Data Collection Notice  

The HEA must process your personal data to ensure adequate organisation of this event. The HEA is the data controller of this data. We use Microsoft Forms as a data processor to collect this information.

What is personal data and what is a personal data processing operation?

Personal data shall mean any information relating to an identified or identifiable natural person (‘data subject’). An identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, and identification number, location data, an online identifier or to one or more factors specific to physical, physiological, genetic, mental, economic, cultural, or social identity of that natural person.

Personal data processing operations can be any operation or set of operations which is performed on personal data or on sets of personal data, whether or not by automated means, such as collection, recording, organisation, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction.

Short description of the processing activity

Organisation of a Healthy Campus Network Event.

What is the purpose and legal basis for processing your personal data? 

Our purpose for collecting this information is so we can facilitate the event. This includes handling registration and attendance, reporting on the event, as well as event follow-up actions, such as sharing presentations among participants and feedback collection. It includes, in particular, lists and mailing lists for contacts, invitations, participants, reports, minutes, distribution of reports/minutes, feedback on reports, meeting follow-up, follow-up meetings, follow-up actions, photographs/pictures, presentations, audio and/or video recording of speakers and participants, news and publications. Your personal data will not be used for an automated decision-making including profiling.

The lawful basis we rely on for processing your personal data is your consent under article 6(1)(a) of the GDPR. When we collect any information about dietary or access requirements we also need your explicit consent (under article 9(2)(a)) as this type of information is classed as special category data.

We rely on your consent to process the personal data you give us to facilitate the event. This means you have the right to withdraw your consent at any time. If at any point you want to withdraw your consent please email dataprotection@hea.ie. If you do that, we’ll update our records immediately to reflect your wishes.
  

How long will we retain your data? 

We will delete the personal data received as part of this form 2 years after the event. We will delete photos and videos from the event seven years after the event. 

What are your rights regarding your data? 

You have the right to access your personal data and to request your personal data to be rectified, if the data is inaccurate or incomplete; where applicable, you have the right to request restriction or to object to processing, to request a copy or erasure of your personal data held by the data controller. If processing is based on your consent, you have the right to withdraw your consent at any time, without affecting the lawfulness of the processing based on your consent before its withdrawal. Your request to exercise one of the above rights will be dealt with without undue delay and in any case within one month. 

We will never use automated decision making on your personal data. 

Photography and Video Footage

For the purposes of the event, photograph, video footage may be taken by the HEA for use in marketing, PR and publications in connection with the event.

Here are some places the HEA might use your photo, video or audio:

Social and Digital Media : X (formerly Twitter), LinkedIn, the HEA.ie website and any other HEA accounts (Youtube)

Media: National, regional and local media (broadcast, online and print).
Publications: Annual reports, employee newsletter or policy documents

 

Contact details for enquiries regarding your personal data
Please contact dataprotection@hea.ie for any queries.
You have the right to lodge a complaint with the Data Protection Commission (dataprotection.ie) 

 

In order to do this we will need to process and store your information in line with our Data Protection policy which you can find at https://hea.ie/about-us/data_protection/

For more information on your rights, please see the HEA’s privacy notice- https://hea.ie/privacy-and-data-protection/ 

You can change your mind and withdraw consent for us to process your photograph, audio or video at any time by contacting healthycampus@hea.ie