INTRODUCTION
At National Youth Council of Ireland (NYCI), privacy is a priority. The purpose of this document is to set out how National Youth Council of Ireland, (“us,” “our,” or “we”) collect, use, store, or otherwise process personal information about volunteers, members and other individuals (collectively “you”) who access or use our website, including https://www.youth.ie/, https://www.learning.youth.ie/ https://www.members.youth.ie/ and that link to this Privacy Policy. By using our Services, you understand that we will collect and use your personal information as described in this Privacy Policy.
This Privacy Policy explains why and how we will use the personal information that we have obtained from you or others, with whom we share it and the rights you have in connection with the information we use. Please read the following carefully. National Youth Council of Ireland will process your data in accordance with the General Data Protection Regulation (GDPR) and the Data Protection Act 2018. National Youth Council of Ireland is the data controller.
PERSONAL INFORMATION WE COLLECT ABOUT YOU
We receive personal information about you that you give to us, which we collect from your visits to our website, social media pages and that we obtain from other sources. We only collect personal information which we need and that is relevant for the purposes for which we intend to use it.
NATIONAL YOUTH COUNCIL OF IRELAND SERVICES
| Purpose | Category of Data Subjects | Typical Data Categories | Legal Basis | Special Category Legal Basis |
| Essential Service Messages relating to NYCI’s Membership | Members | Name, Email Address | Performance of a Contract | N/A |
| Membership Application Form | Volunteers, Public, Members | Name, Email Address, Telephone Number, Address, Position Held, Signature | Performance of a Contract | N/A |
| Contacting NYCI’s Child Protection Programme Manager via online form | Volunteers, Members, Public | Name, Organisation, Role, Email Address, Query Details | Consent | Explicit Consent |
| Contacting NYCI Support | Volunteers, Members, Public | Name, Email Address | Consent | N/A |
| NYCI Job Application | Prospective Employees | Name, Email Address, Postal Address, Phone Number, Education, Work Experience, Health Details, References | Performance of a Contract | Processing is necessary for the purposes of Employment Law |
| E-Learning Courses | Members | Name, Email Address, Organisation | Performance of a Contract | N/A |
| Marketing Emails and Subscriptions | Public Employees, Volunteers | Name, Email Address, Phone Number | Consent | N/A |
| NYCI Annual Conference Photography and Video Recordings | Attendees | Name, Photographic Images and Video Recordings | Consent | Explicit Consent |
| Policy and Advocacy Group | Members, Volunteers, Parents/Guardians | Name, Address, Contact Number, Dietary Requirements, Medical Information | Consent | Explicit Consent Processing is necessary for the purposes of Social Protection Law |
| Event of a Serious Risk to Life or Health | Public, Employees, Volunteers | Name, Next of Kin details, Health Information | Vital Interest | Vital Interest |
DATABASE ADMINISTRATION AND SECURITY
| Purpose | Categories of Data Subjects | Typical Data Categories | Legal Basis | Special Category Legal basis |
| Ensure security of our online infrastructure and systems | Website visitors | Name, E-mail Address | Legitimate Interest | N/A |
| Safeguarding systems and to improve our services | Website visitors | Website visitors | Legitimate Interest | N/A |
| Detect, prevent and address technical issues | Website visitors | Name, Email Address | Legitimate Interest | N/A |
VISITING OUR PREMISES OR CONTACTING US
| Purpose | Categories of Data Subjects | Typical Data Categories | Legal Basis | Special Category Legal basis |
| Managing security and your safety when you visit our site | Visitors, Employees | Name, Time and Date of Visit, Details of Accident and/or Security Incidents, CCTV Images | Compliance with a Legal Obligation | Substantial Public Interest |
| Reporting accidents and/or security incidents to relevant law enforcement authority | Visitors, Employees | Name, Details of Security Incidents | Compliance with a Legal Obligation | Substantial Public Interest |
FINANCE
| Purpose | Categories of Data Subjects | Typical Data Categories | Legal Basis | Special Category Legal basis |
| Processing payments from volunteers/members and keeping a record for accounting | Volunteers, Members | Name, Job Title, Email Address, Card Details | Performance of a Contract Compliance with a Legal Obligation | N/A |
| Processing payments to suppliers | Supplier, Customer | Name, Email Address, Job Title, Contact Details, Card Details | Performance of a Contract Compliance with a Legal Obligation | N/At |
| NYCI Shop | Customer | Name, Postal Address, Phone Number, Email Address, Card Details | Performance of a Contract | N/At |
| Processing Donations | Members, Volunteer | Name, Email Address, Postal Address, Card Details | Performance of a Contract Compliance with a Legal Obligation | N/At |
Where we wish to use your personal information in any other way, we will ensure that we notify you first. You will also be given the opportunity to withhold or withdraw your consent for the use of your personal information for purposes other than those listed in this document where consent is the intended legal basis for processing that information. If you are under the age of 18, please ensure you have your parent/guardians permission before providing us with your personal data.
