Privacy Notice

The Controllers of personal data herein are the Trustees for the time being of Students Harness Aid for the Relief of the Elderly “ S.H.A.R.E.”

S.H.A.R.E. respects your right to privacy and any personal information you submit to us whether through www. Sharecork.org (hereinafter called the “Website”) or otherwise will be treated in accordance with the EU General Data Protection Regulation and the Data Protection Acts 1988 to 2018 (as amended) (“Data Protection Laws ”).

SHARE is a registered charity founded in 1970 to support and provide residential services and care for the elderly.

The purpose of this Privacy Notice is to let you know how we may collect, process and protect any personal data collected about you through the Website or otherwise. Please read it carefully.

If you wish to discuss any matters relating to the processing of personal data do not hesitate to contact us at Info@sharecork.org

Who are we?

S.H.A.R.E. administrative offices are at the Brother Jerome Kelly Memorial Day Care Centre, located at 43 Sheares’ Street, Cork. T12 H64K

We provide care and residential services to the elderly by harnessing the talent and enthusiasm of students.

This notice sets out the basis on which any personal data we collect from you, or from others, will be processed by us. Please read the following carefully to understand our practices regarding your personal data and how we will treat it.

For the purpose of the Data Protection Laws:

The data controller is S.H.A.R.E. as an employer, as a service provider, as a registered charity and were dealing with suppliers and Volunteers.

Our data protection contact is the Head of Services, and she may be contacted at info@sharecork.org.

What personal data do we collect from you?

You may give us personal data or special category/ sensitive data by:

Engaging the services of S.H.A.R.E. Services Users supply us with information when they sign an application for housing form /admissions to day care form which may include the following: Your full name; your address; your various email addresses; your various phone numbers including mobile phone number, ; your nationality; gender, your address; financial information about you, including your bank account details, credit card details, or other payment details; details of your relationship to other parties; your date of birth; details of children ; medical details, including details of allergies and other health information; details of any car registration number; details of any driving licence; and details of your passport ,your employer and employer contact information references, criminal records checks, details of emergency contacts, CCTV images.
Student Volunteers engaging with S.H.A.R.E. may supply us with data including photographs only where they (and parents, if under 18) have provided consent in the confirmation of parental Student (under 18 years of age) Volunteer agreement consent form; Names of parents of volunteers; Age profile of volunteers; Contact information including mobile phone number and email address.

Corresponding with us by phone, e-mail or otherwise. We ask you to disclose only as much information as is necessary to provide you with services or to submit a question/suggestion/comment in relation to our website or our services filling in forms on www.sharecork.org (our website) such as the contact us form.
Applying to work with us. The type of information you may provide in your CV, a cover letter, your name, address, e-mail address and phone number. CVs should include information relevant to your employment history and education (degrees obtained, places worked, positions held, relevant awards, and so forth). We ask that you do not disclose sensitive personal information (e.g. gender, height, weight, medical information, religion, philosophical or political beliefs, financial data, photographs, pre-employment medical details) in your application. medical, it may be relevant to ask for reasons of safety, better to ask at interview or job offer stage.
Fundraising & Philanthropy: We work to secure philanthropic support for S.H.A.R.E.’s fund raising programme. In order to do this, we maintain a database that contains personal data collected by us during the course of its relationships with donees and other sponsors. The majority of the information we hold is obtained directly from you, but there may be some additional data which we have been obtained from publicly available sources. Unless you have requested otherwise, this Data will be used and processed for a range of engagement activities and programmes. This processing is carried out to assist us in securing funds for the provision of our charitable aims.
Interacting with us when you are a next of kin of one of our residents. The type of information we may collect includes your name; phone number; address and email address.
Using our facilities. CCTVs are used in some of our premises to monitor health and safety standards and for security. The CCTV system is operated in accordance with the provisions of the S.H.A.R.E.’s CCTV Policy.
We may also process other data, which is not personal data.
When you access our website your device’s browser provides us with information such as your IP address, browser type, access time and referring URL which is collected and used to compile statistical data. This information may be used to help us to improve our website and the services we offer, and to offer services to you.

What information about you do we obtain from others?

When you use our services, we may obtain the certain categories of personal data from others: to include Cork City Council Housing Department, the HSE, Revenue, your authorised Representatives. your GP; and/or your family members/next of kin.

Why do we collect this information?

We collect the information in order to provide you with our services, to market our services, to communicate with you, to improve our website and to recruit staff.

We will use this information:

Residents/Day Centre Clients:

To set you up as a resident or day care client on our systems.
To provide you with our services.

Candidates/Volunteers/Employees:

To create a candidate profile for you if you are a prospective employee or volunteer.
To process employment and volunteer applications, including by assessing qualifications, verifying information, conducting reference or other employment-related checks, and notifying you of future opportunities that might be of interest to you.

Website users:

To administer and improve our website and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes.
As part of our efforts to keep our website safe and secure.
To measure or understand the effectiveness of communications with you and others, and to deliver relevant information to you.

Charitable partners/ Données

To promote our services.

