Garda Clearance and Media Consent and DATA PRIVACY NOTICE
Garda Clearance and Media Consent:
By signing in each week on this role and paying your choir membership you declare you are a member of Lucan Gospel Choir and have a valid Garda vetting for St. Patrick’s church and have completed the required child protection course for Archdiocese of Dublin in order to use the church facility and perform in the church. You also agree for the choir authority to hold personal information as long you are a member of the choir. You also agree to a Media Consent and Release, Without expectation of compensation or other remuneration, now or in the future or in the past, you hereby give your consent to Lucan Gospel Choir, its affiliates and agents, to use your image and likeness and/or any interview, recordings and videos, statements from you in its publications, advertising or other media activities (including the Internet). This consent includes, but is not limited to: (a) Permission to interview, film, photograph, tape, or otherwise make a video reproduction of you and/or record your voice; (b) Permission to use your name; and (c) Permission to use quotes from the interview(s) (or excerpts of such quotes), the film, photograph(s), tape(s) or reproduction(s) of you, and/or recording of your voice, in part or in whole, in its publications, in newspapers, magazines and other print media, on television, radio and electronic media (including the Internet), in theatrical media and/or in mailings for educational and awareness. This consent is given in perpetuity, and does not require prior approval by you.
DATA PRIVACY NOTICE
Lucan Gospel Choir
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1. Who are we?
Lucan Gospel Choir is a community Choir based in Lucan performing nationally and internationally hosted by St. Pactrick’s Church Lucan. As we are hosted by St. Pactrick’s Church Lucan personal data must be shared with the parish for the sole purpose of complying with child protection rules and regulations. For the purpose of this Privacy Notice the grouping of choir and parish will be referred to as ‘choir and St. Pactrick’s Church Lucan’
The choir and St. Pactrick’s Church Lucan fully respects your right to privacy and actively seeks to preserve the privacy rights of those who share information with them. Any personal information you provide will be treated with the highest standards of security and confidentiality, in accordance with the Data Protection Acts 1988 and 2003 and the General Data Protection Regulation (GDPR) 2018. For the purpose of the GDPR, the Data Controller for the choir is the Moderator of the grouping. We have published this Privacy Statement to demonstrate our commitment to protecting and respecting your personal data.
It is the responsibility of the data controller, his staff and volunteers to ensure that the personal information held on all choir members are managed in line with the GDPR (2018).
This Privacy Statement explains how we process information, in particular the personal data that we receive from you and which is processed by the moderator his staff and volunteers. Please read the following carefully to understand our views and practices regarding your personal data and how we treat it.
2. What information do we collect on you?
The Choir and St. Patrick’s Church Lucan collects your name, address, contact phone number, email, data of birth, emergency contact details for next of kin and medical information. This information is provided by you through the completion of your membership application form and parish child protection form.
3. How do we process your personal data?
The choir and St. Patrick’s Church Lucan collects and processes information about you in a number of ways including face to face meetings, email, phone conversations, and through forms.
We must have a lawful basis for processing your information. This will vary according to the circumstances of how and why we have your information but typical examples include:
• The activities are within our legitimate interests
• You have given consent for us to process your information which can be withdrawn at any time by contacting us using the details below
• We are carrying out necessary steps in relation to a contract to which you are party to or prior to you entering a contract
• The processing is necessary for compliance with a legal obligation
• To protect your vital interest
If we process any Special Categories of Personal Data we must have a further lawful basis for the processing. This may include:
• Where you have given explicit consent e.g. special dietary requirement at an event
• Where the processing is necessary to protect your vital interest or someone else’s vital interests e.g. passing information to An Garda Siochana
• Where the processing is carried out in the course of our legitimate interests as a choir working with and supporting our current and former members and the information is not shared outside the choir and St. Patrick’s Church Lucan with anyone else without your consent.
• You have made the information public
• Where the processing is necessary for the establishment, exercise or defense of legal claims
• Where the processing is necessary for carrying out the choir and St. Patrick’s Church Lucan’s employment and social security obligations or
• The processing is necessary for reasons of substantial public interest (e.g. where steps are taken to prevent fraud)
• The processing is necessary for reasons of child protection to comply with the rules and regulations of our host St. Pactrick’s Church Lucan for all choir members.
The choir and St. Patrick’s Church Lucan complies with its obligations under the “GDPR” by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.
5. Sharing your personal data
The information you give us is used by the Choir and St. Patrick’s Church Lucan only in accordance with the purpose for which you provided the information and with your consent. This information will only be retained for as long as required for the purpose for which it was gathered.
Your personal data will be treated as strictly confidential and will only be shared with authorised staff and/or authorised volunteers of the choir and St. Pactrick’s Church Lucan for purposes connected with the choir and St. Pactrick’s Church Lucan and the Music Ministry. As part of the choir practices we do film and publish members image and record and publish members voice for use on the media systems and websites and social media platforms. A separate media release form must be completed to give permission to be included in such recordings and published recordings. We will only share your data with third parties outside of the choir and St. Pactrick’s Church Lucan with your consent.
We may share your information with law enforcement agencies for the prevention and detection of crime.
Information will only be made available to third parties who assist us with our work. We may share information with service providers but only when an appropriate Service Provider Agreement/contract is in place outlining exactly what they are permitted to do. Any data processed in the course of such services is processed in compliance with the GDPR.
