CPiRLS Privacy Policy

CPiRLS (Chiropractic Patient Incident Reporting and Learning System) is a secure, anonymous platform where chiropractors can share and learn from patient safety incidents. CPiRLS is a part of The Royal College of Chiropractors (RCC). The RCC is committed to protecting the personal data of its members, staff and others who have an interest in the organisation. This Policy describes our lawful basis for the processing of personal data, the purpose of collecting personal data, how we collect it and how we process it.

Personal Data

Due to the nature of CPiRLS, we do not process, collect or store user data. Users are anonymous and any data submitted to CPiRLS is not identifiable by an individual user, users can only access CPiRLS through shared logins in order to submit an anonymous report.

In line with the General Data Protection Regulation (GDPR), the RCC has identified ‘Legitimate Interests’ as the lawful basis for the processing of personal data. Legitimate Interests processing refers to an organisation processing personal data where: there is a genuine and legitimate reason for doing so, the personal data is used according to reasonable expectations and the processing of the data has a minimal impact on privacy.

In order to respond to any queries or questions raised through the CPiRLS contact form, the RCC may collect or retain some of the following personal data:

  • Name
  • Email address

Cookies

Use of Cookies

CPiRLS uses cookies when individuals access its website. Cookies enable certain functions, provide analytics, store preferences, maintain site performance and social media/advertising.

CPiRLS would not function correctly without the use of cookies. The data gathered in this way does not contain any personal information or information about which other sites you have visited.

What are cookies?

A cookie is a small piece of data sent by your web browser by a website you visit. A cookie file is stored in your web browser and allows us or a third-party to recognise you, make your next visit easier and our service more useful to you.

A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

Different types of cookies

  • Essential cookies: We may use essential cookies to authenticate users and prevent fraudulent use of user accounts.
  • Third-party cookies: In addition to our own cookies, we may also use various third-parties cookies to report usage statistics of the Service, deliver advertisements on and through the website, and so on. We do not have control over third-party cookies.
  • Session cookies: These are stored during your browsing session and get deleted from when you close your browser (i.e. safari, chrome).
  • Persistent cookies: These are saved on your computer and do not get deleted when you close your browser.

How we use cookies

CPiRLS may use cookies and when you use and access our website, we may place cookies in your web browser. We use cookies to enable certain functions, provide analytics, maintain site performance and social media/advertising.

The website would not function correctly without the use of these cookies. The data we gather in this way does not contain any personal information or information about which other sites you have visited.

Essential

Essential cookies enable basic functions and are necessary for the proper function of the website.

NameDescriptionDuration
wpconsent_preferencesThis cookie is used to store the user's cookie consent preferences.30 days

Comments

These cookies are needed for adding comments on this website.

NameDescriptionDuration
comment_authorUsed to track the user across multiple sessions.Session
comment_author_emailUsed to track the user across multiple sessions.Session
comment_author_urlUsed to track the user across multiple sessions.Session

Login

These cookies are used for managing login functionality on this website.

NameDescriptionDuration
wordpress_logged_inUsed to store logged-in users.Persistent
wordpress_secUsed to track the user across multiple sessions.15 days
wordpress_test_cookieUsed to determine if cookies are enabled.Session

Statistics

Statistics cookies collect information anonymously. This information helps us understand how visitors use our website.

Google Analytics

Google Analytics is a powerful tool that tracks and analyzes website traffic for informed marketing decisions.

