Privacy Notice - Long Form

Privacy Notice

Who we are

This privacy notice (the “Privacy Notice”) applies to all personal information processing activities carried out by Foróige, the National Youth Development Organisation (Foróige).

Foróige is a Foróige is a company limited by guarantee not having a share capital, registered in Dublin, Ireland. Foróige is also a registered charity. Foróige is a data controller in respect of personal information that we process in connection with our business (including the services we provide). In this notice, references to “we”, “us”, “our” or “the organisation” are references to Foróige.

Our principle address is Foróige, Block 12D, Joyce Way, Park West, Dublin 12, D12 Y0A6

Tel: 01 630 1560

 

We respect individual’s rights to privacy and the protection of personal information. The purpose of this Privacy Notice is to explain how we collect and use personal information in connection with our business. “Personal Information” means information about a living individual who can be identified from that information (either by itself or when it is combined with other information).

We may update our Privacy Notice from time to tome by publishing the updated Privacy Notice on our website (www.foroige.ie). We would encourage you to visit our website regularly to stay informed of the purposes for which we process your information and your rights to control how we process it.

The Information We Process

We collect and process various categories of personal information at the start of and for the duration of your relationship with us. We will limit the collection and processing of information to information necessary to achieve one or more legitimate purposes as identified in this notice. Personal Information may include:

• Basic personal information including name and address, date of birth and contact details;

• Your Personal Public Service Number (PPSN) or Tax Reference Number (TRN)

• Financial information including bank account details

• Information about your family (such as dependents, marital status, next of kin and contact details)

• Education and employment details

• Visual images (such as copies of passports or CCTV images); and

We may also process certain special categories of information for specific and limited purposes such as detecting and preventing child safeguarding issues. We will only process special categories of information where we’ve obtained your explicit consent or are otherwise lawfully permitted to do so (and then only for the specific purpose and activities set out in Schedule 1 for which the information is provided. This may include:

• Information about racial or ethnic origin

• Religious or philosophical beliefs

• Trade union membership

• Physical or psychological health details or medical conditions

Where permitted by law, we may process information about criminal convictions or offences and alleged offences for specific and limited activities and purposes such as to perform checks to prevent and detect child safeguarding issues and to comply with laws relating to child safeguarding. It may involve sharing information between Tusla and law enforcement agencies.

How we obtain information?

Your information is made up of all the personal information we collect and hold about you. It includes:

• Information you give to us

• Information we receive from third parties (for example, referral for a young person to receive a Foróige service)

• Information we learn about you through our relationship with you

• Information that we gather from publicly available sources (such as the press, online search engines)

 

Your Rights

We want to make sure you are aware of your rights in relation to the personal information we process about you. We have described those rights and the circumstances in which they apply in the table below.

If you wish to exercise any of these rights, or if you have queries about we use your personal information which are not answered here please contact us – 01 630 1560

(Opening hours are Monday to Friday 9am – 5pm).

Please note that in some cases, if you do not agree to the way we process your information, it may not be possible for us to continue our relationship with you.

 

If you wish to contact our Data Protection Officer please contact us at 01 630 1560

(Opening hours are Monday to Friday 9am – 5pm)

Alternatively you can send an email to [email protected]

 

Rights

Description

Access – You have a right to get access to the personal information we hold about you

If you would like a copy of the personal information we hold about you please write to:

Subject Access Request

Foróige

Block 12D

Joyce Way, Park West

Dublin 12

D12 Y0A6

or email [email protected]

For more information on how to get access to your information please contact us at 01 630 1560 (Opening hours are Monday to Friday 9am – 5pm)

Rectification – You have a right to rectification of inaccurate personal information and to update incomplete personal information

If you believe that any of the information we hold about you is inaccurate, you have a right to request that we restrict the processing of that information and to rectify the inaccurate personal information.

Please note that if you request us to restrict processing your information, we may have to suspend involvement in the organisation and/or the services we provide to you.

Erasure – You have a right to request that we delete your personal information

You may request that delete your personal information if you believe that:

-          We no longer need to process your information for the purposes for which is was provided

-          We are not using your information in a lawful manner

Please note that the right to erasure is subject to certain exemptions. Also, if you request us to delete your information we may have to suspend involvement in the organisation and/or the services we provide to you.

Restriction – You have the right to request us to restrict the processing of your personal information

You may request us to restrict the processing of your personal information if you believe that:

-          Any of the information that we hold about you is inaccurate

-          We no longer need to process your information for the purpose for which it was provided, but you require the information to establish, exercise or defend legal claims or

-          We are not using your information in a lawful manner.

Please note the right to restriction is subject to certain exemptions.

Also, if you request us to restrict processing your information we may have to suspend involvement in the organisation and/or the services we provide to you.

Portability – You have a right to data portability

Where we have requested your permission to process your personal information or you have provided us with information for the purposes of entering into a contract with us, you have the right to receive the personal information you provided to us in a portable format (subject to certain exemptions).

You may also ask us to provide it to a third party, if technically feasible. We’re not responsible for any such third party’s use of your information, which will be governed by their agreement with you and any privacy statement they provide to you.

If you would like to request the personal information you provided to us in a portable format, please write to or  contact us at:

Subject Access Request

Foróige

Block 12D

Joyce Way, Park West

Dublin 12

D12 Y0A6

or email [email protected]

For more information on how to get access to your information please contact us at 01 630 1560 (Opening hours are Monday to Friday 9am – 5pm)

Objection – You have the right to object to the processing of your personal information

You have a right to object to us processing your personal information (and to request us to restrict processing) for the purposes described in (SCHEDULE 1 – Legitimate Interests of Foróige) of SCHEDULE 1, unless we can demonstrate compelling and legitimate grounds for the processing, which may override your own interests of where we need to process your information to investigate and protect us or others from legal claims. Depending on the circumstances, we may need to restrict or cease processing your personal information altogether or, where requested, delete your information.