Where permitted by law and where appropriate, in order to comply with our legal obligations, we reserve the right to release personal data without your consent and/or without consulting you.
6. Where do we store your information?
We may store your information in hard copy or in electronic format, in storage facilities we own and operate ourselves, or that are owned and operated by our service providers. All computers are password protected and accessible only to authorised personnel. All filing cabinets are locked and are accessible only to authorised individuals. We will not transfer your personal data outside of Ireland and the European Economic Area, including to jurisdictions whose data protection laws are not equivalent to Irish laws.
Emergency contact numbers will be kept by moderator safe and secure for use in the event of an emergency.
The choir and St. Pactrick’s Church Lucan uses a sign-in Roll which contains personal information. A roll is kept for Health & Safety reasons to ensure that everyone is safe in the event of an emergency. It is also used to monitor the membership to keep members list current and up to date and remove past members and delete personal information to comply with GDPR regulations.
Personal information in relation to child protection will be entered onto and maintained on the choirs and St. Pactrick’s Church Lucan’s data base and on the pastoral management system.
7. How long do we keep your personal data?
We retain your personal information for as long as necessary with regard to the purposes for which it was collected or lawfully further processed, or for so long as may be necessary in light of our legal obligations. All information held is in accordance with the diocesan retention policy which is currently being amended to ensure its compliance with the Data Protection Law 2018.
We keep your data only for as long as we need it. Specifically, we retain your information for the duration of your membership of the choir. If you are a minor, we will retain your information until you reach 18 years and it then will be deleted/shredded. Media consents will be kept only for as long as we need them.
8. How do we keep your information safe and accurate?
The choir and St. Pactrick’s Church Lucan is committed to ensuring your information is secure. In order to prevent unauthorised access or disclosure we have put in place suitable physical, electronic and managerial procedures to safeguard and secure your information. The choir and St. Pactrick’s Church Lucan uses technical and organisational security measures to protect your data from accidental or intentional manipulation, loss, destruction or access by unauthorised persons. Our security measures are continuously adapted in line with technological developments.
We seek to ensure that we keep your personal data accurate and up to date. However, you are responsible for informing us of any changes to your personal data and other information.
Unfortunately the transmission of information via the internet is not completely secure. Although we do our best to protect your personal data, any transmission via our website is ultimately at your own risk. Once we have received your information we will use strict procedures and security features to try and prevent unauthorised access to, or unlawful processing or disclosure of, such data.
On written request we will inform you about the data stored about you. Requests for access, rectification, erasure or blocking of personal data will be processed on the basis of applicable legal provisions. Please contact the moderator
9. What are your rights?
You have many rights under Irish Data Protection legislation with regard to the processing of your data.
You have the right to be informed about any personal data that we hold which relates to you, including how we acquired this data and the purpose for which it is used. The right requires that you will be given a copy of all personal data we hold on you when requested. This is known as a Subject Access Request.
To make a Subject Access Request you must complete a Subject Access Request form. No fee is required. The request will be processed as soon as the Subject Access Request form is returned and we will respond to you within one calendar month. Further information and a copy of the form is available from The moderator.
Under the Data Protection Acts 1988 and 2003 and the GDPR 2018 you have a right to have any inaccurate data held by us rectified free of charge. If you become aware of any inaccuracy in the personal data you have supplied to us please let us know in writing providing evidence of the correct information. We will then update our records accordingly. You can do this by contacting The moderator
In certain circumstances you have the ‘Right to be Forgotten.’ This means you can request that the Diocese removes any and all references to you from our electronic records and systems. We will comply with such requests in a timely manner, as required by the GDPR, unless other operational or legal obligations require us to retain such data for a particular purpose or period of time.
You have the right at all times to object to the processing of your personal data which you find intrusive, excessive or unwarranted. The Archdiocese will respect your right to do so but may need to continue such processing where required to do so by law or within the terms of an existing contractual agreement.
10. Further processing
If we wish to use your personal data for a new purpose not covered by this Data Privacy Notice we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary we will seek your prior consent to the new processing.
11. Review
This Privacy Statement explains the privacy policy that the Human Resources Department of the Archdiocese of Dublin has adopted. However, in legal terms it shall not be construed as a contractual undertaking. The Diocese reserves the right to review and amend this Statement at any time without notice and you should check this page regularly to view the most up to date Privacy Statement.
12. Further Information and Contact Details
Further information on your data privacy rights is available on the website of the Data Protection Commission www.dataprotection.ie
If you have any questions relating to the processing of personal data please contact The moderator
13. Contact Details
To exercise all relevant rights, queries of complaints please contact the moderator
You can contact the Data Protection Commissioners Office on 00353 57 8684800 or Lo-Call 1890 252 231 or by email at info@dataprotection.ie.
The postal addresses are:
Data Protection Commissioner
Canal House
Station Road
Portarlington
R32 AP23 Co. Laois
Dublin Office
21 Fitzwilliam Square
Dublin 2
D02 RD28
Ireland
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Data Protection Rules
Obtain and process the information fairly
Keep it only for one or more specified and lawful purposes
Process it only in ways compatible with the purposes for which it was given to you initially
Keep it safe and secure
Keep it accurate and up-to-date
Ensure that it is adequate, relevant and not excessive
Retain it no longer than is necessary for the specified purpose or purposes
Give a copy of his/her personal data to any individual, on request.
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