The purpose of this document is to provide a concise policy regarding the data protection obligations of Home Youth Liaison Service.
Home Youth Liaison Service is a data controller with reference to the personal data which it manages, processes and stores.
Employees/clients of Home Youth Liaison Service should refer to the guidance provided by the Office of the Irish Data Protection Commissioner (www.dataprotection.ie) as well as seeking professional advice regarding best practice in this area.
As a data controller, Home Youth Liaison Service and its staff (hereafter referred-to collectively as Home Youth Liaison Service) must comply with the data protection rules set out in the relevant Irish legislation.
This Policy applies to all personal data collected, processed and stored by Home Youth Liaison Service in the course of its activities.
In its role as an employer, Home Youth Liaison Service may keep information relating to a staff member’s physical, physiological or mental well-being, as well as their economic, cultural or social identity.
Personal data also includes a combination of identification elements such as physical characteristics, pseudonyms, occupation, home address, etc.
To the extent that Home Youth Liaison Service’s use of personal data qualifies as ‘business to customer’ processing, including the organisation’s communications to its staff members, the organisation is mindful of its obligations under the relevant Irish legislation, namely:
The Irish Data Protection Act (1988);
The Irish Data Protection (Amendment) Act (2003); and
The EU Electronic Communications Regulations (2011).
The policy covers both personal and sensitive personal data held in relation to its data subjects by Home Youth Liaison Service. The policy applies equally to personal data held in manual and automated form. All personal and sensitive personal data will be treated with equal care by Home Youth Liaison Service. Both categories will be equally referred to as personal data in this policy, unless specifically stated otherwise.
For the avoidance of doubt, and for consistency in terminology, the following definitions apply within this Policy.
This includes both automated and manual data.
Automated data means data held on computer, or stored with the intention that it is processed on computer.
Manual data means data that is processed as part of a relevant filing system, or which is stored with the intention that it forms part of a relevant filing system.
Information that relates to a living individual, who can be identified either directly from that data, or indirectly in conjunction with other data which is likely to come into the legitimate possession of Home Youth Liaison Service.
Sensitive Personal Data
Sensitive personal data is personal data which relates to specific aspects of one’s identity or personality, and includes information relating to ethnic or racial identity, political or ideological beliefs, religious beliefs, trade union membership, mental or physical well-being, sexual orientation, or criminal record.
The legal entity responsible for the acquisition, processing and use of the personal data. In the context of this policy; Home Youth Liaison Service is the data controller.
A living individual who is the subject of the personal data, i.e. to whom the data relates either directly or indirectly.
A person or entity who processes personal data on behalf of Home Youth Liaison Service on the basis of a formal, written contract, but who is not an employee of Home Youth Liaison Service.
Data Protection Officer
Mick Hedigan was appointed by Home Youth Liaison Service to monitor compliance with the appropriate data protection legislation, to deal with Subject Access Requests, and to respond to data protection queries from staff members and the general public.
Home Youth Liaison Service as a Data Controller
In the course of its daily organisational activities, Home Youth Liaison Service acquires, processes and stores personal data in relation to living individuals. To that extent, Home Youth Liaison Service is a data controller, and has obligations under the Data Protection legislation, which are reflected in this document.
Home Youth Liaison Service is committed to ensuring that all staff members have sufficient awareness of the legislation in order to be able to anticipate and identify a data protection issue, should one arise. In such circumstances, staff members must ensure that the Data Protection Officer (DPO) is informed, in order that appropriate corrective action is taken.
Due to the nature of the services provided by Home Youth Liaison Service, there is a regular and active exchange of personal data between Home Youth Liaison Service and its data subjects. In addition, Home Youth Liaison Service exchanges personal data with data processors on the data subjects’ behalf. This is consistent with Home Youth Liaison Service’s obligations under the terms of its contracts with its data processors.
This policy provides the guidelines for this exchange of information, as well as the procedure to follow in the event that a staff member is unsure whether such data can be disclosed. In general terms, the staff member should consult with the Data Protection Officer to seek clarification.
Third-Party Processors (where applicable)
In the course of its role as data controller, Home Youth Liaison Service engages third-party service providers, or data processors, to process personal data on its behalf.
In each case, a formal, written contract is in place with the processor, outlining their obligations in relation to the personal data, the security measures that they must have in place to protect the data, the specific purpose or purposes for which they are engaged, and the understanding that they will only process the data in compliance with the Irish Data Protection legislation.
The contract will also include reference to the fact that the data controller is entitled, from time to time, to audit or inspect the data management activities of the data processor, and to ensure that they remain compliant with the legislation, and with the terms of the contract.
