Privacy Policy

ATU Students’ Union Donegal – Data Protection Notice to Students

As a student of ATU, some of your personal data will be processed by ATU Students’ Union Donegal (ATUSU Donegal). The data held by ATUSU Donegal is collected from ATU and directly from yourself during the following processes:

Campaigns
Class Reps
Crèche Subsidy Applications
Clubs & Societies Programme
Working Groups
Scholarships
Graduations
Student Union Elections
Student Enquiries (to the SU)
Grants

Personal information held by ATUSU Donegal is treated with the highest standards of security and confidentiality in accordance with data protection legislation.

What information do we collect about you?

The types of personal data processed by ATUSU Donegal include, inter alia:

Student ID number(s)
Name, date of birth and telephone numbers
Addresses (home and term addresses)
Names, ages and birth certificates of dependent children
PPS number
Email address
Next of kin/emergency contact details
Details of previous examination/semester results
Name of Crèche/Childcare your child/children attend
Course details
Financial information (including details of funding and status of fees)
Bank details, including IBAN, BIC, Name of bank/building society
Academic status
Attendance records
Engagement with IT system
Health and disability information
Socio economic grouping
Occupation
Employment status
Income details
Gender
Disciplinary information
Image in CCTV footage/photography/filming

How do we use the information about you?

The purposes for which ATUSU Donegal may process your personal information include:

To monitor and evaluate the student experience
To administer any funding due to you
To identify you and enable you to access resources by means of your ID cards
To enable effective communication with you
To process scholarships, prizes and awards
To ensure your health, safety and well-being
To provide information to organisations such as the Social Welfare, Revenue, SUSI, the Gardaí, in line with legal and government requirements
To produce reports and aggregated statistics for management and research purposes in order to plan and improve services
To administer voluntary surveys of student opinion about your experience and the performance of the ATUSU Donegal
To create and publish print & electronic material (e.g. handbook, posters, website, etc) for promotional and archival purposes
To maintain a proportionate CCTV system for the specific purposes outlined in the ATU CCTV Policy
To assist with law enforcement or where required or authorised by law
To confirm the details of your academic achievements, for the purpose of any applications for awards, funding or scholarships submitted by you, a core record of your studies is only retained for as long as it is necessary to do so
To respond to requests for information made under data protection legislation
To allow our appointed graduation gowning and photography company/ies to set up a booking facility/ies for graduation gowning & photography

Does ATUSU share your data with any third parties?

ATUSU undertakes to maintain your information securely and restricts access to employees, officers, ATU and data processors on a strictly need to know basis.

Below are examples of when ATUSU Donegal will release data about you to third parties (i.e. outside ATU) where we have a legitimate reason in connection with your time here at the Institute.

ATUSU Donegal may share your relevant personal data with bodies including the following:

Student Universal Support Ireland (SUSI) for grant eligibility purposes
Department of Social Protection to verify employment status and eligibility for allowances
Revenue Commissioners
Sponsors funding student prizes and awards (your name only)
Potential employers/recruitment companies for verification of reference
Irish Survey of Student Engagement (ISSE)
Legal advisors
An Garda Síochána to assist in the prevention or detection of crime
Auditors
Our appointed graduation gowning and photography company/ies
On ATUSU Website and social media pages for Clubs & Societies contact details (first name and student email address only)

This is not an exhaustive list and any other disclosures to third parties not listed here are made only where there is legitimate reason to do so and in accordance with the law.

Parents, guardians and other relatives

It is your responsibility as a student to communicate and engage with ATUSU Donegal on relevant matters. ATUSU Donegal will not disclose your data to parents or relatives without your consent, other than in exceptional circumstances i.e. where there is potential danger to the health or well-being of a student. We may agree to discuss matters relating to you with a parent/relative but only if you consent to this. Exceptionally, where urgent communication with a student through direct contact details is not possible or has, following repeated attempts, been unsuccessful, contact may be via a student’s parents and/or next of kin using contact details provided by the student.

Publications

All graduating students, including those graduating in absentia, will have their name, award and classification listed in the graduation booklet (name, student number and relevant school will also be provided to the photography and gowning company). The graduation ceremonies are streamed live on the internet and are recorded for publication on the internet and for archival purposes.

Many ATUSU Donegal events are recorded and streamed/published on the ATUSU Donegal website/social media pages.

Individual Rights

You have the following rights, subject to certain exemptions, in relation to your data:

The right to be informed about the data processing that ATUSU Donegal does
The right to request access to your personal data held by ATUSU Donegal– to have a copy of the personal data that we hold about you
The right to rectification – to have inaccurate or incomplete personal data rectified
The right to erasure of personal data where there is no legitimate reason for ATUSU Donegal to continue to process your personal data
The right to restrict the processing of personal data – you have the right to block the processing of your personal data in specific situations
The right to object – you can object to the processing of your personal data by ATUSU Donegal in certain circumstances, including the sending & receipt of direct marketing material
The right to object to automated decision making & profiling. ATUSU Donegal does not currently make decisions affecting students by automatic means without human intervention

In order to exercise any of the above rights please contact us using the contact details set out below.

Data Retention

ATUSU Donegal will retain your personal data in accordance with the ATU retention policy in the data inventories. The policy operates on the principle that personal data is kept for no longer than is necessary for the purpose for which we collected it. It is also kept in accordance with any legal requirements that are imposed on us. This means that the retention period for your personal data varies depending on the type of personal data.

Security

We are committed to ensuring that your personal data is secure with us and with the data processors who act on our behalf. We are continuously taking technical and organisational steps to better protect your information. Data Protection training has been made available to all staff.

Website Privacy Policy

The ATUSU Donegal website privacy policy explains how data may be gathered about users of the ATUSU Donegal website.

How ATUSU Donegal will contact you

We may contact you by telephone, email or post. In addition, if you have provided us with your mobile number, we may text you with relevant information e.g. exam information, grant information, appointment reminders, etc. We are reviewing the legal basis for sending you text, and in the event that it is consent, we will review how your consent will be captured and maintained in line with the requirements of GDPR.

How to contact us

Please contact us if you have any questions about the information we hold about you or to request a copy of that information:

In writing:
Data Protection Officer,
ATU Donegal,
Port Road,
Letterkenny,
Co. Donegal
F92 FC93

Data Controller:
Atlantic Technological University Donegal,
ATU Donegal,
Port Road,
Letterkenny,
Co. Donegal
Telephone: 353 (0)74 918 6000