WHO WE SHARE YOUR PERSONAL DATA WITH
We only disclose your personal information outside NYCI in limited circumstances. If we do, and where relevant, we will put in place a contract that requires recipients to protect your personal information, unless we are legally required to share that information. Any contractors or recipients that work for or with us will be obliged to follow our instructions. We do not sell your personal information to third parties. Where necessary and only upon request NYCI will pass your information onto government departments, who are the data controllers of the programmes we administer on their behalf, such as the Department of Children, Equality, Disability, Integration and Youth, the Department of Social Protection, the Department of Health/HSE and the Probation Service. When we use third-party service providers, we only disclose to them personal information that is necessary for them to provide their services and only where we have a contract in place that requires them to keep your information secure and not to use it other than in accordance with our specific instructions as a Data Controller. NYCI will not share personal data with any other entity or organisation without prior consent from the data subject or another appropriate legal basis. Where necessary, we may request your permission to share personal data with another related organisation.
TRANSFERS OF YOUR PERSONAL INFORMATION OUTSIDE OF EUROPE
Typically, we do not transfer your personal information outside of Europe. However, we may rely on adequacy decisions by the European Commission for data transfers to countries outside the European Economic Area (EEA), such as to the UK. If at any time we transfer your personal information to, or store it in, countries located outside of the EEA (for example, if our hosting services provider changes) that are not subject to an adequacy decision, we will amend this statement and notify you of the changes. We will also ensure that appropriate safeguards are in place for that transfer and storage, as required by applicable law. This is because some countries outside of the EEA do not have adequate data protection laws equivalent to those in the EEA. We ensure that appropriate safeguards are in place when transferring and storing your data outside of the region as required by applicable law. This includes adopting EU 2021 Standard Contractual Clauses (SCCs) where applicable. SCCs are model contracts which provide adequate levels of protection in the event your data was to leave the EEA. By submitting or agreeing to the submission of personal data on your behalf, you agree to this transfer, storing or processing. We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy policy.
SECURITY AND LINKS TO OTHER WEBSITES
We take the security of your personal information seriously and use a variety of measures based on good industry practice to keep it secure. Nonetheless, transmissions over the internet and to our website, and our social media pages may not be completely secure, so please exercise caution. When accessing links to other websites, their privacy policies, not ours, will apply to your personal information. Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access. We employ security measures to protect the personal information you provide to us, to prevent access by unauthorised persons and unlawful processing, accidental loss, destruction and damage.
THE PERIODS FOR WHICH WE RETAIN YOUR PERSONAL INFORMATION
We will retain personal information we collect from you where we have a justifiable business need to do so or for as long as we determine it is needed to fulfil the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law (such as tax, legal, accounting or other purposes). We may delete or de-identify your information sooner if we receive a verifiable erasure request, subject to exemptions under applicable law. We will not hold your personal information in an identifiable format for any longer than is necessary for the purposes for which we collected it. For certain purposes we retain your personal information indefinitely (e.g., to supress marketing messages).
DATA PROCESSING WITH YOUR CONSENT
Where we use consent as our legal basis for processing your data, or process special categories of your data on the basis of your explicit consent, you have the right to withdraw your consent at any time. For further information on when we rely upon consent, please see Section 2 “Personal Information We Collect About You”. There are two ways that you can easily withdraw your consent, you can:
- Press the ‘Unsubscribe’ option contained within our email communications to you; and
- Contact our Data Protection Officer directly by post, email and telephone and using the contact details on section 11 of this statement.
We will maintain a record of your withdrawal of consent to comply with our legal obligations.
COOKIES
We use cookies to provide you with a tailored experience on our website and to gather statistics on how our online services are used so that we can improve our services. Some of our cookies may also collect personal data. Please visit our cookie page for more information about how we use cookies on our websites and services. We always seek your consent to use cookies.