“All Ireland Scholarship Trust” (referred to as “we”, “us”, “our”, “All Ireland Scholarship”, “AIS”, “Scholarships” or the “Scholarship” in this policy) in this policy primarily refers to The All Ireland Scholarship Trust. The All Ireland Scholarship Trust is the “data controller” of all personal information that is collected and used about All Ireland Scholars for the purposes of (the Irish Data Protection Act 2018).
The All Ireland Scholarship Trust is committed to protecting our scholar’s privacy and takes its responsibility regarding the security of scholar’s information very seriously. We will be clear and transparent about the information we are collecting and what we will do with that information.
This Policy sets out the following:
- What personal data we collect and process about you in connection with your relationship with us as a scholar and through your use of our website, email communications and online services;
- Where we obtain the data from;
- What we do with that data;
- How we store the data;
- Who we transfer/disclose that data to;
- How we deal with your data protection rights;
- And how we comply with the data protection rules.
- All personal data is collected and processed in accordance with Irish and EU data protection laws.
- What Personal Data We Collect
Personal data means any information relating to you which allows us to identify you, such as your name, contact details, your school, your college/university and information about your access to our website.
We may collect personal data from you when you register with us (either directly or indirectly through our trusted third party partners), create an All Ireland Scholarship account, use our website, participate in a survey or competition, or when you contact us.
Specifically, we may collect the following categories of information:
- Name, home address, e-mail address, telephone number, school attended, college/university currently attending
- Advance Scholar Information, which includes your name, nationality, county you live in, gender, parents, siblings, thoughts and feelings, third level course and achievements
- Medical conditions for scholars who have special medical requirements
- Information you provide about your preferences in your All Ireland Scholarship award
- Information about your use of our website
- Your opinions for All Ireland Scholarship Alumni features
- The communications you exchange with us or direct to us via letters, emails, chat service, calls, and social media.
- Personal details about your physical or mental health, alleged commission or conviction of criminal offences are considered “sensitive” personal data under applicable data protection laws. We will process any such data only if you have given your explicit consent, or it is necessary (for instance if you request special assistance), or you have deliberately made it public.
- What do we use your personal data for, why and for how long
Your data may be used for the following purposes:
- Providing services you request: we use the information you give us to perform the services you have asked for in relation to issuing and providing you with the scholarship grant for the duration of your agreed term of studies.
- Contacting you with information about your All Ireland Scholarship Awards Ceremony. These communications are not made for marketing purposes and cannot be “opted-out of”.
- to ensure successful running of the awards ceremony; the personal data you provide shall be used for souvenir programmes, issued to all those attending on the day, as well as shared with regional and national media as part of a press release to gain awareness of the awards scheme and heighten the prestige of the Scholarship which you receive.
- Security, health, administrative, crime prevention/detection: we may pass your information to government authorities or enforcement bodies for compliance with legal requirements.
- Scholar Services communications: we use your data to manage our relationship with you as our Scholarship recipient and to improve our services and enhance your experience with us.
- Provide tailored services: we use your data to provide information we believe is of interest to you, prior to, during, and after your Scholarship with us and to personalise the services we offer to you.
- Marketing: from time to time we will contact you looking for your feedback on Alumni events and features, as well as if you would be interested in attending an Alumni event. You will have the choice to opt out of receiving such communications by indicating your choice when you register for the All Ireland Scholarship Awards Ceremony, as well as when you re-confirm your consent via email or online form. You will also be given the opportunity on every e-communication that we send you to indicate that you no longer wish to receive our direct marketing material.
- We may also process your data for one or more of the following:
- To comply with a legal obligation;
- To use your data for marketing and administrative purposes
- To protect your vital interests or those of another person (e.g. in case of a medical emergency
Only children aged 16 or over can provide their own consent.
We will not retain your data for longer than is necessary to fulfil the purpose for which it is being processed. When we no longer need your data, we will securely delete or destroy it. We will also consider if and how we can minimise over time the personal data that we use, and if we can anonymise your personal data so that it can no longer be associated with you or identify you, in which case we may use that information without further notice to you.
- Security of your personal data
We follow strict security procedures in the storage and disclosure of your personal data, and to protect it against accidental loss, destruction or damage. The data you provide to us is protected using SSL (Secure Socket Layer) technology. SSL is the industry standard method of encrypting personal information and bank details so that they can be securely transferred over the Internet.
- International Data Transfer
The All Ireland Scholarship Trust operates primarily in in the European Economic Area (EEA). However, there is a long-standing agreement with the Washington Ireland Program who operate in the United States of America. While countries outside the EEA do not always have strong data protection laws, we require all service providers to process your information in a secure manner and in accordance with Irish and EU law on data protection. We utilise standard means under EU law to legitimise data transfers outside the EEA.
- Sharing your personal data
There may also be occasions where your personal data will be shared with a select number of trusted third party service providers to carry out activities including the AIS awards ceremony; AIS alumni programme and on-going communications.
retention periods apply to any personal data we collected to enter into a contract with you or to perform that contract or because we have a legal obligation to process it.
- Cookies and site tracking
This website uses temporary “session” cookies which enable a visitor’s web browser to remember which pages on this website have already been visited. If you use the ‘Remember me’ option when using our website, a cookie is placed on your computer with an encrypted id to remember your credentials. No other information is stored in this cookie. Visitors can use this website with no loss of functionality if cookies are disabled from the web browser. Technical details in connection with visits to this website are logged by our internet service provider for our statistical purposes. No information is collected that could be used by us to personally identify website visitors. The technical details logged are confined to the following:
- IP address of the visitor’s web server
- The top-level domain name used (for example .ie, .com, .org, .net)
- Previous website address from which the visitor reached us, including any search terms used
- Google analytics which shows the traffic of visitors around this web site (for example pages accessed and documents downloaded)
- Web browser and operating system used by the website visitor.
We will make no attempt to identify individual visitors, or to associate the technical details listed above with any individual. It is our policy never to disclose such technical information in respect of individual website visitors to any third party (apart from our internet service provider, which records such data on our behalf and which is bound by confidentiality provisions in this regard), unless obliged to disclose such information by law.
The technical information will be used only by us, and only for statistical and other administrative purposes. You should note that technical details, which we cannot associate with any identifiable individual, do not constitute “personal data” for the purposes of the Data Protection Acts, 1988 – 2003. For more information about cookies and how to stop cookies being installed visit the following website: http://www.allaboutcookies.org.
- Your Data Protection Rights
Under certain circumstances, by law you have the right to:
- Request information about whether we hold personal information about you, and, if so, what that information is and why we are holding/using it.
- Request access to your personal information (commonly known as a “data subject access request”). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
- Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
- Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).
- Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.
- Object to automated decision-making including profiling, that is not to be subject of any automated decision-making by us using your personal information or profiling of you.
- Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
- Request transfer of your personal information in an electronic and structured form to you or to another party (commonly known as a right to “data portability”). This enables you to take your data from us in an electronically useable format and to be able to transfer your data to another party in an electronically useable format.
- Withdraw consent. In the limited circumstances where you may have provided your consent to the collection, processing and transfer of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law.
If you want to exercise any of these rights, then please submit a completed online request form available at the following link (Data Subject’s Rights Online Form) or contact us by post at DMC-Communications, Suite 25, The Mall, Beacon Court, Sandyford.
You will not have to pay a fee to access your personal information (or to exercise any of the other rights). However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.
We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.