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Polasaí um Chosaint Sonraí/ Data Protection Policy

Ráiteas Tosaigh

Baineann Polasaí um Chosaint Sonraí Ionad Tacaíochta Oideachais Laoise leis na sonraí pearsanta atá ag an Ionad, atá cosanta ag na hAchtanna um Chosaint Sonraí 1988 go 2018 agus ag Rialachán Ginearálta an AE maidir le Cosaint Sonraí. 

Baineann an polasaí leis an bhfoireann Ionaid ar fad, an Coiste Bainistíochta, cliaint an Ionaid, oidí, úsáideoirí na seirbhísí Ionaid (lena n-áirítear an siopa leabhair ar líne leis an Ionad) agus le daoine a rinne iarratas ar phoist foirne laistigh den Ionad sa mhéid go mbaineann na bearta faoin bpolasaí leo. Déanfar sonraí a stóráil go sábháilte, ionas go mbeidh an t-eolas rúnda cosanta faoi réir reachtaíochta oiriúnaí. Leagtar amach leis an bpolasaí seo an tslí a ndéanfaidh an tIonad sonraí pearsanta a chosaint.

Cuireann Ionad Tacaíochta Oideachais Laoise modh "Príobháideachais trí Dhearadh" i bhfeidhm i dtaca le Cosaint Sonraí. Is éard atá i gceist leis sin ná go bpleanálann muid amach go cúramach nuair atáimid ag bailiú sonraí pearsanta ionas go gcuirimid san áireamh na prionsabail um chosaint sonraí mar ghnéithe lárnacha d'oibríochtaí sonraí ar fad roimh ré. Déanann muid iniúchadh ar na sonraí pearsanta atá againn le

  1. bheith in ann rochtain a chur ar fáil do dhaoine ar a gcuid sonraí
  2. cinntiú go bhfuil siad á gcoinneáil go sábháilte
  3. cáipéisíocht a dhéanamh ar ár modhanna cosanta sonraí
  4. feabhas a chur ar fhreagracht agus trédhearcacht

Bunús

Chomh maith lena n-oibleagáidí dlíthiúla faoin sainchúram leathan den reachtaíocht oideachais, tá freagracht dhlíthiúil ag an Ionad géilleadh do na hAchtanna um Chosaint Sonraí 1988 go 2018 agus don Rialachán Ginearálta maidir le Cosaint Sonraí (RGCS).

Mínítear sa pholasaí seo cén sórt sonraí a bhailítear, cén fáth a mbailítear iad, cé chomh fada agus a stórálfar iad agus cé leo a roinnfear iad. Glacann an tIonad go dáiríre lena bhfreagrachtaí faoin dlí um chosaint sonraí agus ba mhian leo cleachtais shábháilte a chur i bhfeidhm chun sonraí pearsanta le daoine a chosaint. Aithnítear freisin go ndéantar éascaíocht ar mheastachán eolais trí eolas fíriciúil a thaifead go cruinn agus an t-eolas sin a stóráil go sábháilte, rud a ligeann don Stiúrthóir agus Coiste Bainistíochta cinntí a dhéanamh i dtaca leis an Ionad a rith go héifeachtúil. Tá ríthábhacht ag baint le láimhseáil éifeachtach sonraí freisin lena chinntiú go bhfuil comhsheasmhacht agus leanúnachas nuair atá athrú pearsanra i gceist laistigh den Ionad agus Coiste Bainistíochta.

Raon

Baineann an reachtaíocht um Chosaint Sonraí le coinneáil agus próiseáil Sonraí Pearsanta. Is í an aidhm leis an bpolasaí seo ná cúnamh a thabhairt don Ionad a n-oibleagáidí reachtúla a chomhlíonadh, na hoibleagáidí sin a mhíniú don fhoireann, agus an fhoireann agus na cliaint a chur ar an eolas maidir leis an gcaoi a gcaithfear lena gcuid sonraí. 

Baineann an polasaí leis an bhfoireann ar fad, an Coiste Bainistíochta, cliaint, daltaí agus daoine eile (lena n-áirítear daoine a rinne iarratais ar phoist foirne, cóitseálaithe/ oidí) sa mhéid agus go láimhseálann nó go bpróiseálann an tIonad a Sonraí Pearsanta le linn a ngnóthaíochtaí leis an Ionad.

Oibleagáidí Dlíthiúla Eile

Cuirtear oibleagáidí agus freagrachtaí dlíthiúla eile an Ionaid san áireamh agus an polasaí seo á chur i bhfeidhm. Baineann cuid díobh seo go díreach le cosaint sonraí. Mar shampla:

Forálann an tAcht um Shaoráil Faisnéise 2014 ceart cáilithe chun rochtain a fháil ar fhaisnéis atá i seilbh comhlachtaí poiblí nach gá gur “sonraí pearsanta” iad, mar atá i gcás reachtaíochta um chosaint sonraí.

Faoin Acht um Thús Áite do Leanaí 2015, tá sé de dhualgas ar Ionad Tacaíochta Oideachais Laoise imní maidir le leas leanaí a thuairisciú do TUSLA – an Ghníomhaireacht um Leanaí agus an Teaghlach (nó i gcás éigeandála agus mura bhfuil TUSLA ar fáil, don Gharda Síochána).

Sainmhíniú ar Théarmaí Cosanta Sonraí

Chun oibleagáidí an Ionaid a thuiscint i gceart, tá roinnt téarmaí tábhachtacha ann ar cheart do gach ball foirne ábhartha den Ionad iad a thuiscint:
Ciallaíonn ‘Sonraí Pearsanta’ aon sonraí a bhaineann le duine nádúrtha aitheanta nó inaitheanta, i.e. duine beo atá nó is féidir a aithint ó na sonraí nó ó na sonraí i dteannta faisnéise eile atá i seilbh an Rialaitheora Sonraí nó ar dócha go dtiocfaidh sé i seilbh an Rialaitheora Sonraí (Coiste Bainistíochta).
Is é Coiste Bainistíochta an Ionaid an Rialaitheoir Sonraí.
Duine is ábhar do na sonraí – duine aonair is ábhar do shonraí pearsanta.
Próiseáil Sonraí – ag déanamh aon oibríochta nó sraith oibríochtaí ar shonraí, lena n-áirítear:
• Ag fáil, ag taifeadadh nó ag coinneáil na sonraí;
• Ag bailiú, ag eagrú, ag stóráil, ag athrú nó ag leasú na sonraí;
• Ag aisghabháil, ag breathnú ar nó ag úsáid na sonraí;
• Ag nochtadh na sonraí trína dtraschur, a scaipeadh nó iad a chur ar fáil ar bhealach eile;
• Ag ailíniú, ag cur le chéile, ag blocáil, ag scriosadh nó ag díothú na sonraí.
Próiseálaí Sonraí – ciallaíonn ‘próiseálaí sonraí’ duine a phróiseálann sonraí pearsanta thar ceann rialaitheora sonraí ach ní fholaíonn sé fostaí de chuid rialaitheora sonraí a phróiseálann sonraí den sórt sin i gcúrsa a chuid fostaíochta; mar shampla, d’fhéadfadh sé seo a bheith fostaí de chuid eagraíochta a ndéanann an rialaitheoir sonraí obair a sheachfhoinsiú chuige/ chuici.
Cuireann an reachtaíocht um Chosaint Sonraí freagrachtaí ar eintitis den sórt sin maidir lena bpróiseáil ar shonraí. I measc na samplaí anseo tá:
• Seirbhísí tacaíochta náisiúnta a úsáideann seirbhísí an Ionaid.
Catagóirí Speisialta – déanann catagóirí speisialta Sonraí Pearsanta tagairt do Shonraí Pearsanta maidir le:
• bunús cine nó eitneach duine,
• tuairimí polaitíochta nó tuairimí creidimh nó fealsúnachta duine,
• sláinte coirp nó meabhrach duine,
• cleachtadh gnéis agus claonadh gnéis duine,
• sonraí géiniteacha agus bithmhéadracha duine,
• ciontuithe coiriúla nó cion líomhnaithe a rinne duine,
• ballraíocht duine i gceardchumann.
Ní bhailíonn Ionad Tacaíochta Oideachais Laoise na cineálacha sonraí sin.
Sárú i ndáil le Sonraí Pearsanta - ciallaíonn “sárú i ndáil le sonraí pearsanta” sárú ar shlándáil as a dtiocfaidh scrios, cailleadh, athrú, nochtadh neamhúdaraithe, nó rochtain ar shonraí pearsanta a rinneadh a tharchur, a stóráil nó a phróiseáil ar bhealach eile. Ciallaíonn sé seo aon chomhréiteach nó cailliúint sonraí pearsanta, is cuma conas nó cá dtarlaíonn sé.

