This document is provided to you in line with our obligations under the General Data Protection Regulation (GDPR), which came into force on 25th May 2018. The GDPR, together with applicable Irish legislation, will amend existing data protection law in Europe and Ireland placing enhanced obligations on organisations when using your information.
This notice is intended to explain how we collect and process your data and outline your rights in relation to your personal data which is held by us.
Personal data relates to any living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of personal data is governed by the General Data Protection Regulation (the “GDPR”).
The personal data that we collect about you includes;
• Contact information;
• Details about your financial circumstances;
• Your marital status and personal information relating to your children;
• Other information which you have consented to us using.
POS Children’s Education Fund is made up of a board of Directors. The Directors provide a voluntary service for the benefit of children in the Church of Ireland diocese of Dublin and Glendalough. Once you submit any of your details to us, we become the Data Controller of that information (contact details below). This means we determine the purposes and means of processing your personal data.
POS Children’s Education Fund complies with its obligations under the “GDPR” by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.
We use your personal data for the following purposes: –
• To enable us to fulfill our objectives of providing financial assistance for children within the Dioceses of Dublin & Glendalough , where one or both parents have died, for living and education expenses as specified in our constitution;
• To administer orphan roll records;
• To administer Meath Trust Grants to families in need;
• To promote the interests of the charity and maintain data relating to individuals who financially support the charity in the form of annual donations/legacies;
• To manage our employees and directors;
• To maintain our own accounts and records ;
• To inform you of developments at POS Children’s Education Fund;
• We only use and share your data where you have provided us with clear and explicit consent to do so. You are entitled to remove your consent at any time. We only process your data in a specified way, for example, to allow us to process your grant application.
• We will use and share your data when it is necessary to fulfil our legal obligations under employment, social security or social protection law, contractual necessity and when in the public interest.
• We will use and share your data where processing is carried out using legitimate interest as the legal basis. The legal basis for a not-for-profit body with a political, philosophical, religious or trade union aim provides;
o the processing relates only to members or former members (or those who have regular contact with it in connection with those purposes); and
o there is no disclosure to a third party without explicit consent
Your personal data will be treated as strictly confidential and will only be shared with other board members of the POS Children’s Education Fund for purposes connected with the charity. We will only share your data with third parties outside of the charity with your consent or to fulfil a legal obligation.
We keep data in accordance with legislation and regulatory rules which we must follow. Currently, we retain board membership data while it is still current; grant applications and associated paperwork for all children on the rolls of the POS Children’s Education Fund, indefinitely after they come off rolls and Roll registers permanently; data relating to Meath Trust Grant recipients, associated paperwork for Individual Private Donations for up to 7 years after the calendar year to which they relate. Employee records are retained for 7 years following retirement or resignation. After such time has passed, the data will be destroyed.
Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data: –
• The right to request a copy of your personal data which the POS Children’s Education Fund holds about you;
• The right to request that the POS Children’s Education Fund corrects any personal data if it is found to be inaccurate or out of date, or if we have incomplete information you may request that we update the information such that it is complete;
• The right to request your personal data is erased where it is no longer necessary for POS Children’s Education Fund to retain such data;
• The right to withdraw your consent to the processing at any time;
• The right to request that we no longer process your personal data for particular purposes, or to object to our processing of your personal data for particular purposes;
• The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing
• The right to object to the processing of personal data, (where applicable)
[Only applies where processing is based on legitimate interests (or the performance of a task in the public interest/exercise of official authority); direct marketing and processing for the purposes of scientific/historical research and statistics]
• The right to lodge a complaint with the Data Protection Commissioner
If you are unhappy with how we process personal data, we ask you to contact us to rectify the situation.
If we wish to use your personal data for a new purpose, not covered by this Data Privacy Notice, then we will provide you with a new notice. The new notice will explain the new use of your personal data prior to commencing the processing. It will set out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.
To exercise all relevant rights, queries of complaints please in the first instance contact the Administrator at 087 9789598, 74 Upper Leeson Street, Dublin 4. Email firstname.lastname@example.org
You can contact the Data Protection Commissioner (Ireland) on +353 (0761) 104 800; via email email@example.com or by writing to: The Data Protection Commissioner, Canal House, Station Road, Portarlington, Co. Laois, R32 AP23