Privacy Policy

1. Who We Are

Oide’s Privacy Statement refers to our commitment to our compliance to data protection legislation including the Irish Data Protection Acts and the EU General Data Protection Regulation.

Throughout this document “we”, “us”, “our” and “ours” refers to Oide.

2. How to contact us

There are many ways you can contact us, including by phone, email, and post. More details can be located here https://www.oide.ie/contact

Contact info@oide.ie

3. What happens if we make changes to this notice

Where changes to this Privacy Statement occur, the updated version will be published on our website and where appropriate/possible communicated directly to individuals through a communication channel such as email and/or our social media.

Current version Reference is PSW-V1.00 02.03.2023.

4. Who do we collect data about

We collect and process your personal data in the course of our Oide services. This personal data includes any offline physical data or online data that makes a person identifiable.

We process data for the following groups of individuals:
• Secondee applications
• Visitors to the website
• This list will expand to include teacher details when registering for CPD events etc., as the website is developed for additional functions.

We are the controller for the personal information we process, unless otherwise stated.

5. What are the legal bases we process your data

We collect your data based on the following legal basis:

Consent
Where you have explicitly agreed to us processing your information for a specific reason such as
• Application for post
• Photograph for verification
• Photograph or videos for publication at events

Compliance
The processing is necessary for compliance with a legal obligation Oide has, such as providing information to the Department of Education in line with Circular Letter 0029/2018 Secondment Scheme for Registered Teachers in Recognised Primary and Post Primary Schools Circular Letter 0029/2018.

Legitimate interest
Processing is necessary for the purposes of a legitimate interest pursued by us to safeguard the safety and security of our employees, secondees, property, buildings, information located or stored on the premises, and assets and Interview Panel consultants. To prevent fraud, to inform recruitment decisions taken about appointments and new hires.

Public Interest
We process the data as necessary for the exercise of official authority vested in Oide in the public interest to support the professional learning of school leaders and teachers in Ireland through the development of high quality, innovative and responsive professional learning that enables them to meet the educational needs of all learners in a changing world.

6. What happens if you do not provide us with the data if legal basis is contract or compliance

Where lawful basis is a statutory or contractual requirement, if an individual is obliged to provide the personal data, failure to provide this information may result in us being unable to consider your application.

7. What information we collect about you

You directly provide us with most of the data we collect. We collect data and process data when you:
• Register online for a secondment application
• Use or view our website via your browser’s cookies

Secondee Applications
As part of our services, we need to obtain and process personal data as required where necessary to provide our services such as:

Name, address, contact details, phone, email, type of driver’s licence, employment history, professional experience, qualifications and knowledge, name of school and roll number, interview progression, letter of outcome of interview, verbal assessment of their competency in previous roles, reference checks, IP addresses, Zoom access records if virtual interviews.

Visitors to the website
Information you provide us with, also see cookies policy at oide.ie.

8. When do we collect sensitive personal data

Sensitive data is known as special categories of data in Data Protection law. Special categories of data are defined by GDPR as processing of personal data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, and the processing of genetic data, biometric data for the purpose of uniquely identifying a natural person, data concerning health or data concerning a natural person’s sex life or sexual orientation. We will process special categories of personal data in the following circumstances:

In limited circumstances, with your explicit written consent.
Where we need to carry out our legal obligations and in line with our data protection policy.
Where it is needed in the public interest, and in line with our data protection policy.
Less commonly, we may process this type of information where it is needed in relation to legal claims or where it is needed to protect your interests (or someone else’s interests) and you are not capable of giving your consent, or where you have already made the information public.

Less commonly, we may process this type of information where it is needed in relation to legal claims or where it is needed to protect your interests (or someone else’s interests) and you are not capable of giving your consent, or where you have already made the information public.

9. When do we receive your data from a third party

Where is it necessary for the service provided, we may receive your data indirectly from the following sources:
• For references from your School Principal the employer
• For approval for the Department of Education
• From the interview panel

10. Protecting your data

We collect this data in a transparent way and only with the full knowledge of interested parties. Once this information is available to us, the following rules apply.

Our data will be:
• Accurate and kept up-to-date
• Collected fairly and for lawful purposes only
• Processed by us on the basis of either a valid contract, consent, legal compliance or legitimate interest
• Protected against any unauthorised access or illegal processing by internal or external parties.

Our data will not be:
• Communicated to any unauthorised internal or external parties
• Stored for longer than required for the purpose obtained
• Transferred to organisations, states or countries outside the European Economic Area without adequate safeguards being put in place as required under Data Protection Law.