Prionsabail um Chosaint Sonraí

Is rialaitheoir sonraí ar shonraí pearsanta é Ionad Tacaíochta Oideachais Laoise a bhaineann lena fhoireann, teagascóirí, cliaint agus baill eile den phobal oideachais a bhfreastalaíonn sé air san am atá thart, san am i láthair agus sa todhchaí. Dá bhrí sin, tá sé de dhualgas ar an gCoiste Bainistíochta cloí leis na prionsabail um chosaint sonraí atá leagtha amach sna hAchtanna um Chosaint Sonraí 1988 go 2018 agus sa RGCS, ar féidir a achoimriú mar seo a leanas:

  1. Sonraí pearsanta a fháil agus a phróiseáil go cothrom

Bailítear faisnéis ar chliaint le cúnamh ón bhfoireann. Aistrítear faisnéis ó na seirbhísí tacaíochta a mbíonn an tIonad ag plé leo uaireanta freisin. De ghnáth, is iad na daoine aonair féin a sholáthraíonn an fhaisnéis le cead iomlán agus eolach a gcuirtear le chéile í i rith a bhfostaíochta nó conartha leis an Ionad. Caitear le sonraí den sórt sin i gcomhréir leis an reachtaíocht um Chosaint Sonraí agus le téarmaí an Pholasaí um Chosaint Sonraí seo. Gheofar agus próiseálfar an fhaisnéis go cothrom.

D’fhéadfadh Ionad Tacaíochta Oideachais Laoise cineálacha éagsúla faisnéise a bhailiú agus a phróiseáil faoi úsáideoirí seirbhíse. Áirítear leis seo faisnéis a chuireann tú ar fáil nuair a dhéanann siad an méid a leanas:

  • Cuntas a chruthú nó ár dtáirgí, ábhar nó seirbhísí a úsáid.
  • Foirm ar líne a chomhlíonadh a foilsíodh ar an Suíomh Gréasáin seo. D’fhéadfadh sonraí pearsanta cosúil le d’ainm, seoladh ríomhphoist, seoladh baile, post, scoil/ fostóir, uimhir theileafóin, inscne, aitheantóirí uathúla cosúil le d’uimhir chomhairle múinteoireachta, ainm úsáideora, pasfhocal agus dáta breithe a bheith san áireamh leis seo.
  • Cumarsáid a dhéanamh linn trí ríomhphost, meáin shóisialta, litirphost nó facs.
  • Teagmháil a dhéanamh linn ar an nguthán. Cé nach ndéanann muid glaonna teileafóin a thaifeadadh, d’fhéadfaimis taifead a dhéanamh agus a choinneáil d’fhaisnéis a thugtar i rith glao teileafóin.
  • Páirt a ghlacadh i suirbhé (ar líne, ar an nguthán, nó aghaidh ar aghaidh).
  • Iarratas a dhéanamh ar nó ceist a chur faoi fhaisnéis trí ríomhphost nó trí Shuíomh Gréasáin an Ionaid.

D’fhéadfaimis breis sonraí pearsanta a bhailiú fút má bhíonn aon fhaisnéis bhreise ag teastáil chun d’iarratas ar tháirgí, ábhar nó seirbhísí a chomhlíonadh, chun aghaidh a thabhairt ar do cheist nó chun éifeacht a thabhairt do d’iarratas ar fhaisnéis.

Tá faisnéis ar bhunachair sonraí teagmhála scoile nó ar fhoirmeacha teagmhála rannpháirtithe (ainm, seoladh, institiúd, teideal, seoladh ríomhphoist, ról rannpháirtí srl.) san fhearann poiblí, é sin, nó is an fhaisnéis í a chuireann úsáideoirí seirbhíse go toilteanach ar a gcuntas úsáideora ar shuíomh gréasáin an Ionaid Oideachais, a tugadh dúinn ar Fhoirmeacha Éilimh ar Chostais (sonraí costais, sonraí íocaíochta bainc, agus admhálacha); tugtha i ríomhphoist agus comhfhreagras; coinnithe ar taifead i dtaca le sonraí ar imeachtaí airgeadais déanta, mar shampla, íocaíochtaí táillí cúrsa glactha, agus deontais a íocadh le daoine aonair nó le scoileanna.

  1. Toiliú

I gcás ina bhfuil toiliú mar bhunús le soláthar sonraí pearsanta, ní mór don toiliú sin a bheith ina léiriú atá sonrach, feasach agus gan athbhrí a dhéanann an t-ábhar sonraí a thabhairt faoi shaoirse. Beidh gníomh soiléir, dearfach ag teastáil ó Ionad Tacaíochta Oideachais Laoise, m.sh. tic a chur i mbosca/ cáipéis a shíniú chun toiliú a léiriú. Is féidir le hábhair sonraí toiliú a bhaint sna cásanna seo.

  1. Ná coinnigh iad ach do chuspóir dleathach sonraithe agus follasach amháin nó níos mó

Cuirfidh an tIonad in iúl do dhaoine aonair na cúiseanna a mbailíonn siad a gcuid sonraí agus na húsáidí a bhainfear as a sonraí. Coinnítear gach píosa faisnéise agus leas an duine aonair i gcuimhne i gcónaí.

Úsáideann muid sonraí pearsanta den chuid is mó chun ár dtáirgí, ábhar agus seirbhísí a chur ar fáil, a fheabhsú agus a fhorbairt, chun cumarsáid a dhéanamh leat, faisnéis a thabhairt duit faoi tháirgí, ábhar nó seirbhísí a d’fhéadfadh a bheith spéisiúil duit, agus chun muid féin agus ár n-úsáideoirí a chosaint.