The Data Protection Rules
The following key rules are enshrined in Irish legislation and are fundamental to Home Youth Liaison Service’s data protection policy.
In its capacity as data controller, Home Youth Liaison Service ensures that all data shall:
Be obtained and processed fairly and lawfully
For data to be obtained fairly, the data subject will, at the time the data are being collected, be made aware of:
The identity of the data controller (Youth Work Ireland);
The purpose(s) for which the data is being collected;
The person(s) to whom the data may be disclosed by the data controller;
Any other information that is necessary so that the processing may be fair.
Home Youth Liaison Service will meet this obligation in the following way:
Where possible, the informed consent of the data subject will be sought before their data is processed;
Where it is not possible to seek consent, Home Youth Liaison Service will ensure that collection of the data is justified under one of the other lawful processing conditions – legal obligation, contractual necessity, etc.;
Where Home Youth Liaison Service intends to record activity on CCTV or video, a Fair Processing Notice will be posted in full view, prior to the recording;
Processing of the personal data will be carried out only as part of Home Youth Liaison Service’s lawful activities, and it will safeguard the rights and freedoms of the data subject;
The data subject’s data will not be disclosed to a third party other than to a party contracted to Home Youth Liaison Service and operating on its behalf, or where Home Youth Liaison Service is required to do so by law.
Be obtained only for one or more specified, legitimate purposes
Home Youth Liaison Service will obtain data for purposes which are specific, lawful and clearly stated. A data subject will have the right to question the purpose(s) for which Home Youth Liaison Service holds their data, and it will be able to clearly state that purpose or purposes.
Not be further processed in a manner incompatible with the specified purpose(s)
Any use of the data by Home Youth Liaison Service will be compatible with the purposes for which the data was acquired.
Be kept safe and secure
Home Youth Liaison Service will employ high standards of security in order to protect the personal data under its care. Home Youth Liaison Service’s Password Policy and Data Retention & Destruction Policies guarantee protection against unauthorised access to, or alteration, destruction or disclosure of any personal data held by Home Youth Liaison Service in its capacity as data controller.
Access to, and management of, staff and customer records is limited to those staff members who have appropriate authorisation and password access.
In the event of a data security breach affecting the personal data being processed on behalf of the data controller, the relevant third party processor will notify the data controller without undue delay.
Be kept accurate, complete and up-to-date where necessary
Home Youth Liaison Service will:
Ensure that administrative and IT validation processes are in place to conduct regular assessments of data accuracy;
Conduct periodic reviews and audits to ensure that relevant data is kept accurate and up-to-date. Home Youth Liaison Service conducts a review of sample data every six months to ensure accuracy;
Ensure that staff contact details and details on next-of-kin are reviewed and updated every two years, or on an ‘ad hoc’ basis where staff members inform the office of such changes;
Conduct regular assessments in order to validate the need to keep certain personal data.
Be adequate, relevant and not excessive in relation to the purpose(s) for which the data were collected and processed
Home Youth Liaison Service will ensure that the data it processes in relation to data subjects are relevant to the purposes for which those data are collected. Data which are not relevant to such processing will not be acquired or maintained.
Not be kept for longer than is necessary to satisfy the specified purpose(s)
Home Youth Liaison Service has identified an extensive matrix of data categories, with reference to the appropriate data retention period for each category. The matrix applies to data in both a manual and automated format.
Once the respective retention period has elapsed, Home Youth Liaison Service undertakes to destroy, erase or otherwise put this data beyond use.
Be managed and stored in such a manner that, in the event a data subject submits a valid Subject Access Request seeking a copy of their personal data, this data can be readily retrieved and provided to them
Home Youth Liaison Service has implemented a Subject Access Request procedure by which to manage such requests in an efficient and timely manner, within the timelines stipulated in the legislation.
Data Subject Access Requests
As part of the day-to-day operation of the organisation, Home Youth Liaison Service’s staff engages in active and regular exchanges of information with data subjects. Where a valid, formal request is submitted by a data subject in relation to the personal data held by Home Youth Liaison Service which relates to them, such a request gives rise to access rights in favour of the Data Subject.
Home Youth Liaison Service’s staff will ensure that such requests are forwarded to the Data Protection Officer in a timely manner, and they are processed as quickly and efficiently as possible, but within not more than 40 calendar days from receipt of the request.
For all queries relating to Data Protection, please contact our Data Protection Officer – Mick Hedigan, firstname.lastname@example.org
This policy was approved by the Board of Home Youth Liaison Service on September 2023, and is effective as and from that date.