The legal bases for the processing of your personal data are:

Processing necessary for the performance of a contract which you have entered into with us or to take steps at your request prior to entering into a contract.
That you have provided consent for the processing for one of more specified purposes such as communication of information for example when you fill out consent to receiving material and or consent for photographs to be taken and used.
Processing necessary for compliance with a legal obligation to which we are subject.
Processing necessary for the purposes of the legitimate interest which we pursue in providing you with services and proposals about our services where such interests are not overridden by your interests or fundamental rights or freedoms which require the protection of your information.
The processing is necessary for compliance with a legal obligation to which we are subject (for example, we are legally obliged to report certain information as part of our Elder Protection and Child Protection policies and statutory obligations

The legal bases for the processing of your special category data or sensitive data (for example medical data) are:

That you have explicitly provided consent.
Processing necessary for compliance with a legal obligation to which we are subject.
The processing is necessary in the context of health care or treatment and for the purposes of medical diagnosis (Article 9(2)(h) of the GDPR and Section 52 of the Data Protection Act 2018);
The processing is necessary in order to protect your vital interests where you are physically or legally incapable of giving consent (Article 9(2)(c) of the GDPR);
The processing is necessary for the purpose of legal advice, legal proceedings or is otherwise necessary for the establishment, exercise or defence of legal rights (Article 9(2)(f) of the GDPR and Section 47 of the Data Protection Act 2018);
The processing is necessary in the public interest in the area of public health (Article 9(2)(i) of the GDPR and Section 53 of the Data Protection Act 2018).

Student’s data:

We do collect and manage information about students and aim to manage it in a way which is appropriate to the age of the individual student. Information is usually collected when student volunteers. Where possible and appropriate we will seek consent from a parent, teacher or guardian before collecting information about students.

Garda Vetting

As stipulated in The National Vetting Bureau (Children and Vulnerable Persons) Acts 2012 to 2016 all SHARE staff, volunteers, voluntary officers and other individuals who provide services to SHARE and who interact with children or vulnerable persons must be vetted by An Gardaí Síochána.

Garda Vetting is a procedure through which An Garda Síochána is asked, with a person’s permission, to disclose any information held on Garda file. The vetting process requires the provision of verified proof of identify and proof of address by all vetting candidates and, subsequently, checks by An Gardaí Síochána of their records.

The purpose for processing your personal data in this context is that it is necessary to comply with our legal obligations under the National Vetting Bureau (Children and Vulnerable Persons) Acts 2012 to 2016.

Videography and Photography:

When you attend an event with S.H.A.R.E. you may be photographed and/or filmed/recorded due to your presence at the event by S.H.A.R.E. or by any third party authorised by S.H.A.R.E. . The images resulting from the photography, videography or recordings, and any reproductions or adaptations of same, may be used for promotion, publicity and/or other purposes.

By attending at S.H.A.R.E. for such events, you acknowledge that event run by S.H.A.R.E. is in a public place and that you may have a reduced expectation of privacy. While you have a right to object to your inclusion in any photographs or video footage, any such objection must be balanced against the legitimate interests pursued by S.H.A.R.E. and/or third-party media outlets and broadcasters.

Your Rights

As an individual, under EU law you have certain rights to apply to us to provide information or make amendments to how we process personal data relating to you. These rights apply in certain circumstances and are set out below: –

The right to access data relating to you (‘access right’).
the right to rectify/correct data relating to you (‘right to rectification’).
The right to object to processing of data relating to you (‘right to object’).
The right to restrict the processing of data relating to you (‘right to restriction’).
The right to erase/delete data relating to you (i.e. the “right to erasure”). and
The right to ‘port’ certain data relating to you from one organisation to another (‘right to data portability’).

These rights are not absolute and only apply in certain circumstances. You may exercise any of the above rights by contacting info@sharecork.org

You may lodge a complaint with your local supervisory authority with respect to our processing of your personal data. The local Supervisory Authority in Ireland is the Data Protection Commission. The website is www.dataprotection.ie

Please note that when you become a resident or day care client at S.H.A.R.E. or otherwise use our services, the processing of your information will become a condition of the contract between us or the provision of our services as we require certain information in order to be able to provide you with our services (e.g. contact information/health related information etc.). In those circumstances, if you do not provide your information when requested, we may be unable to provide our services to you.

Postal Marketing

We may market to you by post. If you wish to be removed from our list (opt-out), at any time, you can do so by contacting us.

Digital Marketing

You may opt to receive electronic or telephonic marketing communications from us which we consider may be of interest to you. You will be asked to opt-in if you wish to receive these. If you wish to be removed from our list (opt-out), at any time, you can do so by clicking on the unsubscribe link at the bottom of each communication you receive from us. You can also opt out by contacting us at info@sharecork.org.

List of services

We require the information we collect to understand your needs and provide you with a better service, and in particular for the following reasons:

The everyday running of our facilities, provide care and residential services to the elderly and to carry out our charitable aims.
Internal record keeping and administration.

We may use your personal data to send you information relating to our services, events and products which may be of interest to you. If you do not want us to use your data in this way, please notify us to that effect.