Our commitment to protect your data:
• Restrict and monitor access to sensitive data
• Develop transparent data collection procedures
• Train employees in data protection and security measures
• Build secure networks to protect online data from cyberattacks
• Establish clear procedures for reporting privacy breaches or data misuse
• Establish data protection practices (document shredding, secure locks, data encryption, frequent backups, access authorisation etc.).

You agree that any data you provide to us will be true, complete and accurate in all respects and you agree to notify us immediately of any changes to it. We will only collect personal information from or about you which is necessary for the following purposes:

11. What is the purpose(s) for processing your data

General
• To provide this website to you and respond to your queries
• To comply with all relevant law
• To manage your safety and security while you are on our premises
• To facilitate the prevention, detection and investigation of crime and the apprehension or prosecution of offenders
• To investigate, exercise or defend legal claims or other claims of a similar nature

Candidates for Jobs
• To select suitable secondees for positions with us

12. What you need to do when you provide us with other individuals’ information data

If you are providing personal information on behalf of a third party, you must ensure that the third party receives a copy of this Privacy Notice before their personal information is shared with us (e.g., next of kin).

You do not need to provide this Privacy Statement in the following situations:

• the individual already has the information
• obtaining or disclosure such information is expressly laid down in the law to which we must comply and which provides appropriate measures to protect the individual’s legitimate interests
• where the personal data must remain confidential subject to an obligation of professional secrecy regulated by law.

14. How long will we hold your information

15. How to exercise your information rights (including the right to object)

Erasure

When have I the right to all my personal data being deleted by Oide?
You have the right to have your personal data deleted without undue delay if:
• The personal data is no longer necessary in relation to the purpose(s) for which it was collected/processed
• You are withdrawing consent and where there is no other legal ground for the processing
• You object to the processing and there are no overriding legitimate grounds for the processing
• The personal data has been unlawfully processed
• The personal data must be erased so that we are in compliance with legal obligation
• The personal data has been collected in relation to the offer of information society services with a child.

What happens if Oide has made my personal data public?
If we have made your personal data public, we, taking account of available technology and the cost of implementation, will take reasonable steps, including technical measures, to inform those who are processing your personal data that you have requested the erasure.

What happens if Oide has disclosed my personal data to third parties?
Where we have disclosed your personal data in question to third parties, we will inform them of your request for erasure where possible. We will also confirm to you details of relevant third parties to whom the data has been disclosed where appropriate.

Data portability

When can I receive my personal data in machine readable format from Oide?
You will receive your personal data concerning you in a structured, commonly used and machine-readable format which you provided to use, if:
• processing is based on consent or contract and
• processing is carried out by automated means.

Would Oide transfer the personal data to another service provider if I requested this?
We can transfer this data to another company selected by you on your written instruction where it is technically feasible taking account of the available technology and the feasible cost of transfer proportionate to the service we provide to you.

Under what circumstances can Oide refuse?
You will not be able to obtain, or have transferred in machine-readable format, your personal data if we are processing this data in the public interest or in the exercise of official authority vested in us.

Will Oide provide me with my personal data if the file contains the personal data of others?
We will only provide you with your personal data, ensuring we protect the rights and freedoms of others. Where personal data of another person may be on the same files as yours, we will redact the full details of the other person.
Contact us at info@oide.ie

Automated individual decision making

What are my rights in respect of automated decision making?
Oide does not have any automated decision-making processes. Where any such processes are introduced, we will provide you with the relevant information required under the “General Data Protection Regulation”.

Object

Have I already been informed about my right to object?
We have informed you of your right to object prior to us collecting any of your personal data as stated in our privacy statement.

When can I object to Oide processing my personal data?
You can object on grounds relating to your situation.

Oide will stop processing your personal data unless:
• we can demonstrate compelling legitimate grounds for the processing, which override your interests, rights and freedoms
• the processing is for the establishment, exercise or defence of legal claims.

What are my rights to object for direct marketing purposes?
Where your personal data is processed for direct marketing purposes, you have the right to object at any time to processing of personal data concerning you for such marketing, which includes profiling to the extent that it is related to such direct marketing.

Where you object to processing for direct marketing purposes, we will no longer process this data for such purposes.

