your personal information in the following situations, which are likely to be rare:

Who has access to data?

Your information may be shared for the purposes of processing on specific service(s) you have entered into with the organisation. Information may be shared with the following parties, including (but not limited to):

More information can be found for the specific services we offer, at the point of collection from the organisations websites.

IT staff may also be required to access your data, if it is necessary for the performance of their roles, routine administration and in the management of our internal IT systems.

RPS will not share your data with third parties, unless there is a requirement to do so.

For how long does the organisation keep data?

We keep your personal data for the period necessary to fulfil the purposes for which it has been collected and to comply with our legal obligations.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

In some circumstances we may anonymise your personal information so that it can no longer be associated with you, in which case we may use such information without further notice to you. Once this data is no longer required we will retain and securely destroy your personal information in accordance with applicable laws and regulations.

Your rights

Here is a list of the rights that all individuals have under data protection laws. They do not apply in all circumstances. If you wish to exercise any of them, we will explain at that time if they are engaged or not.

You have the right to complain to the Information Commissioner’s Office which enforces data protection laws:

Access to personal data

In the first instance, you should make any request for access to your data via

We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.

You will not have to pay a fee to access your personal information (or to exercise any of the other rights). However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, and in exceptional circumstances only, we may refuse to comply with the request in such circumstances.

What if you do not provide personal data?

You are under no statutory or contractual obligation to provide data to RPS. However, if you do not provide the information necessary, then the organisation may not be able to provide the necessary services to fulfil any contractual duties we engage in.

How we protect and store your personal data

The organisation takes the security of your data seriously. The organisation has internal policies and controls in place to try to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by its employees in the performance of their duties.

Where the organisation engages third parties to process personal data on its behalf, they do so on the basis of written instructions, are under a duty of confidentiality and are obliged to implement appropriate technical and organisational measures to ensure the security of data.

Data will be stored in a range of different places within the organisation's IT systems (including the organisation's email system).

Is personal data transferred outside the UK or the EEA?

Your personal information may be transferred outside the UK or the European Economic Area. If it is processed within Europe or other parts of the European Economic Area (EEA), then it is protected by European data protection standards. Some countries outside the EEA do also have adequate protection for personal information under laws that apply to us. We will make sure that suitable safeguards are in place before we transfer your personal information to countries outside the EEA that do not have adequate protection under laws that apply to us, except in cases where what are called ‘derogations’ apply.

Automated decision-making

We do not envisage that any decisions will be taken about you using automated means, however we will notify you in writing if this position changes.

Changes to this Privacy Notice

Any changes we may make to our privacy notice in the future will be representative of the effective date confirmed above.


For more information please see our Cookies Policy.


If you have any queries about this privacy notice or in general about the personal data which we may hold about you, please contact: -


Last Updated: 23rd May 2018

What are Cookies?

A cookie is a small amount of data, which often includes a unique identifier that is sent to your computer, tablet or mobile phone (all referred to here as a "device") web browser from a website's computer and is stored on your device's hard drive. Each website can send its own cookie to your web browser if your browser's preferences allow it. Many websites do this whenever a user visits their website in order to track online traffic flows. Similar technologies are also often used within emails to understand whether the email has been read or if any links have been clicked.

Cookies enable website publishers to do useful things like find out whether the device (and probably its user) has visited the website before. This is done on a repeat visit by checking to see, and finding, the cookie left there on the last visit.

Cookies allow RPS to record information about your online preferences and allow us to tailor our websites to your interests.

RPS use of cookies?

Information supplied by cookies can help us to understand the profile of our visitors and help us to provide you with a better user experience. It also helps us recognise when you are signed into any of our platforms to provide a more personalised experience. RPS uses this type of information to help improve the services it provides to its users.

Third party cookies

Our site, like most websites, includes functionality provided by third parties. A common example is an embedded YouTube video. Our site includes the following which use cookies:

Disabling cookies may result in loss of functionality

We use Google Analytics to collect data about site statistics. RPS do not link these statistics to people or their personal data. You can opt-out of being tracked by Google Analytics. For more information, see Googles privacy notice and cookies policy

How to reject cookies

You can usually switch cookies off by adjusting your browser settings to stop it from accepting cookies. It is important to note that if you change your settings and block certain cookies, you will not be able to take full advantage of some features on the website, and we might not be able to provide some features you have previously chosen to receive.

Do Not Track (DNT) browser setting

DNT is a feature offered by some browsers which, when enabled, sends a signal to websites to request that your browsing is not tracked, such as by third party ad networks, social networks and analytic companies.

Contact us

If you have any concerns about the way that we use cookies, then please contact us at

Changes to the Cookies Policy

This Cookies Policy may be updated from time to time, so you may wish to check it each time you submit personal information to RPS. The date of the most recent revisions will appear at the top of this page. If you do not agree to these changes, please do not continue to use RPS websites to submit personal information to RPS. If material changes are made to the Cookies Policy, for instance affecting how we would like to use your personal information, we will provide a more prominent notice (including, for certain services, email notification of Privacy Policy changes).