Mar rialaitheoir sonraí, bailíonn agus próiseálann Ionad Tacaíochta Oideachais Laoise do shonraí pearsanta ar mhaithe leis an méid a leanas:

  • Chun cumarsáid a dhéanamh leat faoinár dtáirgí, ábhar agus seirbhísí.
  • Chun orduithe a rinneadh a chomhlíonadh nó chun idirbhearta a dhéanann tú ar an Suíomh Gréasáin seo a chur i gcrích.
  • Chun freagairt ar iarratais ar fhaisnéis a dhéanann tú nó ar cheisteanna a chuireann tú.
  • Chun a chinntiú go bhfuil ábhar ar ár Suíomh Gréasáin curtha i láthair go héifeachtach duit agus don ghléas atá tú ag úsáid chun teacht ar an Suíomh Gréasáin seo.
  • Chun faisnéis a thabhairt duit faoi tháirgí, ábhar nó seirbhísí a d’fhéadfadh a bheith spéisiúil duit, sa chás gur thug tú cead teagmháil a dhéanamh leat chun na gcríoch sin.
  • Chun liosta scoileanna atá suas chun dáta a bheith ag an Ionad; faisnéis a bhainistiú agus a chur in iúl maidir le háirithintí imeachtaí, rollaí tinrimh, rannpháirtithe cúrsa agus tionscadail; cumarsáid a dhéanamh le scoileanna, múinteoirí, oidí agus úsáideoirí cuntais; cuntasaíocht do tháillí cúrsa; comhlíonadh iarratas ar fhaisnéis déanta ag an Rialálaí Carthanas nó an Roinn Oideachais agus Scileanna agus chun críocha cuntasaíochta atá ceangailteach ó thaobh an dlí (m.sh. a bheith ar an eolas cé leis ar íoc Ionad Tacaíochta Oideachais Laoise deontais agus costais, cathain, agus cé mhéad a d’íoc sé); seoladh ríomhphoist agus teagmhálaithe riachtanacha chun tionscadail agus gnó Ionad Tacaíochta Oideachais Laoise a riar agus a chur i gcrích.

Baineann muid úsáid as faisnéis theicniúil chun ár suíomh gréasáin a riar, staitisticí úsáide an tsuímh ghréasáin a chur le chéile, monatóireacht a dhéanamh ar úsáid an tsuímh ghréasáin agus chun cúnamh a thabhairt dúinn breis forbartha a dhéanamh ar an suíomh gréasáin seo. D’fhéadfaimis faisnéis theicniúil chomhiomlán anaithnidithe a chur ar fáil do pháirtithe tríú páirtí. Ní bheidh aon fhaisnéis inaitheanta phearsanta san áireamh sna staitisticí ná san fhaisnéis theicniúil a d’fhéadfaí a úsáid chun aon duine ar leith a aithint.

Mura bhfuil tú ag iarraidh orainn do shonraí pearsanta a úsáid ar cheann amháin nó níos mó de na bealaí a luadh thuas, cuir é sin in iúl dúinn le do thoil trí theagmháil a dhéanamh linn ag This email address is being protected from spambots. You need JavaScript enabled to view it..

Tabhair faoi deara le do thoil, mura gcuireann tú do shonraí pearsanta ar fáil, nach bhféadfaimis roinnt nó gach táirge, ábhar nó seirbhís a chur ar fáil a d’fhéadfá a iarraidh.

Ní úsáidtear an méid teoranta sonraí atá i seilbh Ionad Oideachais Laoise ach chun na gcríoch seo a leanas: chun liosta scoileanna atá suas chun dáta a bheith ag an Ionad; faisnéis a bhainistiú agus a chur in iúl maidir le háirithintí imeachtaí, rollaí tinrimh, rannpháirtithe cúrsa agus tionscadail; cumarsáid a dhéanamh le scoileanna, múinteoirí, oidí agus úsáideoirí cuntais; cuntasaíocht do tháillí cúrsa; comhlíonadh iarratas ar fhaisnéis déanta ag an Rialálaí Carthanas nó an Roinn Oideachais agus Scileanna agus chun críocha cuntasaíochta atá ceangailteach ó thaobh an dlí (m.sh. a bheith ar an eolas cé leis ar íoc Ionad Tacaíochta Oideachais Laoise deontais agus costais, cathain, agus cé mhéad a d’íoc sé); seoladh ríomhphoist agus teagmhálaithe riachtanacha chun tionscadail agus gnó Ionad Tacaíochta Oideachais Laoise a riar agus a chur i gcrích.

Mar phointe deiridh, tabhair do d’aire go lámhseálann suíomhanna gréasáin tríú páirtí íocaíochtaí a fhaigheann Ionad Tacaíochta Oideachais Laoise do tháillí cúrsa agus do cheannacháin Siopaí Leabhar. Iarrann muid uimhir cuntais bainc cliaint, cód sórtála agus IBAN mar chuid de na próisis seo.

Ní dhéanann Ionad Tacaíochta Oideachais Laoise anailís ar an bhfaisnéis fianáin a d’fhéadfadh a bheith bailithe ar ár suíomh gréasáin, ná ní dhíolann muid aon fhaisnéis ar, ná ní thugann muid aon fhaisnéis atá againn go dtí tríú páirtithe mura bhfuil aon dualgas orainn de réir dlí é sin a dhéanamh nó mura bhfuil caidreamh oibre ag an líonra Ionaid Oideachais le heagraíochtaí ábhartha do sholáthar cúrsaí agus tionscadal.

I gcás cúrsaí nó tionscadal ar leith a fheidhmíonn i gcomhar le heagraíochtaí ábhartha, cosúil le seirbhísí tacaíochta Náisiúnta, an tÚdarás Sláinte agus Sábháilteachta nó eagraíochtaí Ealaíon, is féidir an comhpháirtí comhoibríoch a aithint ón tús. Cosnaíonn Ionad Tacaíochta Oideachais Laoise na gléasanna ar a bhfuil sonraí den sórt sin stóráilte, agus tá sé de dhualgas air aon sárú sonraí a dhéantar a chur in iúl dá úsáideoirí seirbhíse.

  1. Ná déan iad a phróiseáil ach ar bhealaí atá comhoiriúnach leis na cuspóirí ar tugadh é dóibh ar dtús

Ní dhéanfar sonraí a phróiseáil atá bainteach le daoine aonair ach ar bhealach atá i gcomhréir leis na cuspóirí ar bailíodh é dóibh. Ní nochtfar faisnéis ach ar bhonn riachtanas eolais amháin, agus déanfar rochtain air a rialú go dian.

  1. Coinnigh Sonraí Pearsanta sábháilte agus slán

Ní fhéadfadh ach daoine a bhfuil fíorchúis acu chun é sin a dhéanamh rochtain a fháil ar fhaisnéis a bhailítear. Stóráiltear Sonraí Pearsanta go slán faoi ghlas i gcás taifead láimhe, agus déantar iad a chosaint le bogearra ríomhaire agus cosaint phasfhocail i gcás sonraí atá stóráilte go leictreonach. Tá gléasanna iniompartha a stórálann sonraí pearsanta (cosúil le ríomhairí glúine) criptithe agus cosanta ag pasfhocal.

  1. Coinnigh Sonraí Pearsanta cruinn, críochnaithe agus suas chun dáta

Ní mór do chliaint agus/ nó don fhoireann aon athrú a chur in iúl don Ionad ar cheart dó a dhéanamh ar a sonraí pearsanta agus/ nó ar shonraí pearsanta rúnda lena chinntiú go bhfuil sonraí an duine aonair cruinn, críochnaithe agus suas chun dáta. Nuair a chuirtear an méid sin in iúl don Ionad, déanfaidh sé na hathruithe riachtanacha ar na taifid ábhartha. Ní féidir taifid a athrú ná a scriosadh gan údarú cuí.

  1. Cinntigh go bhfuil sé leordhóthanach, ábhartha agus nach bhfuil sé iomarcach

Baileofar agus stóráilfear an líon faisnéise atá ag teastáil chun seirbhís shásúil a chur ar fáil amháin.

