Privacy

Holy Child Killiney maintains a database of [alumni/ friends/ supporters/ parents] in order to stay in touch with our community and keep you updated about news, events, careers initiatives and development activities. 
 
Some of our database (but not all) choose to join our online community by registering on this website and creating an online profile. In both instances (individuals with offline database records and individuals with online profiles), we collect and store personal information (or “data”) about you. We are committed to protecting and respecting your privacy and this Policy sets out what information we collect about you, where and how we use (“process”) it.
 
We may change this Policy from time to time. If we make any significant changes we will advertise this on the website or contact you directly with the information. Please check this page occasionally to make sure you are happy with any changes.
 
If you have any questions about this Policy or concerning your personal information, please contact Caroline O' Brien at cobrien@holychildkilliney.ie, HCK, Military Road, Killiney, Dublin, Ireland, 01 282 3120. 
 
For the purposes of the General Data Protection Regulations (GDPR) the Data Controller is Holy Child Killiney. 
 
What type of personal information we collect
 
The information we have about you depends on where we collect it, but may include:

We collect personal information (name, date of birth, relationship with other members of the School community) for the upkeep of our records. Contact details (address, email address, telephone number) help us to keep our community up to date on news from the School, upcoming events and activities including fundraising.

We collect professional details (occupation, employer, nature of business, employer location) to identify members of our community who could potentially help our pupils in finding work experience/internships, or volunteer within our wider careers programme.

We keep details of your interests and hobbies to help us create events and communications which appeal to our school community (e.g. any interest in philanthropy and volunteering, golf events for those who have indicated an interest).

Photographs from the school archive and those taken at school events are stored and used in our communications to publicise our work.

Donation/Financial information (donation amount, date, purpose/restriction, regular payment details) is stored and processed to maintain accurate financial records for the School, and to comply with Charities Regulator and Revenue Commissioners guidelines.

We may supplement any data provided to us by using publicly available information such as directorships, trusteeships, philanthropic history, geographical information, public measure of affluence, networks, news to help us learn more about our community members and focus our fundraising efforts. Please see below for details on how to object.

We will keep details of school events attended, correspondence and communication preferences to help us communicate with our school community appropriately.

In addition specfic to this platform, we collect the following information: 

• Years at Holy Child Killiney
• Higher education and work details
• Participation in our events, emails, competitions, surveys and other activities
• Donations made to Holy Child Killiney
• Geo-location data (your geographical location based on your IP address)
• Log-ins and activity on the website
• A record of payments made via the website (but we do not store your credit/ debit card details as these are processed securely externally by a third-party payment provider) which could include event tickets, shop purchases or online donations
• Consent options and communication preferences
• Content (such as announcements, stories, photos, documents, comments, events, jobs) that you post on this website or provide to us by other means
• Messages that you send to other community members via the direct messaging system when logged in to this website

 
Where we collect information from
 
We collect personal information when you:

• visit this website
• create or update your online profile
• post content on to this website or other websites and social media sites managed by Holy Child Killiney
• take part in an event
• attend a meeting with us and provide us with information
• contact us in any way including online, email, phone, SMS, social media or post
• open an email sent from this website
• send a message via the direct messaging system on this website
• leave Holy Child Killiney and we transfer some basic details about you from the main Holy Child Killiney database in to our [alumni] database.
• Publicly available information. 
• Respond to information requests from us. 

 
How we use your information - why do we need to process your personal data?
 
We will use your personal information in a number of ways, always with a legal basis for processing your data. These may include:

• providing you with the information or updates that you have asked for
• delivering our obligations under any contract between us
• seeking your views on the services or activities we carry out, so that we can make improvements
• updating our database records and ensuring we know how you prefer to be contacted
• Donations/Financial information is stored and processed to maintain accurate financial records for the school  and to comply with the Charities Regulator and Revenue Commissioners guidelines. 
• analysing your engagement with our website and other content to help us improve our services for you
• running our mentoring programme/ club activities/ reunion events/ sports fixtures
• Maintaining a record of the school’s relationship with members of its community, donors and prospective donors
• Sending publications (e.g. newsletters, development updates, e-zines)
• Event invitations and alumnae networking.
• Invitations to support student development (to include careers talks and work placements).
• Fundraising (including mail, email and telephone appeals).
• Administrative purposes including routine financial management and administration including issuing receipts for donations, processing tax relief for donations received, addressing donation requirements determined by the Revenue Commissioners etc.
• Profiling, wealth screening and research in order to improve our understanding of our alumni, supporters and community, inform our fundraising strategy and target our communications more effectively.

