Trainee ePortfolio Data Protection Statement

Notice for Trainee ePortfolio login

Your personal information which you enter into the Trainee ePortfolio will be processed in accordance with the Data Protection Act 2018, and in each case as amended, replaced or superseded from time to time, including without limitation by the EU General Data Protection Regulation 2016/679 of the European Parliament and of the Council ("GDPR"), and all applicable legislation protecting the fundamental rights and freedoms of persons and their right to privacy with regard to the Processing of Customer Personal Data.

Basic data (such as assessment results) will only be accessible to yourself, the RCGP for quality management purposes, your local Deanery for administrative and ARCP purposes, your trainer/clinical supervisor, educational supervisor, programme directors and deanery assessment leads. If you opt to share your learning log this will also be accessible to these groups and they will be able to comment on your entries. 

The Educators Notes section allows for trainers/clinical supervisors, educational supervisors, programme directors and deanery assessment leads to enter comments in your ePortfolio. This could include a note about interim meetings that don’t fit easily anywhere else or additional information they feel is important that they can’t enter anywhere else. You will be able to view everything that is entered in this section, but will only be able to respond to it through your learning log. It will also be available to the ARCP Panels.

Your trainer will be able to download specific information[1] relevant at the time you complete your training, known as the 'Trainer Download'. They may need to keep this for a period of up to 5 years following completion of your training, for the purposes of their own appraisal and revalidation, after which period they should destroy it. Both deaneries and trainers have been informed by the RCGP of their responsibility for your personal data.

If you leave your GP training programme before completion of the programme, your data will be archived for a period of seven years. 

The RCGP retains the right to access archived data indefinitely for historical and longitudinal reporting purposes.

If you have any queries about this please contact the College's Data Protection Officer.

Guidance for Deaneries

Please note that data concerning trainees held on the Trainee ePortfolio system is personal data as defined by the Data Protection Act 2018 and you are given access to it on the understanding that you are responsible for ensuring it is processed in accordance with the Act.

This includes ensuring that the information is kept securely, not disclosed to anyone else without the express permission of the trainee concerned and destroyed in a confidential manner when it is no longer required or after five years.

Guidance for Trainers, Clinical Supervisors and Educational Supervisors

As a GP trainer, clinical supervisor or educational supervisor, you will have access to your trainees' training and assessment records which they have entered into the Trainee ePortfolio system. This is personal data as defined by the Data Protection Act 2018, and you should be aware of your responsibilities with regard to it. In particular, you should keep it secure and only use it for the purposes for which it has been submitted, and to which the data subject has consented. You should not disclose the information to anyone else without the express permission of the trainee. Following completion of training you should download the 'Trainer Download' from the ePortfolio, for the purposes of your own appraisal and revalidation. You must destroy this data securely (e.g. shredded) once it is no longer required for this purpose, which should not be longer than five years. Trainees have been informed of your need to keep the data and that you have been made aware of your responsibilities with regard to data protection.

RCGP Quality Management 

The RCGP is required by the GMC to quality manage Workplace Based Assessment to ensure that it is fit for purpose. As the Trainee ePortfolio provides a central, systematic and consistent method for the collection of WPBA evidence, anonymised data extracted from the ePortfolio is analysed by the WPBA Group, with psychometric support, for this purpose. In addition RCGP 'external advisors' quality assure the ARCP process and the outcomes by observing Deanery Panel reviews and reviewing the ePortfolios of all referrals plus a 10% sample of those considered to be progressing satisfactorily.

[1] The 'Trainer Download' will consist of the trainee's personal details, posts undertaken by that trainee, summary of all review dates with outcome, copy of each review the trainer/educational supervisor has undertaken, learning log entries the trainer, clinical supervisor or educational supervisor has commented on, plus a summary of ARCP outcomes for that trainee.


Published: 7 August 2013
Last updated: 22 November 2018