This policy outlines how we will use information that you provide us about yourself.
Use the links below to navigate to the different sections within this policy.
How we will use your personal data
Pharmacists, pharmacy technicians and registered pharmacies
Pre-registration trainees, OSPAP applicants. MPharm students
Providers of education and training
Responding to consultations
Using the GPhC App
Applying to work with the GPhC
Sharing personal data with other organisations
Statistics and research
Contact from the Professionals Regulation (Fitness to Practise) team
Asking to see your personal data
Objecting to processing
Privacy and cookies
We use and publish personal information to support our work as the regulatory body for pharmacists, pharmacy technicians and registered pharmacies in Great Britain. Our statutory aims, objectives, powers and responsibilities are set out under the Pharmacy Order 2010, the rules made under the Order and other legislation.
If you apply to join the register of pharmacists or pharmacy technicians, own or manage a registered pharmacy, or apply to register a pharmacy we may process your personal information for reasons including:
- updating the registers
- administering and maintaining your registration, including taking payments
- processing and investigating complaints and concerns about pharmacies or the fitness to practise of registrants
- monitoring the fitness to practise of registrants
- checking that registrants have completed appropriate continuing fitness to practise development and training
- compiling statistics and research
We publish certain types of personal information including:
- names, registration details and fitness to practise information of pharmacists and pharmacy technicians on the GPhC registers
- schedules of forthcoming fitness to practise hearings
- outcomes of fitness to practise hearings
Further information is given in our publication and disclosure policy.
If you apply to join some education and training programmes, including the pharmacist pre-registration training scheme, overseas pharmacists' assessment programme (OSPAP) and MPharm courses where training is administered through the GPhC, we may process your personal information for reasons including to:
- assess your eligibility to join the schemes
- administer and monitor training placements
- administer pre-registration assessment
- process any concerns or complaints
- assess applications to join the register of pharmacists
- compile statistics and research
We publish names of trainees who pass the registration assessment on the GPhC website.
If you are involved in providing education or training, we may use your information in:
- accrediting courses of education or training
- administering the pre-registration training scheme
If you raise a concern about a registrant, we will use information you give us to help us look into the matter. We will ask for consent before sharing any details of your concern with the registrant or others, but in some circumstances we may consider it is necessary to share relevant information without consent. We would do this if there is an immediate or severe risk to safety or it is otherwise in the public interest. Further information is given in the concerns form and the publication and disclosure policy.
If you respond to a GPhC consultation, we will use your response in reviewing our proposals and to compile a report on the findings of the consultation. Further information is given in each consultation document.
If you apply for a job with us, or to be an associate, partner or council member, we will hold your details for the purpose of processing the application, assessing candidates and, if you are successful, for administering your employment or contract for working with us. We use any information you provide on the equal opportunities monitoring form to assess whether we are attracting a diverse range of candidates.
We will not share your personal data for marketing purposes with any third party.
We share information with other organisations in carrying out our statutory aims, objectives, powers and responsibilities under the Pharmacy Order 2010, the rules made under the Order, the Medicines Act 1968, the Poisons Act 1972 and other legislation.
Organisations we work with include other regulatory and enforcement authorities, NHS trusts, employers, the Department of Health and universities. You can find information about the formal arrangements we have with certain organisations on our website.
Further information about when we disclose information to other organisations is given in our publication and disclosure policy. We may also disclose information when required by law, for example in response to official requests from other public authorities.
We recognise the importance of having clear guidelines to follow and making sure that information is shared in a secure manner and in line with the law, including the common law duty of confidence, the Data Protection Act 1998, the Human Rights Act 1998 and other related legislation and guidance.
We make data from the public registers available to organisations that need to validate that pharmacies and pharmacy professionals are registered with the GPhC via a licensed subscription service. Further details about the service and a copy of the licence are on our website.
From time to time we carry out research projects into various aspects of our work. We may use third parties to help us with this and may pass information to them so that they can contact individuals for research purposes. We make sure that any such third parties sign an agreement which includes a confidentiality clause.
We do not share contact details of registrants with independent researchers or research students. See the research policy for further information.
We use CCTV in our offices to support the safety and security of our staff and premises. CCTV is used to:
- act as a deterrent to intruders and to the theft or misuse of property or information
- act as a deterrent to improper or aggressive behaviour
- as evidence to support the investigation of safety- and security-related incidents
Recordings are kept for 3 months unless we need them as evidence. If you want to see images of yourself from our CCTV, ask for your personal data.
It is our policy that all electronic correspondence containing sensitive or personal information such as registrants’ or witnesses’ addresses or medical information are password protected or encrypted to protect it. We will send paper documents of this nature by a recorded mail service.
We will ask security questions to check the identity of all callers asking about the progression of cases.
If you want to see personal information that we may hold about you, please send your request in writing to the Governance team, describing the information you want. It would be helpful if you could mark your email or envelope ‘Subject Access Request’. We are required by law to respond within 40 days.
We are allowed to charge a fee of up to £10 for sending you the information and will tell you if a charge will apply. You may be asked to supply proof of your identity.
Data Protection Officer
General Pharmaceutical Council
25 Canada Square
Under the Data Protection Act 1998, you have the right to object to us using your personal information in some circumstances. If you wish to make an objection, please write to us, explaining what you would like us to do:
Data Protection Officer
General Pharmaceutical Council
25 Canada Square
We are required by law to respond to you within 21 days. We may not be able to agree to all requests to stop processing personal information, but if we do not, we will explain why. For example, we are required to use certain types of information in connection with our statutory aims, objectives, powers and responsibilities under the Pharmacy Order 2010, the rules made under the Order and other legislation.
As required by the Data Protection Act 1998, the GPhC is registered as a data controller with the Information Commissioner’s Office (ICO).
You can find out more about your rights under the Data Protection Act from the ICO website.