This is a statement by Trinity College Dublin, The University of Dublin (the "University") in connection with the capture of personal data for the S2S Programme (S2S) and the steps taken by the University to respect your privacy.
The University fully respects your right to privacy and actively seeks to preserve the privacy rights of those who share information with the University. Any personal information which you volunteer to the University will be treated with the highest standards of security and confidentiality, in accordance with Irish and European Data Protection legislation. We process your personal data in accordance with the General Data Protection Regulation (EU) 2016/679 (“GDPR”) and the Data Protection Acts 1988-2018.
The privacy notice explains the following
- How we collect and use your personal data?
- The purpose and legal basis for collecting your personal data
- How we store and secure personal data?
- Details of third parties with who we share personal data
- What are your rights?
The data we collect from you will be used by the University only in accordance with the purposes outlined in this privacy notice. We will collect your data in the following manner:
Personal data will be collected through https://s2svolunteer.tcd.ie or through Microsoft Forms;
Personal data will be stored by the University;
Anonymised data may be included in annual reports and publications pertaining to the S2S programme;
If you have any queries or complaints in relation to the use of your personal data you can contact the Data Protection Officer for the University as follows:
Data Protection Officer
Secretary’s Office, Trinity College Dublin,
Dublin 2, Ireland.
dataprotection@tcd.ie
The data we collect about you will be used by the University for the purposes of S2S and certain anonymised data may be published.
The data on student volunteers that we collect and use are:
- Full Name;
- College username;
- School or Department;
- Student ID;
- Representation (e.g. mature/international/TAP/Access students)
- Responses to questions about your rationale for applying to S2S
- Hoodie size
- Preference for interview/training dates (where applicable)
- Preference for Mentor buddy (where applicable)
- Blackboard score (where applicable)
- Any awards/commendations received
- Any activity logged by you in your capacity as an S2S volunteer
- Details of your garda vetting process and vetting disclosure (where applicable)
- Statistics around Peer Support cases undertaken (where applicable)
If you choose to provide optional equality information during your application this will be in no way linked to your personal record and is housed and processed for statistical purposes only. Anonymous figures drawn from this data will be provided to TCD's Equality Officer to ensure that the S2S programme is not excluding students of any background or identity. A decision not to provide this information will have no impact on your application to the S2S programme.
The University will ensure that your data is processed fairly and lawfully in keeping with the principles of data protection. For the purposes outlined in this privacy notice your personal data will be processed on the basis of the following basis:
We will process your data in accordance with Article 6(1)(e) of the GDPR which provides that processing may be carried out where it is necessary for the performance of at task carried out in the public interest. We will process any special category personal data (such as health data) in accordance with Article 9(2)(j) of the GDPR which provides that special category personal data may be processing where it is necessary for research purposes or statistical purposes.
Any data we collect from you will be stored confidentially and securely as required by the University Information Security Policy. The University is committed to ensuring all accesses to, uses of, and processing of University data is performed in a secure manner. In keeping with the data protection principles, we will only store your data for as long as is necessary.
All digital information, will be stored on a secure cloud server, or in the Student Counselling Services’ SharePoint document storage system, and will be subject to the Student Counselling Service’s retention and deletion policy – this means that it will be securely deleted 7 years after your last S2S volunteer activity.
We do share limited information with the TCD Transition to Trinity Officer, Course Co-ordinators, S2S Committee and your mentees/Mentors/Peer Support cases, including your names and email addresses. We will only share essential information with these people, and will never do so unless it is necessary to facilitate you in your volunteer role.
The University will share your data with third parties where necessary for purposes of the processing outlined here. The University will share your data with the following third parties:
- Anonymised data that is drawn from application responses may be published in our annual reports, promotional materials and/or on our website (subject to explicit consent being given by you during your application);
- Anonymised data may be shared with partner HEIs, the Higher Education Authority and the Department of Further and Higher Education, Research, Innovation and Science;
- Your data will be stored on Microsoft SharePoint and/or on a secure Microsoft Azure server;
- Your data may be visible to the software team responsible for creation and management of the S2Svolunteer.tcd.ie system, who have signed an appropriate Controller Processor agreement with Trinity.
When we share your data with the third parties outlined here the University will ensure that the data is only processed according to our specific instructions and that the same standards of confidentiality and security are maintained.
You have the following rights over the way we process your personal data.
Right of Access
You have the right to request a copy of the personal data we are processing about you and to exercise that right easily and at reasonable intervals.
Rectification
You have the right to have inaccuracies in personal data that we hold about you rectified.
Erasure
You have the right to have your personal data deleted where we no longer have any justification for retaining it subject to exemptions. When app generated data is deleted, we reserve the right to retain a record that you signed up to the terms and conditions / privacy statement for a further 6 months.
Object
You have the right to object to processing your personal data if:
- We have processed your data based on a legitimate interest or for the exercise of the public tasks of the University if you believe the processing to be disproportionate or unfair to you.
- We have processed the personal data for scientific or historical research purposes or statistical purposes unless the processing is necessary for the performance of a task carried out for reasons of public interest.
Restriction
You have the right to restrict the processing of your personal data if:
- You are contesting the accuracy of the personal data
- The personal data was processed unlawfully
- You need to prevent the erasure of the personal data in order to comply with legal obligations
- You have objected to the processing of the personal data and wish to restrict the processing until a legal basis for continued processing has been verified.
Portability
Where it is technically feasible you have the right to have a readily accessible machine readable copy of your data transferred or moved to another data controller where we are processing your data based on your consent and if that processing is carried out by automated means.
Contact
If you wish to make a complaint or escalate an issue relating to your rights you can contact the University’s Data Protection Officer at dataprotection@tcd.ie
Finally, is you are not satisfied with the information we have provided to you in relation to the processing of your data or you can also make a complaint to the Data Protection Commissioner via the link in their website Making a Complaint to the DPC.