 
Our legal basis for processing your information
 
Whenever the school is engaged in processing personal data, we ensure that each processing activity relies upon an appropriate lawful basis.  This means that one or more of the following will apply:

1. you have given your consent to processing for one or more specific purposes;
2. processing is necessary for compliance with a legal obligation to which the school is subject;
3. processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the school;
4. processing is necessary for the purposes of the legitimate interests pursued by the school or by a third party.

The principal legal bases underlying the processing of personal data undertaken by the school development office are set out below.

 
Updating your consent preferences
 
If you have an online profile on this website you can update your consent options by logging-in and clicking on “My Settings” in your profile.  Scroll down to find your ‘Consent options’ where you will see a list of consents and the options “opt-in”, “opt-out” and “unspecified”.
 
Via ‘My Settings’ you can also choose to hide your profile from Google, limit access to your profile so that it’s only viewable to your connections and adjust some of the automatic notifications that you receive from this website.  Please note that your name (but not full profile) may appear in various places around the community website, such as a ‘Recent Joiners’ box and in ‘Search’ results irrespective of the privacy settings you have selected. 
 
If we are using consent as our legal basis for processing your data, we must have an explicit “opt-in” from you for this specific type of processing.
 
If we are using legitimate interests as our legal basis for processing your data, we will process your data responsibly in a way that you would reasonably expect, and you can opt-out at any stage.
 
If you click ‘unsubscribe’ at the bottom of one of our emails sent you will be automatically opted-out of these types of email communications in the future.
 
If you want to contact us about your consent preferences please contact Caroline O Brien at cob@holychildkilliney.ie.
 
How we keep your information safe
 
We understand the importance of keeping your personal information secure and take appropriate steps to safeguard it.
 
Your data is stored on a dedicated, secure cloud server hosted by Amazon Web Services (AWS) in the EU and managed by our website provider, ToucanTech.  Industry standard firewalls, anti-virus, encryption and back-up methods are in place, as well as strict data handling protocols.
 
We always ensure only authorised persons have access to your information, which means only our approved employees and contractors, and that everyone who has access is appropriately trained in data management.  
 
If you have an online profile for this website you are responsible for keeping your login details (email and password) confidential and we ask that you do not share your password with anyone.
 
No data transmission over the internet can be guaranteed to be completely secure. So, whilst we strive to safeguard your information, we cannot guarantee the security of any information you provide online and you do this at your own risk.
 
Who has access to your information
 

• Third parties who provide services for us, see below for specific third party suppliers. We select our third-party service providers with care. We provide these third parties with the information that is necessary to provide the service and we will have an agreement in place that requires them to operate with the same care over data protection as we do

• Third parties if we run an event in conjunction with them. We will let you know how your data is used when you register for any event

• Web hosting, email hosting, analytics and search engine providers that enable us to run our community database and improve our website and its use

• Third parties in connection with restructuring or reorganisation of our operations, for example if we merge with another business. In such event, we will take steps to ensure your privacy rights will be protected by the third party

For the most part, Personal Data collected by the School Development Office will remain within the School and will be processed by appropriate individuals only in accordance with access protocols (i.e. on a ‘need to know’ basis). 

Under certain very limited circumstances we may need to share your data with other parties (see HCK’s Data Protection Policy for full details).  In each case there will always be a legal basis underlying any such sharing. 

For example, our accountants may access some personal data when they audit our accounts.  Similarly the revenue commissioners may require some sharing of personal data when confirming the validity of charitable donations.  Every data controller who requires access, however limited, to some of the personal data processed by the school is bound by the terms of the relevant data protection legislation.

We may share your data, if relevant, with the Holy Child Killiney Alumnae Association. The HCKAA will, use your data for the purposes of maintaining your relationship with the school.  You can withdraw your consent for this at any time by email alum@holychildkilliney.ie.

In other examples, some of the school’s processing may require support from specialist service providers.  For example, the school may use remote IT back-up and restore services to maintain data security and integrity. We may also avail of third party services in:

• To communicate by email – e.g. e –zines from our Fundraising database (Toucan Tech, GDPR).
• To use online payment systems to book and organise events and to make online donations (Eventbrite, Privacy Shield) and Stripe (Privacy Shield).
• Event management/marketing (Eventbrite, Privacy Shield).
• To manage the Development Office activity by using a CRM database (Toucan Tech, GDPR)
• To use fundraising consultants and advisors. Examples include: CCS Fundraising (Data Processing Agreement), Campaign Solutions (Data Processing Agreement).

