in sync – Data Protection Compliance and Privacy Statement
In sync is committed to safeguarding your privacy online and maintaining any information new retain is in compliance with GDPR and good data protection practices. This statement explains how we collect, use and disclose information. This statement may change from time to time, so please check this page periodically.
It’s important that you feel completely comfortable and confident that your personal information is in safe hands. In sync takes protecting your privacy extremely seriously and takes all reasonable steps to ensure your information is secure.
The use of your personal information, why we collect it and what we retain will vary depending on how you engage with In sync, what consent you have given us and what service, project or club you have engaged with. We have endeavoured to indicate this throughout the statement.
What Information we Collect and Why
We may collect a variety of personally identifiable or sensitive information from you for various reasons. For example, we may collect:
- Any personal details you may choose to give us, such as your name, age, email, phone number and address. We save this so we can keep in touch with you.
- Your financial details, for the purposes of setting you up as an employee on our payroll system and setting you up for tax purposes. If you have paid a fee or charge of some description or have made a kind donation to us. We need these details to process your salary, payment, tax deductions or donation.
- Your education and employment background, in order to process your application if you have applied to work or volunteer with KYS or compete for a contracted piece of work.
- Any equal opportunity data, physical or mental health information or medication information/instructions that you may have given us if you become a member of staff, apply to become a volunteer, engage in a project/club of service as a young person or complete a consent form with In sync. This is so we can fully and fairly administer this information, and in the case of medical information or medications ensure we fulfil our duty of care in relation to young people we work with.
We may use the personal details you provide us to communicate with you about the impact you make and to give you our news. We may also let you know about other ways you could get involved with In sync, whether that’s through volunteering, campaigning, events, fundraising initiatives or educational/training activities. When you give us your details it will always be made clear what we are going to do with it.
Where we Collect Information from
The information we collect will be gathered from a wide variety of sources. Examples may include:
- From you directly, for example, Employment Application Forms, CVs, Consent Forms, Confidentiality Forms, Training/Programme Applications & Evaluation Forms, Payroll and Time Management System Information Requests, Invoices, Assessment Forms, Counselling and Therapeutic Clients Files, Next of Kin/In Case of Emergency details etc.
- From external sources, for example, when you interact with us on social media.
- From other organisations, when you give permission (e.g. referees) or where your personal data is available publicly.
- From our website, when you visit. For example, we can use software such as Google Analytics to identify which pages on our website are visited most. This information is collected automatically.
How Long We Keep Your Information For
We keep personal information for different lengths of time dependent on the purpose. For any piece of information we retain we only retain it for as long as it is required or that we are required to retain it under law or a stipulation by a funding agency.
We want to ensure you that the personal information we collect from you is used to appropriately to support our work and considers any future dealings that you would like to have with us.
Within our Data Protection Policy and Procedures it clearly identifies the types of information we gather and retain and how long that information is to be retained for, before it is securely disposed of. This policy is available on request.
Who We Share Your Personal Information With
Your information will be kept confidential to In sync, we never provide or sell your personal details with third parties for the purpose of marketing. The information we gather and retain is shared strictly on a need to know basis within the organisation
Sometimes we may need to share your information with external organisations e.g. the submission of a child protection notification to TUSLA, to cooperate with a Garda investigation. other agencies, in accordance with legal requirements, i.e. Dept. of Social Welfare, Department of Health & Children, the Courts etc., or in an emergency situation to prevent injury to other persons. We may transfer your information to organisations in other countries which is necessary to provide you with health and social care services, on the basis that anyone to whom we pass it protects it in the same way we would and in accordance with applicable laws.
In such instances we will always adhere to recognised compliance procedures and endeavour to ensure where possible that the person whose information we are sharing is aware of what we are doing.
How Secure Is Your Information
The security of your information is of utmost importance to us. We seek to use reasonable measures to protect your information as required by law. Sensitive data (known under GDPR as Special Categories of Data) is held under strictly secure conditions.
To ensure our technological compliance in this regard we undertook an external review of our IT systems from a GDPR perspective. Where improvements could be made, a series of recommendations were agreed and duly implemented.
If you have any reason to believe that any personal information we hold is no longer secure, please contact us immediately. How we store and secure your information is outlined in detail in our Data Protection Policy and Procedures which is available on request.
Your Right to Your Information
You have the right to know what personal information we have about you
You have the right to make changes to how you hear from us
You have the right to ask us to stop processing or to remove personal information (unless we are required to retain it under funder or legislative requirements).
You also have the right to ask for a copy of the information we have.
Further information on the law that says how your personal information can be used can be found here: The General Data Protection Regulation (GDPR)
You can also contact the Data Protection Commissioner’s Office to find out more about types of personal information, its usage and your rights, or to report a concern.