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 shall only hold personal data for as long as is necessary or required by law.

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.

1.             Introduction

1.1        This website (the “Site”), www.studentvolunteer.ie is operated by the University of Limerick, a company limited by guarantee registered in Ireland with company number 147116 and registered office address of Plassey House, Plassey Technological Park, Limerick together with participating higher education institutions, details of which are made available on the Site (the ‘Participating Institutions’) (together "us", "we" or "our")

1.2         This Privacy Statement, 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.

1.3         Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it. By using this Site, you signify acceptance of this Privacy Statement, our Cookies Policy and to our using and processing your personal information.  If you do not agree with or are not comfortable with any aspect of the Privacy Statement or our Cookies Policy, please leave the website now.

1.4         We reserve the right to modify this Privacy Statement and/or our Cookies Policy at any time. Any changes to this Privacy Statement and/or our Cookies Policy will be posted on the Site, so you are always aware of what information we collect, how we use it, and under what circumstances, if any, we disclose. Your continued use of any portion of the Site following notification or posting of such changes will constitute your acceptance of those changes.

1.5         We will use your personal data only for the purposes and in the manner set forth below which describes the steps we take to ensure your personal data will be processed in compliance with Irish and European Data Protection legislation, specifically the General Data Protection Regulation (EU) 2016/679 (‘GDPR’) and the Data Protection Acts 1988 - 2018. For the purposes of the Acts, the participating institutions are joint data controllers in respect of your personal data.

2.             Personal Data Collected on our Website

2.1         We collect your personal data from our website where you choose to provide it.  For example when you register for the Site and/or apply for a volunteer role, register a civil society organization (including the provision of details of any officers or employees relating to such a registered charity), when you download resources from our Site, complete your online profile, complete a survey or if you contact us by email. This may include the following:

2.2         Data is provided by completing forms on the Site or by corresponding with us or any other user of the Site or otherwise through your use of the Site. This includes information you provide when you register to use the Site.

2.2.1          Categories of personal data collected/recorded include:

• 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

In respect of a representative of civil society organisations, information relating to your identity (e.g., name, email address, username, password details) details relating to your position within a civil society organisations and other registration information.

3.             Cookies and Other Web Technologies

3.1         The University websites use cookies to remember your actions or preferences over a period, or to deliver certain website functionality. As required by law, University websites will ask for your consent for all cookies other than those that are strictly necessary for the operation of the websites. Please see Cookie Policy | StudentVolunteer.ie for further information

 4.          Using your Information

4.1       Information provided will be used to:

• Enable personal identification within the Site, for the provision of information in relation to volunteering opportunities,
• Register you or your organisation as a member on the Site or for volunteering opportunities, including to facilitate your access to and use of the Site and/or volunteering opportunities;
• Manage user registrations and associated data;
• Provide you with general information on the website and to notify you of or contact you in relation to new volunteering opportunities and provide you with information in connection with those opportunities;
• 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;
• Ensure that content on the Site is presented in the most effective manner for you and for your device;
• Notify you about or contact you in relation to changes to the Site, new members, or volunteering opportunities and to maintain user accounts;
• Manage the accuracy and security of student and civil society organisations data relevant to their region and the Participating Institutions;
• Amend opportunities posted if necessary and to set a start and end date for such opportunities where appropriate;
• Provide advice and guidance to staff within the 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;
• Provide you with details of events organised;
• Maintain a database of all registered students and registered charities, civil society organisations and Participating Institutions; and
• Assess, manage, and grant student certifications relating to volunteer work conducted.

We may also use your information for:

• Data analysis, audits,
• Fraud monitoring and prevention,
• Enhancing, improving, or modifying our services,
• Identifying usage trends,
• Determining the effectiveness of promotional campaigns and operating and expanding activities.

We may use your information as we deem necessary or appropriate to enforce our terms and conditions and to allow us to pursue available remedies or limit damages that we may sustain.

In addition, we may make use of the information we have collected from you to enable us to comply with our advertisers' wishes by displaying their advertisement to that target audience.

4.2         Information provided will be used to:

• To administer our Site and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes;
• To improve our Site to ensure that content is presented in the most effective manner for you and for your computer;
• To allow you to participate in interactive features of our service, when you choose to do so; and
• To make suggestions and recommendations to you and other users of our Site about volunteering opportunities or services that may interest you or them.

4.3         Information we receive from other sources.

We may combine this information with information you give to us and information we collect about you. We may use this information and the combined information for the purposes set out above (depending on the types of information we receive).

5.             Disclosure of your Information

5.1         We may disclose your personal data to third parties (including third parties who are not contractors) if:

• We are under a duty to disclose or share your personal data to comply with any legal obligation or court order,
• To enforce, establish, exercise, or defend legal rights, the rights, property, or safety of you, us, our contractors, or employees;
• To provide you with information in relation to events or volunteering opportunities; or
  In order to enforce or apply the terms of use and other agreements or to investigate potential breaches;

5.2         We may also provide non-personal data to third parties, where such information is combined with similar information of other users of our Sites. For example, we might inform third parties regarding the number of unique users who visit our Sites, the demographic breakdown of our community users of our Sites, or the activities that visitors to our Sites engage in while on our Sites. The third parties to whom we may provide this non-personal data may include our Site design, development, hosting contractors, cloud, and other service providers.

6.             Storing your Personal Data

6.1         The personal data that we collect from you is hosted on the HEAnet server, based in Ireland. Anonymized data may be processed by staff operating outside of your HEI, but who work for our HEI or for one or our Contractors who act on our behalf. Your local coordinator will be engaged in, among other things, the processing of your request for information, the provision of services to you and the provision of support services. By submitting your personal data, you agree to this transfer, storing or processing. We will take all steps necessary to ensure that your personal data is treated securely and in accordance with this Privacy Statement and the Acts.

7.             Safeguarding your Information

7.1         The security and confidentiality of your personal data is extremely important to us. As no data and information transmission over the Internet can be guaranteed as 100% secure, we cannot ensure or warrant the security of any information that you transmit to us, and you transfer personal data at your own risk. We endeavour to use and keep under review appropriate technical and organisational measures (including staff training and awareness) to protect against unauthorised or unlawful processing of your personal data, including unauthorised destruction, alteration or disclosure or access. We shall only hold personal data for as long as is necessary or as required by law.

7.2         Certain features and functionality include interactive functions allowing you to submit information. Information you submit in using these features will be accessible by us. Ensure when using these features that you do not submit any personal data and data that you do not want to be seen, collected, or used by us or the persons to whom we disclose data in accordance with Section 5. By providing us with your personal data in this way, you consent to our processing of your personal data and any sensitive personal data for the purposes set in this Privacy Statement.

8.             Third Party Sites

8.1         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 a