Data Protection Principles
Ignite and Urban Junction complies with the General Data Protection Regulation (GDPR) as implemented in May 2018. We aim to ensure that, when processing information belonging to individuals, we will use that data with integrity, appropriately, and sparingly. We will endeavour to ensure such data is accurate, not kept forever, and stored securely. Training in data protection is recommended for all our staff and volunteers who store and/or use people’s information. We will post this Privacy Notice in our building and on our website. We will review this policy every three years.
You have data protection rights that you can exercise over the information you give us. These rights include: to be informed how your data is being used; to have access to the information we hold about you; to have inaccuracies corrected; to have your information erased; to object to or restrict the ways we process your information, and; data portability (to receive your digital information in a useful format). There may be some legal restrictions on these rights, which we will explain as appropriate. If you feel your rights haven’t been upheld please contact us in the first instance, or you can communicate with the Methodist Church in Ireland (Secretary of Conference) at 1 Fountainville Avenue, Belfast BT9 6AN; Phone: (028) 9032 4554; E-mail: firstname.lastname@example.org.
Our Contact Details
If you need to get in touch with us please contact:
Urban Junction, 42 Main Street, Blackrock, Do Dublin A94 Y3X7
We may record and process some or all of the following personal information about you:
- contact details (address, phone numbers, e-mail address)
- date of birth
- photographs/video recordings
- Donations to Urban Junction
- health and medication
- next of kin details
- doctor’s details (children’s registration forms only)
- training undertaken with Urban Junction e.g. first aid (including copies of certificates received)
- child protection details for those volunteering with children or vulnerable adults e.g. vetting applications, disclosure records
- accident/incident report forms
We use this data (depending on which Urban Junction/Ignite groups you are a part of) so that we might:
- keep you informed about events at Urban Junction, eg by sending you occasional notices by post, e-mail or text message
- encourage you in your faith and provide pastoral care to you e.g. by visiting at your home, calling your telephone, or sending a text message or e-mail
- process your involvement in activities of Urban Junction/ignite, including groups that meet regularly as well as residential and other special trips
- give you the opportunity to give your time or money to the work of Urban Junction
- facilitate the organisation of Urban Junction and Ignite, eg by creating volunteer rotas, keeping records of training undertaken by volunteers
Legal Bases for Processing
Our legal bases for processing your data are ‘legitimate interests’ (for activities related to the everyday functioning of the church) [GDPR Article 6.1(f)] and ‘consent’ (for everything else) [Article 6.1(a)]. In a small number of instances we rely on ‘contract’ (for example, if we are your employer) and ‘legal obligation’ (for example, in relation to safeguarding issues).
When using ‘legitimate interests’ as the legal basis for using the information you have given us we will ensure it is for a genuine purpose, necessary for the smooth running of Urban Junction, and not invasive to your privacy. For all other purposes we will ask for your positive consent before processing your details.
Sharing Your Data
Only people appointed to specific roles within Urban Junction (for example, staff, group leaders, admin volunteers) can access your details, and what they can see is limited to what they need in order to carry out their role.
If you are appointed to a specific role within the life of Urban Junction we may publish your details (eg in announcement sheets, reports or on our web presence) or share them directly so members and other relevant individuals/organisations can contact you. This will cease when you step down from the role.
We occasionally post photographs and/or video taken at events on our websites ([www.urban-junction.com; www.ignite-network.ie]) and/or other online platforms ([facebook, youtube, twitter and Instagram]).
If you donate money to us using the Irish Charities Donations Scheme we will send details of those gifts to the Revenue Commissioners.
We will not share your information with any other third parties without your permission unless we have a legal obligation to do so. However, we may need to share your details within our umbrella body, the Methodist Church in Ireland, as follows:
- to comply with our Safeguarding policy when you volunteer with children and vulnerable adults.
- if your role within Urban Junction means you need to receive specific information related to that role.
Security and Retention
- We use Office 365/One Drive services for digital files, which have integrated appropriate security measures to keep your data safe, including instances where their servers are located outside of the EEA.
- To prevent unauthorised disclosure of your information, our paper-based records are kept in a locked cabinet/safe when not in use. Electronic and portable memory devices storing personal information are protected by passwords or equivalent security measures. Digital documents containing personal data are either encrypted or password-protected.
- Other than our permanent records (like Baptism and Marriage Registers, or Committee minutes) or details that need to be kept for legal compliance (such as Safeguarding notes, Incident Report Forms or Charitable Donation Scheme declarations), we will remove your information from our systems up to six years after your last personal contact with us (or after you turn eighteen years old if you are a minor).
- One-off consent forms (such as for annual group membership or booking for trips etc) will be destroyed/erased one year after their use.
Subject Access Request
You have the right to ensure our use of your data is lawful, and that the data we hold is accurate. If you would like to access the data we process about you, please write to us at:
Urban Junction, 42 Main Street, Blackrock, Do Dublin
In order to locate the information you are requesting and to ensure proof of your identity, please send us:
- Your name (including any names by which you used to be known) and Date of Birth
- Address (incl postcode), e-mail address(es), telephone number(s)
- Two pieces of identification that between them clearly show your name, date of birth and current address (eg passport, photocard driving license, birth certificate, recent bank statement/utility bill)
In response, and within one month at the latest, we will send to you:
- The personal data we hold on record for you
- The types of processing we do with your data
- The people/groups with whom your data will have been shared (or will be in the future)
- Our intentions regarding how long we might store your data
- OR our reasons for not providing your data
We will not charge for this service unless you make multiple requests within a short space of time.
You can learn about Data Protection principles, your rights, and more – including making a complaint about our handling of your data – from the Data Protection Commissioner (DPC) [visit www.dataprotection.ie, call (0761) 104 800 or write to The Data Protection Commissioner, Canal House, Station Road, Portarlington, Co. Laois R32 AP23]. Guidance for Methodist churches is available at www.irishmethodist.org/data-protection-resources [short link: http://bit.ly/DPresources].
Ed. May 2021