What are my rights to object in the use of information society services?
In the context of the use of information society services, you may exercise your right to object by automated means using technical specifications.
Contact us at info@oide.ie

Restrict processing

When can I restrict processing?
You may have processing of your personal data restricted:
• While we are verifying the accuracy of your personal data which you have contested
• If you choose restricted processing over erasure where processing is unlawful
• If we no longer need the personal data for its original purpose but are required to hold the personal data for defence of legal claims
• Where you have objected to the processing (where it was necessary for the performance of a public interest task or purpose of legitimate interests), and we are considering whether our legitimate grounds override.

How will I know if the restriction is lifted by Oide and/or relevant third parties?
We will inform on an individual basis when a restriction on processing has been lifted.
Contact us at info@oide.ie

Rectification

What can I do if Oide is holding incorrect personal data about me?
Where you suspect that data we hold about you is inaccurate, we will on demand rectify any inaccuracies without undue delay and provide confirmation of same.

What if Oide has provided my personal data to third parties?
Where we have disclosed your personal data in question to third parties, we will inform them about the restriction on the processing, unless it is impossible or involves disproportionate effort to do so.

What happens if Oide has disclosed my personal to third parties?
Where we have disclosed inaccurate personal data to third parties, we will inform them and request confirmation that rectification has occurred. We will also provide you with details of the third parties to whom your personal data has been disclosed.
Contact us at info@oide.ie

Withdraw consent

Under what circumstances could I withdraw consent?
You can withdraw consent if we are processing your personal data based on your consent.

When can I withdraw consent?
You can withdraw consent at any time.

If I withdraw consent what happens to my current data?
Any processing based on your consent will cease upon the withdrawal of that consent. Your withdrawal will not affect any processing of personal data prior to your withdrawal of consent, or any processing which is not based on your consent.
Contact us at info@oide.ie

Lodge a complaint

Can I lodge a complaint with the Data Protection Commission?
You can lodge a complaint with the Data Protection Commission in respect of any processing by or on behalf of Oide of personal data relating to you.

How do I lodge a complaint?
Making a complaint is simple and free. All you need to do is write to the Data Protection Commission giving details about the matter. You should clearly identify the organisation or individual you are complaining about. You should also outline the steps you have taken to have your concerns dealt with by the organisation, and what sort of response you received from them. Please also provide copies of any letters between you and the organisation, as well as supporting evidence/material.

What happens after I make the complaint?
The Data Protection Commission will then take the matter up with Oide on your behalf.

Access your data

When do I have the right to access my personal data from [name the organisation]?
Where Oide process any personal data relating to you, you have the right to obtain confirmation of same from us, and to have access to your data.

What information will Oide provide to me?
If we are processing your personal data, you are entitled to access a copy of all such personal data processed by us subject to a verification process to ensure we are communicating with the correct person. We will provide any of the following information:
• why we are processing your personal data
• the types of personal data concerned
• the third parties or categories of third parties to whom the personal data have been or will be disclosed. We will information you if any of the third parties are outside the European Economic Area (EEA)or international organisations
• how your personal data is safeguarded where we provide your personal data outside the European Economic Area or to an international organisation
• the length of time we will hold your data or if not possible, the criteria used to determine that period
• your rights to:
o request any changes to inaccurate personal data held by us
o have your personal data deleted on all our systems
o restriction of processing of personal data concerning you
o to object to such processing
o data portability
• your right to lodge a complaint with the Data Protection Commission info@dataprotection.ie
• where we have collected your personal data from a third party, we will provide you with the information as to our source of your personal data
• any automated decision-making, including profiling which includes your personal data. We will provide you with meaningful information about the logic involved, as well as the significance and the envisaged consequences of such processing for you.

What Information is not provided?
• Business Information pertaining to your role as an employee
• If we do not provide you with your personal data, we have an obligation to give reasons why this personal data is being withheld.

How long will it take to receive my personal data from Oide?
We will provide you with a copy of the personal data we are currently processing within one month of request. In rare situations if we are unable to provide you with the data within one month we will notify you, within one month of your valid request, explaining the reason for the delay and will commit to delivery within a further two months.

How much will it cost me to receive my personal data?
We will not charge for providing your personal data unless we believe the request is excessive and the cost of providing your data is disproportionate to your services provided.

Can I request additional copies of my personal data?
If you require additional copies we will charge €20 to cover our administrative costs.

Can I receive my personal data electronically?
You can request your personal data by electronic means and we will provide your personal data in a commonly used electronic form if technically feasible.

What will Oide do if another person’s personal data is shared with my personal data?
We will only provide you with your personal data, ensuring we protect the rights and freedoms of others. Where personal data of another person may be on the same files as yours, we will redact the full details of the other person.
Contact us at info@oide.ie