Learn more
NameDescriptionDuration
_gac_Contains information related to marketing campaigns of the user. These are shared with Google AdWords / Google Ads when the Google Ads and Google Analytics accounts are linked together.90 days
__utmaID used to identify users and sessions2 years after last activity
__utmtUsed to monitor number of Google Analytics server requests10 minutes
__utmbUsed to distinguish new sessions and visits. This cookie is set when the GA.js javascript library is loaded and there is no existing __utmb cookie. The cookie is updated every time data is sent to the Google Analytics server.30 minutes after last activity
__utmcUsed only with old Urchin versions of Google Analytics and not with GA.js. Was used to distinguish between new sessions and visits at the end of a session.End of session (browser)
__utmzContains information about the traffic source or campaign that directed user to the website. The cookie is set when the GA.js javascript is loaded and updated when data is sent to the Google Anaytics server6 months after last activity
__utmvContains custom information set by the web developer via the _setCustomVar method in Google Analytics. This cookie is updated every time new data is sent to the Google Analytics server.2 years after last activity
__utmxUsed to determine whether a user is included in an A / B or Multivariate test.18 months
_gaID used to identify users2 years
_galiUsed by Google Analytics to determine which links on a page are being clicked30 seconds
_ga_ID used to identify users2 years
_gidID used to identify users for 24 hours after last activity24 hours
_gatUsed to monitor number of Google Analytics server requests when using Google Tag Manager1 minute

What are your choices regarding cookies?

If you do not want cookies stored on your computer, you can configure your browser to reject them using the method appropriate for your browser as described on http://www.allaboutcookies.org/manage-cookies/stop-cookies-installed.html.

Manage your cookie consent preferences on any page using the “cog”icon.

IP address

CPiRLS may use analytical reporting tools such as Google Analytics, such tools can collect IP addresses, but are not used to disclose identity, they are more often indicative of geographic location.

Access to data held by CPiRLS

The Chief Executive of the RCC is the CPiRLS Data Controller. Data Processors directly employed by the RCC, either as employed staff or elected/appointed officers, have access to CPiRLS data.

CPiRLS administration is managed by RCC employees, contractors or the CPIRLS group. Passwords used by CPiRLS administration and users are encrypted.

Formal agreements are in place to ensure any personal or incident data is kept securely and only used for relevant purposes.

Sharing personal data

The RCC does not share, sell or swap personal data with other organisations for their use.

Data retention

The RCC does not retain personal data, unless responding to any queries or questions raised through the CPiRLS contact form, as previously outlined in “Personal Data’ above.

Due to the nature of CPiRLS, data submitted by anonymous users to CPiRLS, is retained on the CPiRLS database for users to view; to identify trends, improve practice and enhance patient safety.

Data security

The RCC take the security of all data very seriously and take every reasonable effort to ensure electronic and physical data is protected. However, should there be a security breach, the RCC has a Data Breach Policy in place. The Data Breach Policy has been shared with our third-party service-providers to ensure they comply with our policy.

Where the RCC or relevant third-party institution has provided password access to parts of the CPiRLS website, individuals are responsible for keeping this password confidential.

Using personal data – your choices

Right to request a copy of the information held about you

Individuals have the right to request a copy of the information the RCC holds about you. There is a maximum administration charge of £15.00, depending on the extent of the data you require, to cover the administrative cost of providing this information. If you wish to request a copy of the information the RCC holds about you, please do this in writing to the RCC’s Data Controller (contact details below) outlining the information you wish to see.

Right to request the deletion of your personal data

Individuals have the right to request the deletion or removal of personal data if there is no compelling reason for its continued processing.

Individuals can request the permanent deletion or removal of their personal data held by the RCC, if the data does not need to be retained for statutory purposes, and can request this in writing to the RCC’s Data Controller (contact details below).

What are your rights?

If you wish to raise a complaint about how the RCC has handled your personal data, you can contact the Data Controller (contact details below) who will investigate the matter. If you are not satisfied with the response, or believe the RCC is not processing your personal data in accordance with the law, you have recourse to the Information Commissioner’s Office (ICO).

Contact details for the RCC’s Data Controller

Data Controller: Chief Executive

Address: The Royal College of Chiropractors, Chiltern House, 45 station Road, Henley on Thames, RG9 1AT

Email: admin@rcc-uk.org

Keeping the RCC informed

To help us maintain up-to-date and accurate records, please let the RCC know if there are any changes to your personal details. You can do this by phone or email: admin@rcc-uk.org.

Review of this policy

The RCC keeps this policy under regular review. This policy was last updated in October 2025.