Privacy policy

The British Institute of Radiology (BIR) is committed to respecting your privacy and protecting your personal information.

How we use your information

This privacy notice tells you how the BIR collects information about you and what we do with it.

Website visitors

We use a third party service, Google Analytics, to collect and log internet information such as how many people visit our websites, which pages are visited, and what the behaviour and usage patterns are. This information does not identify any individual person. We do not attempt to find out the identities of those visiting our website, or permit Google to do so.

If we wish to collect information that identifies you we will be clear about this and ask you directly, for instance through a form which asks for your name, email address, specialty etc. when you register to receive a service. If we do this, we will make clear what we intend to do with the information.


Information about how we use cookies is contained in our Cookie Policy:

Search engine

We use Google Custom Search to help you search for information within our website.

IP Address

We may collect information about your computer within the MyBIR area of our website, including your IP address, browser or operating system for administrative purposes and to help diagnose problems with our database.

Email newsletters and alerts

Our email newsletters, and other information we provide about scientific, medical or industry news, jobs, events, etc are delivered by a third party, Adestra. We collect statistics to find out information about usage and behaviour patters, such as the number of people who have accessed our emails or selected links. We use standard technology to do this, including clear gifs. For further detail see Adestra’s privacy notice.

Online surveys

From time to time we conduct surveys to help us make sure our services are in line with the needs of our members and the wider community we serve. These are normally conducted using Survey Monkey. For further information see Survey Monkey’s privacy policy. We may download information from the survey platform into spreadsheets, word processing or presentation packages or PDF’s. These will be held only by people directly involved in analysing the results of the survey. Information identifying individual survey respondents will not be shared without the respondent’s permission.


Our blog is published by a third party, WordPress, which is run by a company called Automattic Inc. Anonymous information on usage and behaviour patterns is collected about visitors to the blog. WordPress also asks commenters to provide a name and email address. For further detail see Automattic's privacy notice.

People who contact us via social media

We use a number of applications to manage our social media interactions.

People who email us

Please be aware that you have a responsibility to ensure that any email you send is within the bounds of the law.

People who make a complaint to us

If we receive a complaint we may create a file with the details of the complaint and the complainant, and other parties involved.

Depending on the nature of the complaint, we may have to disclose the complainant’s identity to the party who is complained about. We will normally seek to limit disclosure of both the complainant and the party complained about to those people who need to know in order to process and resolve the complaint. If the nature of the complaint requires a wider group of people to be informed about the complaint and/or its outcome, we may do so.

BIR members, customers, and service users

The BIR provides a range of products and services. We use a third party to deal with some requests for publications, materials, and merchandise, but they are only permitted to use the information for distribution purposes in line with our agreement with you.

Institutional subscriptions to our publications are processed by a third party, BMJ Group. Customer details are held by them in line with their agreement with the subscriber, and passed to the BIR as required. The BIR reserves the right to provide such information to a further third party if that third party takes on responsibility for managing institutional subscriptions to our publications.

If you are a user of one or more of our online publications, we will process and store information about what publications you subscribe to and your level of access, together with information about your identity. We may also use data about the content you have accessed in order to signpost related content. If you provide us with information about your profession, interests, and other detail relevant to your consumption of professional information we may also store and use that information to provide you with a user experience more tailored to your needs. This information may be held on our internal databases and on that of our third party platform, Atypon, which is owned by Atypon Systems, LLC. For further information see Atypon’s privacy policy.

If you are a member of the BIR, we may process and store information about your identity, membership type, and level of access to BIR services and content. We may also use data about the content you have accessed in order to signpost related content. If you provide us with information about your profession, interests, and other detail relevant to your consumption of professional information we may also store and use that information to provide you with a user experience more tailored to your needs. This information may be held on our internal databases and on that of our third party platform, For further information see the privacy policy.

Personal Data may occasionally be transferred to third parties who act on behalf of the BIR to handle mailings and the distribution of publications which form part of the BIR’s membership offering, and any other relevant membership communication.

We have to hold details of members, service users and purchasers in order to provide our products and services to them. We use these details to provide the requested product or service and for closely related purposes.

Award and grant nominations

Any personal information provided as part of an award or grant nomination will only be used for the purpose of reviewing the nomination, communicating with nominees, and publicising the award or grant, unless we are given permission by the subject to use it for other purposes. Biographical information and information about the activity that has given rise to the award or grant may be used to publicise the award or grant, but this will not include contact information, unless you give specific permission for that to be shared, and we will not share information that has been identified as confidential.

Job applicants, current and former BIR employees

Information you provide during a job application process will only be used for the purpose of progressing your application, contacting you, assessing your suitability as a candidate, or to fulfil legal or regulatory requirements. We will not share the information you provide during the recruitment process with any third parties for marketing purposes.

You are not required to provide the information we request, but it might affect your application if you don’t. 

You will be asked to provide equal opportunities information, but this is not mandatory, and it will not affect your application if you don’t provide it.

This information will not be made available to staff who are not involved in the recruitment process or the recruitment decision, other than in the form of anonymous statistics.

If you are unsuccessful we may retain your details in case further suitable vacancies arise.

If we make a conditional offer of employment we may ask for further information so that we can carry out pre-employment checks. We are required to confirm the identity of our staff, their right to work in the United Kingdom and seek assurance as to their trustworthiness, integrity and reliability.  We may therefore request references from previous employers or people who know you, proof of your identity, and proof of your qualifications. We may also ask you to complete a questionnaire about your health to establish your fitness to work.

You may also be asked to complete a criminal records declaration to declare any unspent convictions, and we may contact you to complete an application, or complete an application ourselves, for a Criminal Record check via the Disclosure and Barring Service, Access NI, or another appropriate agency, which will verify your declaration of unspent convictions.

If we make a final offer, we will also request the following details:

  • Bank details, which we will store to process payments to you such as salary and expenses
  • Emergency contact details
  • Your P45, P60 or similar documentation for tax purposes

If you are employed in a senior position, you may also be asked to declare if you have any potential conflicts of interest. If you complete a declaration, the information will be circulated to the BIR Council and to the BIR Audit Committee.

How long is the information retained for?

If you are successful, the information you provide during the application process will be retained by us as part of your employee file for the duration of your employment plus 6 years following the end of your employment. This includes your criminal records declaration, fitness to work, records of any security checks and references.

If you are unsuccessful at any stage of the process, the information you have provided until that point will be retained for 12 months from the closure of the campaign.

Information generated throughout the assessment process, for example interview notes, is retained by us for 12 months following the closure of the campaign.

This document

This Privacy Policy is intended to be as brief as possible, and as clear as possible. It does not provide exhaustive detail of all aspects of the BIR’s collection and use of personal information. However, we are happy to provide additional information or explanation needed.

Complaints or queries

If you want to make a complaint about the way we have processed your personal information, you can contact us at:

Membership and Communications Department – Complaints

British Institute of Radiology

48-50 St John Street



Links to other websites

This Privacy Policy does not cover the links within this site linking to other websites. We encourage you to read the privacy statements on the other websites you visit.

Changes to this Privacy Policy

This Privacy Policy was last updated on 9 May 2018.

How to contact us

If you want to request information about our Privacy Policy you can email us at or write to:

Membership and Communications Department – Privacy

British Institute of Radiology

48-50 St John Street






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