Your attendance at the Congress requires the RCOG to collect and use your personal data as set out below.
Your data
The personal data the RCOG collects about you includes:
- RCOG membership number
- Practicing location (i.e., UK, band A, band B, band C)
- Registration type (consultant, trainee, midwife/AHP, medical student, low resource country)
- Trainee number
- Title
- First name
- Last name
- Organisation
- Job title
- Email address
- Mobile number
- Primary work address
- Billing address (if different to primary work address)
- Special/access requirements
- Dietary requirements
The Royal College of Obstetricians and Gynaecologists (“RCOG”) is the organiser and host of the RCOG World Congress 2025 ("Congress") and has entrusted Rapier Design Ltd (Rapiergroup) with the organisation and implementation of participant registration for the Congress. RCOG are the data controller and Rapiergroup are the data processor.
You provide your personal information when you use the registration platform to register for the congress, and when you report a problem with the platform and from which you can be identified during communications with you.
You may also provide information about yourself by corresponding with us about your registration, by phone, e-mail or otherwise. This correspondence will be conducted with you by Rapiergroup as organisers of the event.
Data controller
The data controller is: The Royal College of Obstetricians and Gynaecologists (the RCOG), 10 –18 Union Street, London, SE1 1SZ. Please see the main RCOG Privacy Policy here.
To contact the College about any data protection issues, please email the RCOG Information Governance team at: dataprotection@rcog.org.uk
Data processor
The data processor is: Rapiergroup, Unit 1, Hillside Farm, Pepper Hill, Great Amwell, Ware, Hertfordshire, SG12 9FX. Please see the Rapiergroup Privacy Policy here.
To contact Rapiergroup about any data protection issues, please email the Data Protection Officer at: hello@rapiergroup.com
Why we process your personal data
Our purposes for processing your personal data are:
- To register individuals as Congress delegates, (including taking payment, if applicable).
- To collect, store and action any special category data during the registration process to ensure our events are accessible and inclusive (see ‘who we share your data with’ section below)
- To communicate event information to attendees, including programme information & updates and exhibitor and sponsor information, associated directly with the event Congress App/Virtual event platform details
- Provide information about future events via email (if applicable)
- Provide reminders for any pre and post event information you may have to return
- Communicate with you about any undertakings you may have to fulfil for you to gain maximum benefit from your attendance at the event
- To book hotel accommodation on your behalf (if applicable)
- Provide on-demand post-event access to Congress content for delegates via EventsAir
Our lawful bases for processing your personal data
The College processes your personal data under legitimate interests and in order to fulfil our obligations under the Terms and Conditions of the Congress.
When we collect any information about dietary or access requirements we rely on your consent, as this type of information is classed as special category data under UK GDPR. This means you have the right to withdraw your consent at any time. To withdraw your consent, please contact us at: worldcongress@rcogevents.com
Please see the main RCOG privacy policy for more information about how we process your personal data lawfully.
Our protection of personal information
The information you provide when registering for the RCOG World Congress is collected via a registration platform hosted by EventsAir on behalf of Rapiergroup. You can read the EventsAir Privacy Policy here.
The data received will be transferred to and stored on a secure server located within the European Economic Area ("EEA"). It will also be processed by staff operating within the EEA who work for Rapiergroup or for one of their suppliers. Such staff may be engaged in, among other things, the processing of payment details and the compilation of attendee lists and attendee profiles.
Any payment transactions will be encrypted using SSL technology.
Who we share your data with
When the College has a lawful basis for sharing personal data with external third-party individuals, contractors, suppliers, or partner organisations, we may do so for the following purposes:
- To facilitate the sharing of attendee profile information by an exhibitor, sponsor, or the organiser (typically via an exhibition stand or another area of the conference)
- To provide exhibitors and sponsors with information about event attendees via the delegate list, so they may be contacted by exhibitors and sponsors after the Congress. You can opt out of this via the registration form
- To facilitate networking opportunities for attendees by publishing the delegate attendee list/attendee profile information in electronic format on the Congress app/virtual event platform. You can opt out of this and update your details once logged into the Congress app
- To provide on-demand post-event access to Congress content for delegates via EventsAir
- To advise the venue (ExCeL London) of any accessibility or dietary requirements
We may disclose personal information under the following circumstances:
- In certain situations, we may disclose personal data in response to lawful requests by public authorities, including but not limited to national security or law enforcement requests.
- We may also disclose your personal information as required by law, such as to respond to court orders, or similar legal processes, to establish or exercise our legal rights or defend against legal claims, or if in our judgment in such circumstances disclosure is required or appropriate.
- We may also disclose personal information if we believe it is necessary in order to investigate, prevent, or take action regarding illegal activities, suspected fraud, situations involving potential threats to the physical safety of any person, violations of our various terms of use, or as otherwise required by law.
How long your data will be stored
The College has an established Retention Schedule developed in line with statutory requirements and best practice. All of our records, including those containing personal information, are managed according to this schedule. This ensures the College only retains personal information for the minimum amount of time necessary.
Your data collected for the purposes of registration at the Congress will be stored by the event organiser (the data processor) for a period of three (3) years.
Your rights
Your data is important to us so at the RCOG, and we want to make it straightforward for you to exercise your rights under UK GDPR. Please see our Individual Rights Request guidance for further details.
Photography and filming
Participants should be aware that image, film and audio recordings will be captured during the Congress for educational, promotional and communications purposes. The RCOG respects the rights of individuals in the collection and use of photographs and video. Where images are captured at an event, appropriate signage or printed warnings will be clearly displayed. If you have any questions or would like to opt out of scheduled photography, please contact a member of staff at the registration desk.