Data Protection Notice – UCC Governing Body Appointments

At University College Cork, we treat your privacy seriously. Any personal data which you provide to the University will be treated with the highest standards of security and confidentiality, in accordance with Irish and European Data Protection legislation and UCC’s  Data Protection Policy. This notice sets out details of the information that we collect in connection with election and selection processes for appointments to UCC’s Governing Authority, how we process it and who we share it with. It also explains your rights under data protection law in relation to our processing of your data.

Who we are

Throughout this Notice, “we”, “us” and “our” refers to the Office of Corporate & Legal Affairs, University College Cork. For more information about us, please refer to our website: https://www.ucc.ie/en/ocla/

How we collect your personal data

We collect your data from you when you complete and submit the nomination paper or expression of interest for the relevant election or selection process in connection with appointments to Governing Authority. It will be used by us only in accordance with the purposes outlined in this notice.

The purpose and legal basis for collecting your data

Any personal data you provide to us via the nomination or expression of interest processes will be processed fairly and lawfully.

It will be used for the purposes of the relevant Governing Authority election or selection process for which you have submitted a nomination paper or expression of interest as the case may be.

The Data Protection Acts allow us to process your data because you have provided your explicit consent. You are entitled to withdraw your consent at any time. If you do withdraw your consent, the Office of Corporate & Legal Affairs will no longer process your personal data in the context of the respective Governing Authority election and/or selection process and will take steps to delete all reference to your data securely. You should note that withdrawal of such consent may limit or eliminate the possibility of your participating in the relevant election/selection process.

Details of third parties with whom we share personal data

Your data will not be shared with any third parties other than:

• Election scrutineers appointed by the President and subject to an obligation of secrecy;
• Members of the Governing Authority or any Committee of Governing Authority established to assist it in the process of election/selection/appointment of its members (all such members being subject to a confidentiality agreement with the University); and
• For candidates participating in the staff elections to Governing Authority, the information on your Nomination Paper (other than staff number) will be published for voters in the voting portal/on the ballot paper.

Cross-border data transfers

Your data will not be transferred outside of the European Economic Area.

How long we will keep your data

In keeping with the data protection principles, we will only store your data for as long as is necessary. For the purposes described here we will store your data for the duration of the election/selection process, for the duration of the term of office for successful candidates in the election/selection process (in order to fill any casual vacancy which may arise) and the fact and details of your participation in the election/selection process will be retained with the University’s records in perpetuity.

Your rights

You have various rights under data protection law, subject to certain exemptions, in connection with our processing of your personal data, including the right:

• to find out if we use your personal data, access your personal data and receive copies of your personal data;
• to have inaccurate/incomplete information corrected and updated;
• in certain circumstances, to have your details deleted from systems that we use to process your personal data or have the use of your personal data restricted in certain ways;
• to object to certain processing of your data by UCC;
• to exercise your right to data portability where applicable (i.e. obtain a copy of your personal data in a commonly used electronic form);
• where we have relied upon consent as a lawful basis for processing, to withdraw your consent to the processing at any time;
• to not be subject to solely automated decision;
• to request that we stop sending you direct marketing communications.

If you wish to avail of these rights, please email: gdpr@ucc.ie or write to: The Information Compliance Manager, Office of Corporate & Legal Affairs, University College Cork, College Road, Cork.

You should note that withdrawal of consent or objection to certain processing may limit or eliminate the possibility of your participating in the relevant election/selection process. The tallying of votes by electronic means shall not constitute solely automated decision within the meaning of this Notice.

Questions or Complaints

If you have any complaints in connection with our processing of your personal data, you can contact UCC’s Information Compliance Manager (contact details as above).

You also have the right to lodge a complaint with the Data Protection Commission if you are unhappy with our processing of your personal data. Details of how to lodge a complaint can be found on the Data Protection Commission’s website (www.dataprotection.ie), or by telephoning (01) 765 01 00 or 1800 437 737.

In submitting the nomination paper or expression of interest for the relevant election or selection process in connection with appointments to Governing Authority, you understand and agree that your personal details will be used by the Office of Corporate & Legal Affairs for the purposes outlined above.