ywicork

GDPR Compliance

GDPR Compliance

At Youth Work Ireland Cork (YWIC) we are committed to protecting your data and privacy. With the introduction of GDPR regulations we want to let you know we have updated our privacy policy and to outline how we collect, store and handle your personal data.

What Data we collect:

1.Staff contact details such as; name; address; contact details; email address; PPS no; car insurance details; sick leave notes and bank details
2.Young People; registration form contains; name; address; date of birth; gender; ethnicity and parents/guardians contact details such as phone numbers.
3.Volunteers/Board of Directors (BOD); name; address; telephone number; email address; PPS no’s (BOD only); Garda Vetting information.
4.Local Training Initiative (LTI) members; name; address; date of birth; parents/guardians contact number; PPS no and bank details.
5.Erasmus+ Youth Exchange Project: name; address; contact details; PPS no; passport number; parent/guardian and young person email address.
6.Drugs Outreach Project: name; address; telephone; GP name and number
7.Photos and videos young people to show case work that they have completed on our Facebook page, website and press releases. Consent is sought from parents on the initial registration form where they have an option to allow this or not.
8.Child protection concerns for the safety of a child/young person notes will be kept on individuals and will be passed on to Tusla Social Workers. Parents/guardians will be notified of this unless the child/young person will be in any danger.

Why do we collect data:

Staff – employment contract; salary payments; driving to and from meetings; details of sick leave; Garda Vetting procedures (including volunteers/BOD)
Young people -managing numbers for youth groups; age related youth groups; gender specific youth groups; data breakdown for funders.
Volunteers/BOD; As required by our Safeguarding and Child protection policies and procedures in compliance with Children First Act 2015; in compliance with Company Act.
LTI -requirements for course registration and social welfare payments
Erasmus+Youth Exchange Project: registration to participate in project; passport details for travelling to other European countries; E1.11 European Health Insurance card.
Drugs Outreach Project: initial assessments for case management protocols
Photos and Videos: to highlight and promote programmes and activities. With parental permission.
Child Protection -As a mandated organisation the safety of the child/young person is paramount and any concerns for the child/young person will be reported to Tusla as a requirement of Children First Act.

How we collect data:

Paper registration forms, names and contact details are transferred and stored in electronic spreadsheet. Phone numbers are kept on youth workers work mobile phone for work purposes.

Who has access to your data:
CEO – registration files; personnel files; supervision notes; disciplinary files
Youth worker – young peoples registration and contact details
Administrator – Personnel files
LTI coordinators – registration forms and details for course; Cork ETB finance officer
Charities Authorities; Revenue

How do we protect your data:

We do not transfer your personal to anyone without your written permission
All personnel files are kept in a locked filing cabinet (CEO and Administrator have access)
All young peoples files are kept in a locked filing cabinet (CEO and Youth worker)
All supervision notes and disciplinary notes are kept in a locked filing cabinet (CEO)
Technical Security is up to date.

How long do we keep your data:

We are required to keep data for 7 years. We will review your data every 7 years and we will securely destroy it if we no longer need it.

Your rights:

You have rights under the GDPR:
The right to be informed
The right of access
The right of rectification
The right of erasure
The right to restrict processing
The right to data portability
The right to object; and
The right not to be subject to automated decision-making including profiling.

Youth Work Ireland Cork regularly review policies for changes in handling of data.
Youth Work Ireland Cork has appointed a data protection officer to create awareness among decision makers about;

GDPR guidelines

Will report any data breaches involving personal data to Local Authority and the people involved.

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