  1. Ná coinnigh iad níos faide ná mar is gá don chuspóir nó do na cuspóirí sonraithe ar tugadh iad dóibh

Go ginearálta, coinneofar an fhaisnéis fad a bheidh an duine aonair rannpháirteach sa chúrsa/ tionscadal/ gníomhaíocht áirithe ar chláraigh siad dóibh. I gcás ball foirne, cloífidh an scoil le treoirlínte na ROS agus le riachtanais na gCoimisinéirí Ioncaim maidir le coinneáil taifead a bhaineann le fostaithe. D’fhéadfadh an tIonad na sonraí a choinneáil a bhaineann le duine aonair ar feadh tréimhse níos faide freisin chun cloí le forálacha ábhartha dlí agus/ nó chun éileamh a chosaint faoi reachtaíocht fostaíochta agus/ nó conradh agus/ nó dlí sibhialta.

  1. Tabhair cóip dá sonraí pearsanta go dtí aon duine aonair má iarrtar orthu

Tá sé de cheart ag daoine aonair eolas agus rochtain a bheith acu ar chóip de na sonraí pearsanta atá á gcoinneáil fúthu, cé acu a bhfuil na sonraí sin, agus cén fáth a bhfuil siad á gcoinneáil. Más mian le haon úsáideoir seirbhíse Ionad Tacaíochta Oideachais Laoise tuilleadh soléirithe a fháil maidir leis na sonraí a choimeádtar fúthu go pearsanta, nó, ina theannta sin, más mian le haon úsáideoir seirbhíse go scriosfaimis/ go gheobhaimis réidh le haon fhaisnéis atá againn fúthu, is féidir leat teagmháil a dhéanamh leis an Ionad ag am ar bith (tabhair do d’aire, go bpróiseálfaidh Ionad Tacaíochta Oideachais Laoise a leithéid d’iarratais laistigh de pharaiméadair dhlíthiúla laistigh de 30 lá).

Sonraí Pearsanta

D’fhéadfadh na Sonraí Pearsanta atá i seilbh an Ionaid an méid a leanas a bheith san áireamh iontu:

1.        Staff records:

  1. Catagóirí sonraí foirne:

Chomh maith le baill foirne reatha (agus iar-bhaill foirne), d’fhéadfadh na taifid seo a bheith bainteach le hiarratasóirí atá ag déanamh iarratais ar phoist laistigh den Ionad, daoine ar shocrúchán oibre, cóitseálaithe/ teagascóirí srl. D’fhéadfadh na taifid foirne seo a leanas a bheith san áireamh:

  • Ainm, seoladh agus sonraí teagmhála
    • Uimhir PPS
    • Ainm agus sonraí teagmhála neasghaolta i gcás éigeandála
    • Taifid bhunaidh d’iarratas agus de cheapachán chuig poist ina bhfuil ardú céime i gceist
    • Sonraí ar neamhláithreachtaí faofa (sosanna gairme, saoire thuismitheoireachta, saoire staidéir, srl.)
    • Sonraí ar thaifead oibre (cáilíochtaí, arduithe céime, srl.)
    • Sonraí ar aon timpistí/ ghortuithe a tharla ar mhaoin an Ionaid nó maidir le ball foirne a raibh a ndualgais Ionaid á gcomhlíonadh acu
    • Taifid d’aon tuarascálacha a rinne an tIonad (nó a fhostaithe) i dtaca leis an mball foirne chuig rannóga Stáit agus/ nó chuig gníomhaireachtaí eile faoin Acht um Thús Áite do Leanaí 2015
    • Taifid de cheisteanna smachtaithe/ fiosrúcháin/ agus/ nó pionóis curtha i bhfeidhm
    • Measúnuithe síceolaíochta/ síciatracha agus/ nó leighis
    • Taifid tinrimh
    • Faisnéis ar thaifid acadúla roimhe seo (lena n-áirítear tuarascálacha, measúnuithe tagartha agus taifid eile ó eagraíocht(aí) roimhe seo ar a d’fhreastail an duine
    • Taifid d’éachtaí suntasacha
    • Taifid eile, m.sh. taifid de dhrochthimpistí ar bith srl.
  1. Aidhmeanna:

Coinnítear taifid foirne ar mhaithe leis na haidhmeanna a leanas:

  • bainistíocht agus riarachán ghnó an Ionaid (anois agus amach anseo)
    • éascaíocht a dhéanamh ar íocaíocht foirne, agus tairbhí/ teidlíochtaí eile a ríomh (lena n-áirítear seirbhís ináirithe ar mhaithe le híocaíochtaí pinsin, teidlíochtaí agus/ nó íocaíochtaí iomarcaíochta a ríomh nuair is gá)
    • éascaíocht a dhéanamh ar íocaíochtaí pinsin amach anseo
    • bainistíocht acmhainní daonna
    • taifead a dhéanamh d’arduithe céime a rinneadh (cáipéisíocht a bhaineann le harduithe céime ar cuireadh isteach orthu) agus athruithe ar fhreagrachtaí srl.
    • cumas a chur ar an Ionad a hoibleagáidí mar fhostóir a chomhlíonadh, lena n-áirítear timpeallacht shábháilte, éifeachtach oibre a chaomhnú (lena n-áirítear a hoibleagáidí a chomhlíonadh faoin Acht um Shábháilteacht, Sláinte agus Leas ag an Obair 2005)
    • cumas a chur ar an Ionad riachtanais a chomhlíonadh a leag an Roinn Oideachais agus Scileanna, na Coimisinéirí Ioncaim, an Chomhairle Náisiúnta don Oideachas Speisialta, TUSLA, an FSS, agus aon rannóga agus/ nó gníomhaireachtaí rialtais, reachtúla agus/ nó rialála eile amach
    • chun cloí le reachtaíocht atá ábhartha don Ionad
  1. Suíomh agus nósanna imeachta slándála Ionad Tacaíochta Oideachais Laoise:
    • Coinnítear taifid láimhe in oifig atá faoi ghlas agus atá cosanta ag pasfhocal, agus tá rochtain ag pearsanra amháin a bhfuil cead acu na sonraí a úsáid. Ní mór d’fhostaithe rúndacht aon sonraí a bhfuil rochtain acu orthu a chaomhnú.
      o Stóráiltear taifid dhigiteacha ar ríomhairí atá cosanta ag pasfhocal agus a bhfuil dóthain bogearraí criptiúcháin iontu.
      o Cuireann an tIonad an t-aláram buirgléireachta ar siúl taobh amuigh d’uaireanta scoile

2.        Taifid Chliaint/ Daoine Eile: 

  • Catagóirí sonraí:

D’fhéadfadh an méid a leanas a bheith san áireamh iontu seo:

  • Faisnéis a d’fhéadfaí a lorg agus a thaifeadadh le linn clárúcháin do chúrsaí/ tionscadail/ gníomhaíochtaí/ ceannacháin agus a d’fhéadfaí a bhailiú agus a chur le chéile le linn rannpháirtíochta an duine sna cúrsaí seo. D’fhéadfadh an méid a leanas a bheith san áireamh sna taifid:
    o Ainm, seoladh agus sonraí teagmhála
    o Uimhir PPS
    o Dáta breithe
    o Inscne
    o Náisiúntacht
    o Ainmneacha agus seoltaí tuismitheoirí/ caomhnóirí agus a gcuid sonraí teagmhála (más faoi 18 iad)
    o Aon choinníollacha speisialta ábhartha (m.sh. fadhbanna rochtana, riachtanais oideachais speisialta, fadhbanna sláinte, srl.) a d’fhéadfadh a bheith i gceist
    • Taifid tinrimh
    • Déantar grianghraif agus íomhánna taifeadta de chliaint (lena n-áirítear ag imeachtaí an Ionaid agus ag lua éachtaí) a bhainistiú i gcomhréir le polasaí an Ionaid maidir le grianghrafadóireacht.
    • Taifid eile, m.sh. taifid d’aon ghortuithe/ timpistí srl.
  • Aidhmeanna:

Is é seo a leanas na haidhmeanna atá le taifid chliaint a choinneáil:
• chun riachtanais dhlíthiúla nó riaracháin a chomhlíonadh
• chun freastal ar riachtanais oideachasúla, shóisialta, fhisiciúla agus mhothúchánacha an chliaint
• glactar grianghraif agus íomhánna taifeadta de chliaint chun éachtaí an Ionaid a cheiliúradh, chomh maith le poiblíocht a thabhairt dóibh. Déantar agus úsáidtear taifid den sórt sin i gcomhréir le ‘Polasaí Grianghrafadóireachta an Ionaid’ agus le ‘Ráiteas Príobháideachais Shuíomh Gréasáin an Ionaid’.

