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Schools Privacy Notices

School of Medicine, Dentistry & Biomedical Sciences - Clinical Trainees Privacy Notice
Audience: Students

Queen’s University Belfast (“we”, “us” and “our”) is committed to protecting your personal data.
The notice is addressed to Clinical Research Fellows (CRFs), Irish Clinical Academic Training
Fellows (ICAT), Academic Clinical Lecturers (ACL), Academic Clinical Fellows (CRFs) and Academic
Foundation YR2 (AF2) trainees, (“you” and “your”). This Privacy Notice tells you why we need to
collect personal information about you, what we will do with it, and how we will look after it. It
also tells you about your legal rights in relation to your Personal Data. If you have any questions
about this privacy notice, please contact us. Contact details are provided below.

Trainees who are registered students of Queen’s University Belfast should also refer to the
University’s Student Privacy Notice available at
and-structure/Registrars-Office/Information-Compliance-Unit/Data-Protection/ in relation to how
we collect and use your personal data as a student.

Trainees who are employees/staff of the University should also refer to the University’s Staff
Privacy Notice at in relation to how we collect and use your personal data as a member of staff.


We are Queen’s University Belfast, a university with a reputation for excellence in
education and research and a member of the Russell Group. Founded in 1845 as Queen's
College Belfast, we became an independent university in 1908. The Postgraduate and
Professional Development Office is located within the School of Medicine, Dentistry &
Biomedical Sciences, Whitla Medical Building, 97 Lisburn Road, Belfast, BT9 7BL.


1. Information you provide: When providing Research and Clinical Academic Training we will ask
for information about you, such as your name, Deanery, student number contact details, project
details, GMC number, specialty, training posts, start date, completion, withdrawal dates
academic progression and information relating to out of hours banding requirements etc as
appropriate to your status as a CRF, ACL, ACF or AF2. This is known as your “Personal Data”. We
may also ask you for some special categories of information (for example [criminal convictions,
health, and religion]). This is known as your “Sensitive Personal Data”.

2. Data from other sources: We also collect information about you from other sources and this
also forms part of “Personal Data”. This includes information from:

• Northern Ireland Medical and Dental Training Agency (NIMDTA) to provide updated
specialty posting schedule, expected CCT dates etc for CATP trainees (ACL, ACF and AF2 trainees)
issued to QUB. They may also provide application forms for joint appointments.  NIMDTA will remain

your employer throughout placement.


3. We use your Personal Data and Sensitive Personal Data in the following ways:

• We will monitor and provide NIMDTA with notice on your enrolment on postgraduate programme
of study or Academic Training Programme;

• We will monitor and provide NIMDTA with information on your academic progress for
Revalidation and Annual Review of Competence Progression (ARCP) purposes. This will include
Academic reports and other records in relation to any formal University procedures including
academic offences, disciplinary or fitness to Practice investigations. It will also include summary
information on progress from APRs, initial reviews, differentiation, record of formal meetings etc.

• We may also contact you to provide information on Clinical Academic medicine activities to
include training days, Research Training Days (held jointly between QUB, UMS and the Belfast
Trust), Irish Academy of Medical Science events, Fellowship Opportunities etc. 

• We will also provide you with information relating to Mentoring Opportunities and Academic
Medicine events held either by QUB or other organisations as noted in 5.

• We will also liaise with respective trusts regarding out of hours banding requirements and
associated costs (ACL/ACF posts only).

• We may record and monitor academic activities and achievements of CRF, ACF, ACL and AF2
trainees. These will be used in aggregate summaries for statistical purposes. These may also
be used for promotional purposes to promote Postgraduate Research and Clinical
Academic Training Programmes.


4. We will only use your Personal Data if we have valid reasons for doing so. These reasons
are known as our “legal basis for processing”. In certain circumstances we may ask for your consent
to process your information. At other times we may be required to process your information to
enable us to fulfil our part of the contract we have with you. There are circumstances where we
have a legitimate interest to process your personal data, for example to provide you with a service
which you have requested. The legal bases for processing your Personal Data are,

• Public task – Queen’s is required to collect, process and share relevant data with
NIMDTA and , where appropriate, with your host organisation in order to carry out our official
functions as a Local Education Provider for postgraduate medical and dental training.

• Legal Obligation - NIMDTA are responsible for the educational governance of all approved
foundation programmes and specialty training including GP training programmes. Deaneries are
expected to demonstrate compliance with the standards and requirements that are set out by the
General Medical Council. Queen’s is required to provide relevant information regarding your

training status and provide relevant academic reports to NIMDTA, including to support revalidation

and ARCP requirements

• Vital Interest of patient safety - We are required to collaborate closely with
NIMDTA to meet the GMC standards for postgraduate medical education and the directives of the
Department of Health and to ensure that doctors and dentists in training gain the requisite
knowledge, skills, attitudes and qualifications to become capable practitioners. Patient safety is
at the core of the standards and education and training should only take place where
patients are safe, the care and experience of patients is good and education and
training are values.


5. In line with our Data Protection Policy and Procedures we can share your information,
including Personal Data and Sensitive Personal Data, with the following parties for the purposes
set out above for the reasons outlined in section 3:

• The Northern Ireland Medical and Dental Training Agency (NIMDTA);
• Your host organisation, where appropriate;
• Clinical Research Development Ireland (CRDI) (Coordinating body of ICAT Programme)


6. We will not transfer your Personal Data and Sensitive Personal Data outside of
the European Economic Area.


7. We will keep your personal data only as long as is necessary for the purpose(s) for which
it was collected, and in accordance with the University’s Records Management Policy. We will only
keep your information if we need it for one of the reasons described above. We place great
importance on the security of the Personal Data that we hold, including the use of physical,
technological and organisational measures to ensure your information is protected from
unauthorised access and against unlawful processing, accidental loss, alteration, disclosure,
destruction and damage.


8. The Data Protection Act 2018 provides you with a number of legal rights in relation to your
Personal Data, including the right:

• to request access to your Personal Data;
• to request correction of your Personal Data that is wrong or incomplete;
• to request erasure or the restriction of processing of your Personal Data;
• to request the transfer of your Personal Data in a structured; commonly used
machine-readable format;
• not to be subject to automated decision making; and
• to withdraw your consent.

9. If you wish to exercise any of the rights set out above, or require further information
about any of the rights, please contact us.

10. Where we need to collect your Personal Data, whether for the purposes of providing a service
you have requested or under the terms of a contract we have with you, and you fail to provide
that information when requested, we may not be able to provide the service or perform
the contract. We may, therefore, have to cancel the contract or the service we provide to you but
we will notify you if this is the case at the time.

11. There may also be times where we cannot stop using your Personal Data when you ask us to,
but we will tell you about this if you make a request.


12. If you have any questions or comments about this privacy notice, the University’s Data
Protection Officer can be contacted at:

Data Protection Officer

Registrar’s Office Lanyon South
Queen’s University Belfast University Road



13. You have the right to complain about how we treat your Personal Data and Sensitive Personal
Data to the Information Commissioner’s Office (ICO). The ICO can be contacted at:

Information Commissioner's Office Wycliffe House
Water Lane Wilmslow Cheshire SK9 5AF


14. We may update this Privacy Notice from time to time. We will notify you of the changes where
we are required by law to do so.

V2 25 January 2023

Audience: Students