Privacy Statement

Privacy Statement - SV.ie

Studentvolunteer.ie (SV.IE) is a one-stop portal, connecting students with civil society organisation’s volunteering opportunities. The University of Limerick (“UL”) is responsible for the operation of the studentvolunteer.ie website.  UL along with the participating Higher Education Institutions (“HEIs”) (Technological University Dublin, University College Cork, University College Dublin and the University of Galway) are Joint Data Controllers for personal data processed about you as a result of your interactions with this website.

The purpose of this Student Volunteer Privacy Notice is to explain how your personal data is processed.  All processing is carried out in accordance with the General Data Protection Regulation (GDPR) and the Data Protection Acts 1988-2018 (“Data Protection Law”).

This Privacy Notice, together with our Cookies Policy http://www.studentvolunteer.ie/about/cookie-policy sets out the basis on which we gather and use any personal data we collect from you, or that you provide to us by using this website.

This notice extends to all your personal data as defined under Data Protection Law.

1.           Why We Hold Your Personal Data

1.1        Your personal data must be processed in order to facilitate student volunteering. Your personal data is collected from the studentvolunteer.ie website where you choose to provide it.  For example, when you register for the Site and/or apply for a volunteer role, complete your online profile, complete a survey or if you contact us by email.

2.           Personal Data Held by the Studentvolunteer.ie

2.1        Your personal data is mainly obtained directly from you when you register with the site.  We may also receive data relating to you from the organisation you volunteer with.  Personal data collected may include the following:

• Information relating to your identity (e.g. name, phone number, email address, physical address, student ID, gender)
• Username, password details
• Demographic information, postal code, and other registration information)
• HEI Name
• Student level (year of study)
• Subject discipline department, education
• Title, degree, or certification
• Affiliation with a professional organisation or educational institution
• Year of Graduation
• Opportunity
• Supervisor
• Total Approved Time (hrs)
• Total Pending Time (hrs)
• Total Rejected Time (hrs)
• Profile Created
• Last Login

3.           Lawful Basis for Processing Personal Data

3.1       Data Protection Law requires that we must have a valid lawful basis in order to process your personal data. We rely on your consent when processing your personal data to facilitate student volunteering.

4.           Why do we use your personal data

4.1        We will use your personal data for the following purposes:

• Manage user registrations and associated data;
• Provision of information in relation to volunteering opportunities;
• Notify you about or contact you in relation to changes to the Site, new members, or volunteering opportunities and to maintain user accounts; Approve, reject, or otherwise manage volunteer opportunities from civil society organisations or submissions from student registrations;
• Respond to your requests for information, queries and other communication or correspondence you may submit to us and to provide you with information that you request from us;
• Provide you with details of events organised;
• Assess, manage, and grant student certifications relating to volunteer work conducted.
• Maintain a database of all registered students and registered charities, civil society organisations and Participating Institutions;
• Facilitate Data Access Requests including consulting with the Participating Institutions or civil society organisations in relation to Data Access Requests;
• Produce local anonymized data reports on the number of students volunteering, the number of hours volunteered by students, the type of volunteer work conducted and the number and type of civil society organisations working within a Participating Institution;
• Manage the accuracy and security of student and civil society organisation’s data relevant to their region and the Participating Institutions;

5.           Protecting Your Personal Data

5.1        We will employ reasonable and appropriate administrative, technical, personnel, procedural and physical measures to safeguard your information against loss, theft and unauthorised users’ access, uses or modifications.

5.2        The following principles apply:

• Confidentiality - only people who are authorised to use the data will be authorised to      access it.
• Staff are required to maintain the confidentiality of any of your data to which they have access.
• Integrity – we will make all reasonable efforts to ensure that your personal data is maintained accurately and remains suitable for the purpose for which it is processed.
• Availability - that authorised users should be able to access the data if they need it for authorised purposes.

6.           Sharing Your Personal Data with Third Parties

6.1        Your personal data will only be shared with external third parties where we are required to do so under a statutory or legal obligation, or we are required to do so under a contractual obligation or we have your consent, or we are otherwise permitted to do so in accordance with data protection legislation.

6.2        Your personal data will not be shared with the other participating institutions and is only accessible to your institution.

6.3        The Site may, from time to time, contain links to and from the websites of our partner networks, Participating Institutions, or civil society organisations. If you follow a link to any of these Sites, please note that these Sites and any services that may be accessible through them have their own privacy statements or policies and that we do not accept any responsibility or liability for these statements, policies or for any personal data that may be collected through these websites or services, such as contact and location data. Please check these policies before you submit any personal data to these Sites or use these services.

7.           Transfer of personal data to other countries

7.1        Your personal data will not be transferred outside of the European Economic Area (EEA).  The personal data that we collect from you is hosted on a HEAnet server, based in Ireland.

8.           Retention of Data

8.1        We will reatin your personal data only for as long as it is required for the purposes of studentvolunteer.ie and for no longer than six years. Your institution will retain your personal data in line with its retention schedule. 

9. Your Rights

9.1        Your rights relating to your personal data include:

• to be informed (via this privacy notice and other communications).
• your right to request access to Personal Data held by the relevant participating institution, and to have any incorrect Personal Data rectified;
• your right (where appropriate) to the restriction of processing concerning you or to object to processing;
• your right to have Personal Data erased (where appropriate); and
• your right to data portability regarding certain automated Personal Data
• with regard to rights within the legislation relating to “automated decision-making”, the Participating Institutions do not use such processes and they do not arise.

Requests for any of the above should be addressed by email to the relevant HEI or in writing setting out your specific request to the HEI’s Data Protection Officer – see contact details below. Your request will be processed within 30 days of receipt. Please note, however, it may not be possible to facilitate all requests, for example, where the HEI is required by law to collect and process certain personal data.

Additionally, you can update your personal data on the studentvolnteer.ie portal.

10.        Queries, Contacts, Right of Complaint

10.1      Further information on Data Protection and contact details for your relevant institution can be found below.

10.2           You have a right to lodge a complaint with the Office of the Data Protection Commission (Supervisory Authority).  While we recommend that you raise any concerns or queries with us or your institution first, you may contact that Office at info@dataprotection.ie or by writing to the Data Protection Commission, 21 Fitzwilliam Square South, Dublin 2, D02 RD28

11. Review

                   This Privacy Notice will be reviewed and updated from time to time to take into account changes in the law and the experience gained from the Notice in practice.