Please note the right to restriction is subject to certain exemptions.

Also, if you object to us processing your personal information we may have to suspend involvement in the organisation and/or the services we provide to you.

Marketing – You have a right to object to direct marketing

You have a right to object at any time to processing of your personal information for direct marketing purposes, including profiling you for the purposes of direct marketing

Withdraw Consent – You have a right to withdraw your consent

Where we rely on your permission to process your personal information, you have a right to withdraw your consent at any time. We will always make it clear where we need your permission to undertake specific processing activities.

Lodge Complaints – You have a right to lodge a complaint with us or with the Data Protection Commissioner

If you wish to raise a complaint in relation to how we handled your personal information, please contact us in any of the following ways:

In person – speak to any Foróige employee

In writing – address your letter to Complaints, Foróige, Block 12D, Joyce Way, Park West Dublin 12 or email [email protected]

By telephone – to help us understand what has gone wrong and how we can help. Call us on 01 630 1560.

We hope to address your concerns through our normal complaints process, however, we may escalate your complaint to our Data Protection Officer for further investigation.

You have the right to complain to the Data Protection Commissioner. You can contact the Data Protection Commissioner at, Canal House, Station Road, Portarlington, R32 AP23, Co. Laois. Phone: +353 (0) 761 104 800; LoCall 1890 25 22 31; email: [email protected]. For more information, visit www.dataprotection.ie

 

Changes to the way we use your information

From time to time we may change the way we use your information. Where we believe you may not reasonably expect such a change we will notify you and will allow you a period of at least 30 days for you to raise any objections before that change is made. However, please note that in some cases, if you do not agree to such changes if may not be possible for you to continue to be involved in the organisation or for us to continue to provide certain services to you.

How we use and share your information within Foróige

We will only use and share your information where it is necessary for us to carry out our business activities. We want to ensure that you fully understand how your information may be used. We have described the purposes for which your information may be used in detail in SCHEDULE 1

Sharing with third parties

We will not share your information with anyone outside Foróige except:

·        Where we have your permission

·        Where required for your service

·        Where we are required by law and by law enforcement agencies, judicial bodies, government entities, tax authorities or regulatory bodies

·        With third parties providing services to us such as agents and sub-contractors acting on our behalf such as the company providing the online affiliation system

·        In anonymised form as part of statistics or other aggregated data shared with third parties; or

·        Where permitted by law, it is necessary for our legitimate interests or those of a third party, and it is not inconsistent with the purposes listed above.

Foróige will not share your information with third parties for their own marketing purposes.

Transferring Information Overseas

We may transfer your information to organisations in other countries on the basis that anyone to whom we pass it protects it in the same way and in accordance with applicable laws.

In the event that we transfer information to countries outside of the European Economic Area (which includes countries in the European Union as well as Iceland, Liechtenstein and Norway) we will only do so where:

·        The European Commission has decided that the country or the organisation we are sharing your information with will protect your information adequately

·        The transfer has been authorised by the relevant data protection authority; and/or we have entered into a contract with the organisation with which we are sharing your information (on terms approved by the European Commission) to ensure your information is adequately protected.

If you wish to obtain a copy of the relevant data protection clauses, please contact us at 01 630 1560 (Opening hours are Monday to Friday 9am – 5pm)

Marketing Information

Subject to the marketing preferences you have indicated to us, we will send you relevant marketing information (including details of other services provided by Foróige which we believe may be of interest to you) by mail, phone, email, text and other forms of electronic communication. If you change your mind about how you would like us to contact you or you no longer wish to receive this information you can tell us at any time by contacting us on 01 630 1560 (Opening hours are Monday to Friday 9am – 5pm)

Communications about your involvement with Foróige

We will contact you with information relevant to your involvement in Foróige by a variety of means including email, text message, post and/or telephone. If at any point in the future you change your contact details you should tell us promptly about those changes.

We may monitor or record calls, emails, text messages or other communications in accordance with applicable laws for the purposes of processing outlined SCHEDULE 1

 

How long we keep your information

Through your involvement in Foróige we create records that contain your information. Records can be held on a variety of media (physical or electronic) and formats.

We manage our records to help serve those involved with Foróige well (for example for operational reasons such as attending group sessions) and to comply with legal and regulatory requirements. Records help demonstrate that we are meeting our responsibilities and to keep as evidence of our activities.

Retention periods for records are determined based on the type of record, the nature of the activity or service and the applicable legal and regulatory requirements. We normally keep records for up to seven years after your involvement with Foróige ends whilst other records are retained for shorter periods (for example CCTV records). Retention periods may be changed from time to time based on business or legal and regulatory requirements.

We may on exception retain your information for longer periods particularly where we need to withhold destruction or disposal based on an order from the courts or an investigation by law enforcement agencies or our regulators.

Some Personal Information (name, address, date of birth, name of club/group and period of involvement) of young people, volunteers and employees are retained indefinitely to comply with Child Safeguarding requirements. This is intended to make sure that we will be able to produce records as evidence as needed.

If you would like more information about how long we keep your information, please contact us on 01 630 1560 (Opening hours are Monday to Friday 9am - 5pm)

Security

We are committed to ensuring that your information is secure with is and the third parties who act on our behalf. For more information on the steps we are taking to protect your information please call 01 630 1560 (Opening hours are Monday to Friday 9am - 5pm)

 

This information was last updated on 12th September 2018