  1. (Suíomh agus nósanna imeachta slándála mar atá thuas):

3.      Taifid Coiste Bainistíochta:

  1. Catagóirí sonraí Coiste Bainistíochta:
  • Ainm, seoladh agus sonraí teagmhála gach comhalta den Choiste Bainistíochta (lena n-áirítear iar-chomhaltaí den Choiste Bainistíochta)
    • Taifid maidir le ceapacháin ar an gCoiste Bainistíochta
    • Miontuairiscí ó chruinnithe Coiste Bainistíochta agus comhfhreagras chuig an gCoiste a bhféadfadh tagairtí do dhaoine aonair a bheith iontu
  1. Aidhmeanna:

Cumas a chur ar an gCoiste Bainistíochta feidhmiú i gcomhréir le gach reachtaíocht infheidhme, agus chun taifead a choinneáil de cheapacháin agus cinntí an Choiste Bainistíochta.

  1. (Suíomh agus nósanna imeachta slándála mar atá thuas):

4.        Taifid Eile: m.sh. Creidiúnaithe

  • Catagóirí sonraí Coiste Bainistíochta:

D’fhéadfadh an tIonad cuid den fhaisnéis seo a leanas nó an fhaisnéis ar fad a choinneáil faoi chreidiúnaithe (cuid acu atá féinfhostaithe):

  • ainm
  • seoladh
  • sonraí teagmhála
  • uimhir PPS
  • sonraí cáin
  • sonraí bainc agus
  • an méid íoctha
  • Aidhmeanna:

Is é seo a leanas na haidhmeanna atá le taifid chreidiúnaithe a choinneáil:

Tá an fhaisnéis seo ag teastáil do ghnáthbhainistíocht agus gnáthriarachán ar chúrsaí airgeadais an Ionaid, lena n-áirítear sonraisc a íoc, cuntais airgeadais bhliantúla a chur le chéile, agus cloí le hiniúchtaí agus fiosrúcháin na gCoimisinéirí Ioncaim.

  • (Suíomh agus nósanna imeachta slándála mar atá thuas):

5.        Taifid Eile: Foirmeacha Aisíocaíochta Cánach Carthanachta

  1. Catagóirí sonraí Coiste Bainistíochta:

D’fhéadfadh an tIonad na sonraí seo a leanas a choinneáil maidir le deontóirí a thug síntiúis charthanachta don Ionad:

  •   ainm
    • seoladh
    • uimhir theileafóin
    • uimhir PPS
    • ráta cánach
    • síniú agus
    • méid comhlán an tsíntiúis.
  1. Aidhmeanna:

Is é seo a leanas na haidhmeanna atá le taifid chreidiúnaithe a choinneáil:

Tá Ionaid i dteideal úsáid a bhaint as an scéim faoisimh chánach i leith síntiús airgid a fhaigheann siad. Chun an faoiseamh a éileamh, ní mór don deontóir deimhniú (CHY2) a chomhlánú agus é a chur ar aghaidh chuig an Ionad ionas gur féidir leis an méid cánach comhlánaithe a bhaineann leis an síntiús a éileamh. Is í an fhaisnéis a iarrtar ar an deimhniú cuí ná ainm, seoladh, uimhir PPS, ráta cánach, uimhir theileafóin, síniú agus méid comhlán shíntiús an deontóra. Coinníonn an tIonad an fhaisnéis seo má dhéanann na Coimisinéirí Ioncaim iniúchadh.

  1. (Suíomh agus nósanna imeachta slándála mar atá thuas):

Naisc chuig Polasaithe Ionaid eile agus chuig seachadadh FGL

Ní mór dár bpolasaithe Ionaid a bheith i gcomhréir lena chéile, laistigh de chreat an Phlean Ionaid fhoriomláin. Déanfar polasaithe ábhartha atá i bhfeidhm cheana féin nó atá á bhforbairt nó á n-athbhreithniú a scrúdú maidir leis an bPolasaí um Chosaint Sonraí, agus tabharfar aghaidh ar aon impleachtaí a bheidh aige dóibh.

D’fhéadfadh na polasaithe seo a leanas a bheith i measc na bpolasaithe a mheasfar:

  • • Nósanna Imeachta um Chosaint agus Chumhdach Leanaí
    • Nósanna Imeachta Frithbhulaíochta
    • Polasaí Úsáide Inghlactha TFC
    • Polasaí um Theagmhais Chriticiúla

Próiseáil i gcomhréir le Cearta Ábhar Sonraí

Déanfar sonraí san Ionad seo a phróiseáil i gcomhréir le cearta an ábhair sonraí. Tá sé de cheart ag ábhair sonraí:
• Fios a bheith acu cén sonraí pearsanta atá ag an Ionad fúthu
• Rochtain a iarraidh ar aon sonraí atá á gcoinneáil ag rialaitheoir sonraí
• Cosc a chur ar phróiseáil a gcuid sonraí ar mhaithe le margaíocht dhíreach
• Iarraidh go ndéanfaí sonraí míchruinne a leasú
• Iarraidh go ndéanfaí sonraí a scriosadh a luaithe nach mbeidh gá leo níos mó nó nach bhfuil siad ábhartha.

Próiseálaithe Sonraí

I gcás ina gcuirfidh an scoil próiseálaí sonraí amach ar conradh lasmuigh den láthair, tá ceangal dlí uirthi conradh i scríbhinn a bheith i bhfeidhm (comhaontú seirbhíse scríofa tríú páirtí). Sonraítear i gcomhaontú tríú páirtí Ionad Tacaíochta Oideachais Laoise na coinníollacha faoina bhféadfar na sonraí a phróiseáil, na coinníollacha slándála a bhaineann le próiseáil na sonraí agus go gcaithfear na sonraí a scriosadh nó a thabhairt ar ais nuair a bheidh an conradh críochnaithe nó nuair a chuirtear deireadh leis an gconradh sin.

Sáruithe ar Shonraí Pearsanta

Ní mór gach teagmhas ina bhfuil sonraí pearsanta curtha i mbaol a thuairisciú d’Oifig an Choimisinéara um Chosaint Sonraí laistigh de 72 uair an chloig.
Nuair is dócha go mbeidh ardriosca do chearta agus do shaoirsí daoine nádúrtha mar thoradh ar shárú sonraí pearsanta, ní mór don Choiste Bainistíochta an sárú sonraí pearsanta a chur in iúl don ábhar sonraí gan mhoill mhíchuí.

Má thagann próiseálaí sonraí ar an eolas faoi shárú sonraí pearsanta, ní mór dó é seo a chur in iúl don rialaitheoir sonraí (an Coiste Bainistíochta) gan mhoill mhíchuí.

