22nd May 2018
This privacy notice explains how the Institute collects, uses and shares your personal data, and your rights in relation to the personal data we hold. This privacy notice concerns our processing of personal data of past, present and prospective students of the Institute.
The Institute is the data controller for all personal data that it holds and processes and is subject to the Data Protection Acts 1998 and 2003 and to the General Data Protection Regulation (GDPR) from 25 May 2018.
Types of Information Collected
The Institute may obtain, hold and process the personal data of students including personal details, family and social circumstances, education and training records, employment information, financial details, and services provided. It may obtain, hold and process the sensitive personal data and special category data of students including racial or ethnic origin, and physical or mental health related information.
The following types of personal data may be collected;
How we Collect Information
Personal data and sensitive personal data/special category data held by the Institute relating to students is obtained directly from the student or applicant, or in some cases from a third party organisation involved in the services provided by the Institute that has obtained the information in the first instance (for example CAO and SOLAS).
Personal data may be collected in a number of ways as follows;
Purpose of Collecting and Use of Information collected
The Institute holds the personal data and sensitive personal data/special category data of its students in order to implement and manage all services and processes relating to students, including student recruitment, admission, registration, teaching and learning, examination, graduation and other services such as accommodation, student support and careers. Only information required for these purposes is obtained and processed, and without it the Institute may not be able to provide its services. Information is passed between various sections of the Institute for operational reasons as is necessary and proportionate for intended purposes.
We may use information collected for the following purposes;
Basis for Processing Information
The processing of personal data is necessary for the performance of the contract under which we provide services to you or to progress expressions of interest and enquiries.
The Institute may disclose student’s personal data and sensitive personal data/special category data to external agencies to which it has obligations or a legitimate reason including the following;
This is not an exhaustive list and any other disclosures to third parties not listed here are made only where there is legitimate reason to do so and in accordance with the law.
Individuals whose personal data and sensitive personal data/special category data is held by the Institute have the following rights regarding their data:
Where the processing of personal data or sensitive personal data/special category data is based on the consent of the student, they have the right to withdraw their consent at any time by contacting the department or service who obtained that consent or the Institute’s Data Protection Officer.
If a student is unhappy with the Institute’s handling of their personal data, or believes that the requirements of the Data Protection Acts or GDPR may not be fully complied with, they should contact the Institute’s Data Protection Officer in the first instance. The Institute’s formal complaint procedure can be invoked if appropriate, and the student also have the right to submit a complaint to the Data Protection Commissioner.
We will hold your data indefinitely in support of your lifelong relationship with the Institute, or until you ask us to do otherwise. If you exercise your right to erasure, we will retain a core set of personal data which, for graduates, will include: name, programme/ module(s) studied, graduation details, date of birth and unique identification number so that we do not contact you inadvertently in future, and to maintain your education details for archive purposes.
We may also need to retain some financial records about you for statutory purposes.
We will always respect a request by you to stop contact by any or all methods of communication, or for any specific purpose.
Submission of Information to the Higher Education Authority (HEA)
We share student record and survey data that we collect from you with the Higher Education Authority (HEA) so they can perform their statutory functions under the Higher Education Authority Act, 1971.
This data may come from the following sources:
What the HEA does with your data
The HEA uses this data for fact-based statistical analysis to help understand the real needs that higher education should meet, to promote equality of opportunity in higher education and to assist the government in developing future higher education policies and strategies and to identify areas for investment. The HEA does this by linking data from the Student Records System, information from the Equal Access Survey and information from the Graduate Outcomes Survey through student ID number and/or PPSN for more accurate statistical analysis to help improve education services and policies.
The HEA use student records to produce anonymised aggregate data in annual statistical publications.
Who the HEA shares your data with:
The HEA shares records with other official bodies such as The Department of Education and Skills, CDETB and the Central Statistics Office for the following purposes:
The HEA will provide your student record to SUSI, an agent of the Department of Education and Skills. This record will include data on any previous enrolment in higher education in the Republic of Ireland. The HEA record is provided to SUSI for the purposes of verifying data supplied as part of grant applications, verifying that a student is enrolled or registered in accordance with the rules of an approved institution, assisting in the processing of applications for grants and determining an applicant’s eligibility for grant support under the education progression requirements of the Student Grant Scheme and the Student Support Act 2011.
The HEA record may also be used by the Central Statistics Office in order to carry out their statutory functions of measuring population levels and monitoring public expenditure.
HEA student microdata is provided to the Department of Education and Skills to allow for research and analysis using this data within the Department, for instance for transition rate analysis and third level demand projections.
HEA administrative graduate data is linked via PPSN to Revenue administrative employment data in the Central Statistics Office to analyse graduate outcomes in terms of sector and salary etc.
The HEA will also supply anonymised aggregate data to third parties for the purposes of equal opportunities monitoring, Freedom of Information, research and journalism in the public interest. This data does not on its own identify any individual:
Anonymised aggregate data for the above purposes is supplied by HEA to the following types of user:
Individuals cannot be identified from this anonymised aggregate data.