Data Retention

We keep your personal data for as long as is necessary for the performance of the contract between you and us and to comply with our legal obligations. If you no longer want us to use your Data to provide this service to you, you can request that we erase your personal data and close your account with us. Please note that if you request the erasure of your personal data:

We may retain some of your personal data as necessary for our legitimate business interests, such as fraud detection and prevention and enhancing safety.
We may retain and use your personal data to the extent necessary to comply with our legal obligations.
Because we maintain our records to protect from accidental or malicious loss and destruction, residual copies of your personal data may not be removed from our backup systems for a limited period of time.

Do we transfer your information outside the European Union or European Economic Area?

We will, from time to time, make use of services provided by 3rd parties for the delivery of our services which may necessitate the transfer of personal data outside the EU/EEA. For example, we use a variety of cloud-based tools. Where data needs to be transferred or processed outside the EU/EEA, we chose providers who process data on the basis of Standard Contractual Clauses

An Adequacy Decision from the European Commission.

Some jurisdictions may not have adequate safeguards for the protection of personal data, and where this is the case, we comply with Chapter 5 of the General Data Protection Regulation (“GDPR”) to provide an alternative method of safeguarding your personal data.

Disclosure of your information

We may disclose your personal data to third parties who provide a service to us, or if we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or to protect our rights, property, or safety of staff volunteers or residents.

Currently we disclose your personal data to the following providers:

Your Authorised representatives
Third parties with whom: (i) we need to share your information to facilitate transactions you have requested, and (ii)you ask us to share your information.
Statutory and regulatory bodies (including central and local government) and law enforcement authorities in order to comply with any applicable laws, grant applications and / or court orders.
Health professionals (who are not employed by SHARE), independent consultants and/or hospitals and the HSE that require your personal data as part of the provision of medical care and treatment.
Regulatory bodies where we are legally obliged to disclose information to these entities. For example, the HSE, the Revenue Commissioners and the Charities Regulator; a death must be reported to the Coroner and an adverse drug reaction to the Irish Medicines Board. For research purposes, your information may be disclosed, in anonymised form to the Health Research Board and the Economic and Social Research Institute (ESRI);
outsourced service providers
Service providers who provide us with marketing including online marketing services, Wi Fi services, website and online platforms, and subcontractors who provide a service to us, and sub processors.

We attach at Schedule 1 a list of some of the entities with whom your personal data is shared. A full list is available on request.

In addition, we may disclose your personal data to third parties If we are under a duty to disclose or share your information in order to comply with any legal obligation, or in order to enforce or apply our terms of use and other agreements; or to protect our rights, property or safety and that of our service users or others.

Security and Payments

We are committed to ensuring that 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 the information we collect online.

As payments are handled via Stripe or Go Fund Me.

We may need to collect the following information, as it is necessary for the adequate performance of the contract with you and to comply with applicable law (such as anti-money laundering regulations).

Payment Information. When you make payments, we require certain financial information (like your bank account or credit card information) in order to process payments and comply with applicable law.
Identity Verification and Other Information. We may require identity verification information, in order to verify your identity and comply with applicable law.

How we use the payment data collected

Enable you to pay for our products and services.
Detect and prevent fraud, abuse, security incidents, and other harmful activity.
Conduct security investigations and risk assessments.
Conduct checks against databases and other information sources.
Comply with legal obligations (such as anti-money laundering regulations).
Enforce our payment terms.

We process this information in our legitimate interest in providing goods and services and where it is necessary for the adequate performance of the contract with you and to comply with applicable laws.

Security of Information

We understand how important the security and confidentiality of your information is to you. It is our aim is to protect your personal data under our control.

Even so, S.H.A.R.E. cannot guarantee the privacy or confidentiality of information relating to you passing over the Internet. In accessing S.H.A.R.E.’s website and in availing of any of the services/information available on or via this website, you accept and are deemed to accept that electronic mail messaging and Internet communication may not be free from interference by third parties and may not remain confidential. The use by you of S.H.A.R.E.’S website is at your sole risk.

However, we do take all reasonable steps (including appropriate technical and organisational measures) to protect your personal data. You may inform us of any changes in your personal data, and in accordance with our obligations under the Data Protection Laws we will update or delete your personal data accordingly.

To find out what personal data we hold on you or to have your personal data updated, amended or removed from our database, please contact us our Head of Services at info@sharecork.org.

Changes to Privacy Notice

There may be occasions in the future that we may change our Privacy Notice and you should check this Privacy Notice on a regular basis for any such changes.

Links Pages

Some of the pages on this Website contain hypertext links to websites not maintained by S.H.A.R.E. They are merely suggested websites which may be of interest to visitors to our website.

Please be reminded that different terms and conditions of use will apply to you as a user of these websites. In addition, such websites may not have the same privacy standards that S.H.A.R.E. maintains.

Contacting us

If you have any questions about this Privacy Notice, please contact us at info@sharecork.org

Date April 16th, 2024

Schedule 1

We have set out below a list of some of the third parties with whom we share your Personal Data.

Third party name	Description of services provided
Web hosting	Blacknight
IT Support	Radius Technologies
Payments	Stripe and Go Fund me
Email Service Providers	Microsoft