Ag Plé le hIarratas Rochtana Sonraí

Tá daoine aonair i dteideal cóip dá sonraí pearsanta a fháil ar iarratas i scríbhinn.
Tá an duine aonair i dteideal cóip dá sonraí pearsanta a fháil.
Ní mór freagra a thabhairt ar an iarratas laistigh de mhí amháin. D’fhéadfadh go mbeadh síneadh ama ag teastáil, m.sh. i rith tréimhsí saoire.
Ní fhéadfar aon táille a ghearradh ach amháin i gcúinsí eisceachtúla ina bhfuil na hiarratais mar an gcéanna nó tá sé soiléir nach bhfuil bunús leo nó go bhfuil siad iomarcach.
Ní féidir aon sonraí pearsanta a chur ar fáil a bhaineann le duine eile seachas an t-ábhar sonraí.
Ba chóir d’fhostaí atá ag plé le fiosrúcháin teileafóin a bheith cúramach faoi aon fhaisnéis phearsanta atá i seilbh an Ionaid a nochtadh ar an bhfón. Go háirithe, ba chóir don fhostaí an méid a leanas a dhéanamh:
• Iarraidh ar an nglaoiteoir a iarratas a dhéanamh i scríbhinn
• An t-iarratas a atreorú chuig an Stiúrthóir le haghaidh cúnaimh i gcásanna casta
• Gan a bheith faoi bhrú faisnéis phearsanta a nochtadh.

Socruithe Cur Chun Feidhme, Róil agus Freagrachtaí

Is é an Coiste Bainistíochta an rialaitheoir sonraí agus cuireann an Stiúrthóir an Polasaí um Chosaint Sonraí i bhfeidhm, ag cinntiú go bhfuil baill foirne a láimhseálann Sonraí Pearsanta nó a bhfuil rochtain acu orthu eolach ar a bhfreagrachtaí maidir le cosaint sonraí.
Tá an fhoireann seo a leanas freagrach as an bPolasaí um Chosaint Sonraí a chur i bhfeidhm:

Ainm                                          Freagracht

Coiste Bainistíochta:                Rialaitheoir Sonraí

Stiúrthóir:                                Cur i bhFeidhm an Pholasaí

Daingniú & Cumarsáid

Daingníodh an t-athbhreithniú agus nuashonrú polasaí seo ag an gcruinniú Coiste Bainistíochta ar an 25/05/2019. 

Ag Déanamh Monatóireachta ar Chur i bhFeidhm an Pholasaí

Déanfaidh an Stiúrthóir, an fhoireann agus an Coiste Bainistíochta monatóireacht ar chur i bhfeidhm an pholasaí. 

Rachaidh an Stiúrthóir i gcomhairle leis an bhfoireann chun comhlíonadh agus tuiscint a chinntiú maidir le ceisteanna a bhaineann leis an RGCS.

Athbhreithniú agus Meastachán an Pholasaí

Tabharfar aird san athbhreithniú agus meastachán atá ar siúl faoi láthair ar athrú eolais nó treoirlínte (m.sh. ón gCoimisinéir um Chosaint Sonraí, an Roinn Oideachais agus Scileanna nó eile), reachtaíocht agus aiseolas ó chliaint, foireann agus daoine eile. Déanfar athbhreithniú ar an bpolasaí de réir mar is gá de bharr a leithéid d'athbhreithnithe agus meastacháin agus laistigh de chreat phleanáil an Ionaid.

 

Introductory Statement

Laois Education Centre’s Data Protection Policy applies to the personal data held by the Centre, which is protected by the Data Protection Acts 1988 to 2018 and the EU General Data Protection Regulation (GDPR).

The policy applies to all Centre staff, the Management Committee, clients of the Centre, tutors, users of Centre services (including the Centre’s online bookstore) and applicants for staff positions within the Centre insofar as the measures under the policy relate to them. Data will be stored securely, so that confidential information is protected in compliance with relevant legislation. This policy sets out the manner in which personal data will be protected by the Centre.

Laois Education Centre operates a “Privacy by Design” method in relation to Data Protection. This means we plan carefully when gathering personal data so that we build in the data protection principles as integral elements of all data operations in advance. We audit the personal data we hold in order to

  1. be able to provide access to individuals to their data
  2. ensure it is held securely
  3. document our data protection procedures
  4. enhance accountability and transparency

Rationale

In addition to its legal obligations under the broad remit of educational legislation, the Centre has a legal responsibility to comply with the Data Protection Acts 1988 to 2018 and the GDPR.

This policy explains what sort of data is collected, why it is collected, for how long it will be stored and with whom it will be shared.  The Centre takes its responsibilities under data protection law very seriously and wishes to put in place safe practices to safeguard individual’s personal data. It is also recognised that recording factual information accurately and storing it safely facilitates an evaluation of the information, enabling the Director and Management Committee to make decisions in respect of the efficient running of the Centre. The efficient handling of data is also essential to ensure that there is consistency and continuity where there are changes of personnel within the Centre and Management Committee.

Scope 

The Data Protection legislation applies to the keeping and processing of Personal Data. The purpose of this policy is to assist the Centre to meet its statutory obligations, to explain those obligations to staff, and to inform staff and clients how their data will be treated.

The policy applies to all staff, the Management Committee, clients, students and others (including applicants for staff positions, coaches/tutors) insofar as the Centre handles or processes their Personal Data in the course of their dealings with the Centre.

Other Legal Obligations

Implementation of this policy takes into account the Centre’s other legal obligations and responsibilities. Some of these are directly relevant to data protection. For example:

 

The Freedom of Information Act 2014 provides a qualified right to access to information held by public bodies which does not necessarily have to be “personal data”, as with data protection legislation.

 

Under Children First Act 2015, Laois Education Centre has a responsibility to report child welfare concerns to TUSLA- Child and Family Agency (or in the event of an emergency and the unavailability of TUSLA, to An Garda Síochána).

 

Definition of Data Protection Terms

In order to properly understand the Centre’s obligations, there are some key terms, which should be understood by all relevant Centre staff:

Personal Data means any data relating to an identified or identifiable natural person i.e. a living individual who is or can be identified either from the data or from the data in conjunction with other information that is in, or is likely to come into, the possession of the Data Controller (Management Committee)

Data Controller is the Management Committee of the Centre

Data Subject - is an individual who is the subject of personal data

Data Processing - performing any operation or set of operations on data, including:

  • Obtaining, recording or keeping the data,
  • Collecting, organising, storing, altering or adapting the data
  • Retrieving, consulting or using the data
  • Disclosing the data by transmitting, disseminating or otherwise making it available
  • Aligning, combining, blocking, erasing or destroying the data

 

Data Processor - a person who processes personal information on behalf of a data controller, but does not include an employee of a data controller who processes such data in the course of their employment, for example, this might mean an employee of an organisation to which the data controller out-sources work.  The Data Protection legislation places responsibilities on such entities in relation to their processing of the data. Examples here include:

  • National support services who use the services of the Centre

Special Categories - special categories of Personal Data refers to Personal Data regarding a person’s

  • racial or ethnic origin
  • political opinions or religious or philosophical beliefs
  • physical or mental health
  • sexual life and sexual orientation
  • genetic and biometric data
  • criminal convictions or the alleged commission of an offence
  • trade union membership

These types of data are not gathered by Laois Education Centre.

Personal Data Breach – a breach of security leading to the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to personal data transmitted, stored or otherwise processed.  This means any compromise or loss of personal data, no matter how or where it occurs.