 In cases such as these, where we use specialist data processors, we will always prioritise your data privacy through for example, ensuring that the appropriate security guarantees have been provided and that there is a signed processing agreement in place. 

In some limited circumstances, your information may be processed outside the European Union, for example where we store information on computer servers based overseas; or we communicate with you when you are overseas.   Under EU law this third country transfer can only take place where there are privacy safeguards in place.  For further details see the school’s Data Protection Policy. 

 Keeping your information up to date
 
Please would you let us know if your contact details change. Online members can update your details directly by logging-in to the website and clicking on ‘My Settings’ under your profile.  You can also update your details by contacting us at mharrison@holychildkilliney.ie. 
 
Cookies
 
Some information and data may be automatically collected through the use of cookies on this website. Cookies are small text files employed on the website to recognise repeat users and allow us to observe behaviour and compile aggregate data in order to improve the user-experience we provide for our website visitors.
 
The law states that we can store cookies on your machine if they are essential to the operation of the website, but that for all others we need your permission to do so.
 
The list below explains the cookies we use and why:

 
Opting out of cookies
 
If you do not wish to receive cookies from us or any other website, you should be able to turn cookies off on your web browser: please follow your browser provider’s instruction in order to do so.  Unfortunately, we cannot accept liability for any malfunctioning of your computer or its installed web browser as a result of any attempt to turn off cookies.
 
To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.aboutcookies.org or www.allaboutcookies.org.
 
Use of aggregated data
 
Where data can be aggregated and anonymised, our website provider (ToucanTech) might use this for research purposes without restriction. For example, they may monitor traffic patterns, site usage, response rates and data trends to help make improvement to the website software. They are entitled to do this because the resulting data will not personal identify you and will therefore no longer constitute personal data for the purposes of data protection laws.

 
How long we keep your information for

We are committed to protecting the security of your Personal Data. We use a variety of security technologies and procedures to help protect your Personal Data from unauthorised access and use. As effective as modern security practices are, no physical or electronic security system is entirely secure. We cannot guarantee the complete security of our database, nor can we guarantee that information you supply will not be intercepted while being transmitted to us over the Internet (if applicable) or by email. We have in place strict internal guidelines to ensure that your privacy is safeguarded at every level of our organisation. We will continue to update policies and implement additional practical security features as new technologies become available.

In most cases Holy Child Killiney receives Personal Data from the individual directly.  For example, a significant proportion of the information we hold on alumnae, friends and supporters comes from them filling in a form, or by corresponding with us by telephone, email or otherwise. 

In a few cases Personal Data may be supplied to us by third parties (for example another supporter) or collected from publicly available resources.  If these circumstances we will contact you at an early opportunity to tell you how, and for what purpose, it has been supplied to us.

The period for which we retain your information is determined by the specific purpose for which the data is being processed. This means that we must delete your data if it is no longer required to serve a particular purpose. We will also delete your personal data if you ask us to do so (and there is no other legal basis that requires us to retain that data). The retention periods are set out in our Retention Policy.   

 If you ask us to stop contacting you, we will keep a record of your contact details and limited information needed to ensure we comply with your request. If you ask us to remove your personal data from our database we will delete all the information we hold out apart from your name and the dates that you attended Holy Child Killiney and archive your record in our database.

Your rights

Regardless of where you are resident, your data protection rights are protected under Irish and European Law.  Your full rights are listed below and information on how to access them, are described in the school’s Data Protection Policy.

A. Request Access to your Data (this is known as a “Data Subject Access Request”) allowing you to check that we are lawfully processing such Data;

B. Request Correction of your Data we hold so as to allow you to have any incomplete or inaccurate information corrected;

C. Request Erasure of your Data (provided we are not required to retain the data of the performance of your contract or to comply with our legal obligations);

D. Object to the Processing of your Data where we are relying on a legitimate interest; you can object to any processing of your data by the Development Office by emailing mharrison@holychildkilliney.ie.

E. Request Restriction of Processing of your Data from Automated Decision making or while you carry out one of the above requests;

F. Request the Transfer of your Data to another party or services provider.

If you would prefer us not to use your personal data as outlined, please email mharrison@holychildkilliney.ie. You can also refer to the website of the Irish Data Protection Commission, www.dataprotection.ie.

If you have any query about this Privacy Notice please contact Caroline O’ Brien, Principal, Holy Child School Killiney, Military Road, Co. Dublin 01 282 3120. Email: cob@holychildkilliney.ie. 

 
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This Policy was last updated in May 2023