Data Protection Principles

Laois Education Centre is a data controller of personal data relating to its past, present and future staff, tutors, clients and other members of the education community it serves. As such, the Management Committee is obliged to comply with the principles of data protection set out in the Data Protection Acts 1988 to 2018 and GDPR, which can be summarised as follows:

  1. Obtain and process personal data fairly

Information on clients is gathered with the help of the staff. Information is also sometimes transferred from the support services the Centre deals with. The information is generally furnished by the individuals themselves with full and informed consent and compiled during the course of their employment or contact with the Centre. All such data is treated in accordance with the Data Protection legislation and the terms of this Data Protection Policy. The information will be obtained and processed fairly.

Laois Education Centre may collect and process various kinds of information about service users. This includes information you provide when they:

  • Create an account or use our products, content or services.
  • Complete an online form published on this Website. This may include personal data such as your name, email address, home address, position/occupation, school/employer, telephone number, gender, unique identifiers such as teaching council number, username, password and date of birth.
  • Communicate with us by email, social media, letter post or fax.
  • Contact us by telephone. While we do not record telephone calls we may make and keep a record of information provided during a telephone call.
  • Participate in a survey (online, by telephone, or face to face).
  • Submit an information request or query by email or via the Centre’s Website.

We may also collect further personal data about you should additional information be required to fulfil your request for products, content or services, deal with your query or give effect to your information request.

Information on school contact databases or participant contact forms (name, address, institution, title, e-mail address, participant role etc.) is either in the public domain or that which service users voluntarily put on their Education Centre website user account, given to us on Expense Claims Forms (expense details, bank paying-in details, and receipts); furnished in e-mails and correspondence; kept on record in relation to details of financial transactions made, for example course fee payments taken, and grants paid out to individuals or schools.

  1. Consent

Where consent is the basis for provision of personal data, the consent must be a freely-given, specific, informed and unambiguous indication of the data subject’s wishes. Laois Education Centre will require a clear, affirmative action e.g. ticking of a box/signing a document to indicate consent. Consent can be withdrawn by data subjects in these situations.

  1. Keep it only for one or more specified and explicit lawful purposes

The Centre will inform individuals of the reasons they collect their data and the uses to which their data will be put.  All information is kept with the best interest of the individual in mind at all times. 

By and large we use personal data to provide, improve and further develop our products, content and services, to communicate with you, to offer you information about products, content or services that may be of interest to you, and to protect us and our users.

As data controller, Laois Education Centre collects and processes your personal data for the following purposes:

  • To communicate with you about our products, content and services.
  • To fulfil orders placed or to effect transactions initiated by you via this Website.
  • To respond to information requests or queries submitted by you.
  • To ensure that our Website content is presented effectively for you and for the device you are using to access this Website.
  • To provide you with information about products, content or services that may be of interest to you, where you have consented to be contacted for such purposes.
  • for having an up-to-date list of schools, managing and communicating information regarding event bookings, attendance rolls, course and project participants; communicating with schools, teachers, tutors and account users; for accounting for course fees; for compliance with the Charity Regulator’s or Department of Education & Skills’ requests for information and legally-binding accounting purposes (e.g. knowing to whom Laois Education Centre has paid grants and expenses, when, and how much has been paid); e-mail addresses and contacts necessary for administering and carrying out Laois Education Centre projects and Centre business.

We use technical information to administer our Website, compile Website usage statistics, to monitor Website usage and to help us further develop this Website. We may provide such anonymised aggregate technical information to third parties. Statistics and technical information will not include any personal identifiable information that can be used to identify any individual.

If you do not want us to use your personal data in one or more of the ways mentioned above, please let us know by contacting us at This email address is being protected from spambots. You need JavaScript enabled to view it..

Please be aware that should you decide not to provide your personal data then we may be unable to provide some or all of the products, content or services you might request.

The limited amount of data that Laois Education Centre holds is only used for the following purposes: for having an up-to-date list of schools, managing and communicating information regarding event bookings, attendance rolls, course and project participants; communicating with schools, teachers, tutors and account users; for accounting for course fees; for compliance with the Charity Regulator’s or Department of Education & Skills’ requests for information and legally-binding accounting purposes (e.g. knowing to whom Laois Education Centre has paid grants and expenses, when, and how much has been paid); e-mail addresses and contacts necessary for administering and carrying out Laois Education Centre projects and Centre business.

Finally, please note that payments received by Laois Education Centre for course fees and Bookstore purchases are handled by third party banking websites.  We ask for client bank account number, sort code and IBAN as part of these processes.

Laois Education Centre does not analyse the cookie information that may be gathered on our website, nor do we sell any information on, nor do we give any information we have to third parties unless legally obliged to do so or unless the Education Centre network has a working relationship with relevant organisations for the provision of courses and projects.

For specific courses or projects operated in collaboration with relevant organisations, such as National support services, the Health & Safety Authority or Arts organisations, the collaborative partner is identifiable at the outset. Laois Education Centre protects the devices such data are stored upon, and is obligated to report to its service users any data breaches perpetrated.

  1. Process it only in ways compatible with the purposes for which it was given initially

Data relating to individuals will only be processed in a manner consistent with the purposes for which it was gathered. Information will only be disclosed on a ‘need to know’ basis, and access to it will be strictly controlled.

  1. Keep Personal Data safe and secure

Only those with a genuine reason for doing so may gain access to information gathered. Personal Data is securely stored under lock and key in the case of manual records and protected with computer software and password protection in the case of electronically stored data. Portable devices storing personal data (such as laptops) are encrypted and password-protected.

  1. Keep Personal Data accurate, complete and up-to-date

Clients and/or staff should inform the Centre of any change which the Centre should make to their personal data and/or sensitive personal data to ensure that the individual’s data is accurate, complete and up-to-date. Once informed, the Centre will make all necessary changes to the relevant records. Records must not be altered or destroyed without proper authorisation.

  1. Ensure that it is adequate, relevant and not excessive

Only the necessary amount of information required to provide an adequate service will be gathered and stored.

  1. Retain it no longer than is necessary for the specified purpose or purposes for which it was given

As a general rule, the information will be kept for the duration of the individual’s involvement with the particular course/project/activity they have signed up to.  In the case of members of staff, the school will comply with both DES guidelines and the requirements of the Revenue Commissioners with regard to the retention of records relating to employees.  The Centre may also retain the data relating to an individual for a longer length of time for the purposes of complying with relevant provisions of law and or/defending a claim under employment legislation and/or contract and/or civil law

  1. Provide a copy of their personal data to any individual on request

Individuals have a right to know and have access to a copy of personal data held about them, by whom, and the purpose for which it is held. If any Laois Education Centre service user would like further clarification on what data are kept on them personally, or, moreover, if any service user would like us to delete/dispose of any information we have on them, you can get in touch with the Centre at any time (please note, that Laois Centre will process such a request within legal parameters within 30 days).

 

Personal Data

The Personal Data records held by the Centre may include:

1.        Staff records:

  1. Categories of staff data:

As well as existing members of staff (and former members of staff), these records may also relate to applicants applying for positions within the Centre, persons on work placement, coaches/tutors etc. These staff records may include:

  • Name, address and contact details
  • PPS number
  • Name and contact details of next-of-kin in case of emergency
  • Original records of application and appointment to promotion posts
  • Details of approved absences (career breaks, parental leave, study leave, etc.)
  • Details of work record (qualifications, promotions, etc.)
  • Details of any accidents/injuries sustained on Centre property or in connection with the staff member carrying out their Centre duties
  • Records of any reports the Centre (or its employees) have made in respect of the staff member to State departments and/or other agencies under Children First Act 2015
  • Records of disciplinary issues/investigations and/or sanctions imposed
  • Psychological/psychiatric and/or medical assessments
  • Attendance records
  • Information on previous academic records (including reports, references assessments and other records from any previous organisation(s) attended by the person
  • Records of significant achievements
  • Other records e.g. records of any serious accidents etc.
  1. Purposes:

Staff records are kept for the purposes of:

  • the management and administration of Centre business (now and in the future)
  • to facilitate the payment of staff, and calculate other benefits/entitlements (including reckonable service for the purpose of calculation of pension payments, entitlements and/or redundancy payments where relevant)
  • to facilitate pension payments in the future
  • human resources management
  • recording promotions made (documentation relating to promotions applied for) and changes in responsibilities, etc.
  • to enable the Centre to comply with its obligations as an employer, including the preservation of a safe, efficient working environment (including complying with its responsibilities under the Safety, Health and Welfare at Work Act 2005)
  • to enable the Centre to comply with requirements set down by the Department of Education and Skills, the Revenue Commissioners, the National Council for Special Education, TUSLA, the HSE, and any other governmental, statutory and/or regulatory departments and/or agencies
  • for compliance with legislation relevant to the Centre

 

  1. Location and Security procedures of Laois Education Centre:
    • Manual records are kept under lock and key in a locked and password protected office and are only accessible to personnel who are authorised to use the data. Employees are required to maintain the confidentiality of any data to which they have access.
    • Digital records are stored on password-protected computers with adequate encryption software.
    • The Centre has the burglar alarm activated during out-of-school hours

2.        Client/Others’ records: 

  • Categories of data:

These may include:

  • Information which may be sought and recorded at registration for courses/projects/activities/purchases and may be collated and compiled during the course of the person’s involvement with these. These records may include:
    • Name, Address and contact details
    • PPS number
    • Date of birth
    • Gender
    • Nationality
    • Names and addresses of parents/guardians and their contact details (if under 18)
    • Any relevant special conditions (e.g. access issues, special educational needs, health issues, etc.) which may apply
  • Attendance records
  • Photographs and recorded images of clients (including at Centre events and noting achievements) are managed in line with the Centre’s policy on photography.
  • Other records e.g. records of any serious injuries/accidents, etc.
  • Purposes:

The purposes for keeping client records include:

  • to comply with legislative or administrative requirements
  • to meet the educational, social, physical and emotional requirements of the client
  • photographs and recorded images of clients are taken to celebrate/publicise Centre achievements. Such records are taken and used in accordance with the ‘Centre Photography Policy’ and ‘Centre Website Privacy Statement’.

 

  1. (Location and Security procedures as above):

3.        Management Committee Records:

  1. Categories of Management Committee data:
  • Name, address and contact details of each member of the Management Committee (including former members of the Management Committee)
  • Records in relation to appointments to the Management Committee
  • Minutes of Management Committee meetings and correspondence to the Committee which may include references to individuals
  1. Purposes:

To enable the Management Committee to operate in accordance with all applicable legislation and to maintain a record of Management Committee appointments and decisions.

  1. (Location and Security procedures as above):

4.        Other Records: e.g. Creditors

  • Categories of Management Committee data:

The Centre may hold some or all of the following information about creditors (some of whom are self-employed individuals):

  • name
  • address
  • contact details
  • PPS number
  • tax details
  • bank details and
  • amount paid
  • Purposes:

The purposes for keeping creditor records are:

This information is required for routine management and administration of the Centre’s financial affairs, including the payment of invoices, the compiling of annual financial accounts and complying with audits and investigations by the Revenue Commissioners.

  • (Location and Security procedures as above):

 

5.        Other Records: Charity Tax-back Forms

  1. Categories of Management Committee data:

The Centre may hold the following data in relation to donors who have made charitable donations to the Centre:

  • • name
  • • address
  • • telephone number
  • • PPS number
  • • tax rate
  • • signature and
  • • the gross amount of the donation.
  1. Purposes:

The purposes for keeping creditor records are:

Centre’s are entitled to avail of the scheme of tax relief for donations of money they receive. To claim the relief, the donor must complete a certificate (CHY2) and forward it to the Centre to allow it to claim the grossed up amount of tax associated with the donation. The information requested on the appropriate certificate is the donor’s name, address, PPS number, tax rate, telephone number, signature and the gross amount of the donation. This is retained by the Centre in the event of audit by the Revenue Commissioners. 

  1. (Location and Security procedures as above)

Links to other Centre Policies and to CPD delivery

Our Centre policies need to be consistent with one another, within the framework of the overall Centre Plan. Relevant policies already in place or being developed or reviewed, shall be examined with reference to the Data Protection Policy and any implications which it has for them shall be addressed.

The following policies may be among those considered:

  • Child Safeguarding Procedures
  • Anti-Bullying Procedures
  • ICT Acceptable Usage Policy
  • Critical Incident Policy

Processing in line with a Data Subject’s Rights

Data in this Centre will be processed in line with the data subject's rights. Data subjects have a right to:

  • Know what personal data the Centre is keeping on them
  • Request access to any data held about them by a data controller
  • Prevent the processing of their data for direct-marketing purposes
  • Ask to have inaccurate data amended
  • Ask to have data erased once it is no longer necessary or is irrelevant.

 

Data Processors

Where the school outsources to a data processor off-site, it is required by law to have a written contract in place (Written Third party service agreement). Laois Education Centre’s third-party agreement specifies the conditions under which the data may be processed, the security conditions attaching to the processing of the data and that the data must be deleted or returned upon completion or termination of the contract.

 

Personal Data Breaches

All incidents in which personal data has been put at risk must be reported to the Office of the Data Protection Commissioner within 72 hours.

When the personal data breach is likely to result in a high risk to the rights and freedoms of natural persons, the Management Committee must communicate the personal data breach to the data subject without undue delay.

If a data processor becomes aware of a personal data breach, it must bring this to the attention of the data controller (Management Committee) without undue delay.

Dealing with a Data Access Request

Individuals are entitled to a copy of their personal data on written request.

The individual is entitled to a copy of their personal data.

Request must be responded to within one month. An extension may be required e.g. over holiday periods.

No fee may be charged except in exceptional circumstances where the requests are repetitive or manifestly unfounded or excessive.

No personal data can be supplied relating to another individual apart from the data subject.

An employee dealing with telephone enquiries should be careful about disclosing any personal information held by the Centre over the phone. In particular, the employee should:

  • Ask that the caller put their request in writing
  • Refer the request to the Director for assistance in difficult situations
  • Not feel forced into disclosing personal information

Implementation Arrangements, Roles and Responsibilities 

The Management Committee is the data controller and the Director implements the Data Protection Policy, ensuring that staff who handle or have access to Personal Data are familiar with their data protection responsibilities.

The following personnel have responsibility for implementing the Data Protection Policy:

Name                                      Responsibility

Management Committee:      Data Controller

Director:                                  Implementation of Policy

 

Ratification & Communication

This policy review and update was ratified at the Management Committee meeting of 25/05/2019.

Monitoring the Implementation of the Policy

The implementation of the policy shall be monitored by the Director, staff and the Management Committee.

The Director shall liaise with staff to ensure compliance and understanding of issues pertaining to GDPR.

Reviewing and Evaluating the Policy

On-going review and evaluation will take cognisance of changing information or guidelines (e.g. from the Data Protection Commissioner, Department of Education and Skills or others), legislation and feedback from clients, staff and others. The policy will be revised as necessary in the light of such review and evaluation and within the framework of Centre planning.