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Data Protection Notice for Alumni Portal
This privacy notice explains how Institute of Art Design and Technology (IADT) collects, stores, uses and shares your personal data. It also explains your rights in relation to the personal data we hold. IADT is the Data Controller of your personal data and is subject to the Data Protection Acts 1988 to 2018 and the General Data Protection Regulation 2016/679. For further information on the Institute’s Data Protection Policies and Procedures, please see our website https://iadt.ie/about/your-rights-entitlements/gdpr/ For information on your rights as a Data Subject, please see the website of the Data Protection Commission https://www.dataprotection.ie/
Our Work
The Alumni Office exists to communicate IADT’s activities, Institute views, latest news, and points of excellence with staff, stakeholders, students, alumni, friends, and current and past supporters of IADT, and to raise philanthropic funds to support key capital projects, scholarships and widening access programmes, academic research, and a range of projects to enhance the teaching and learning environment for our students and the IADT community. We do this by providing information through a range of online and offline channels including publications, events, press releases, social media, and email. To do this, we maintain a database that contains personal data collected by IADT during our relationship with our stakeholders, staff, students, alumni, and friends. Much of the information we hold will have been obtained directly from you via our website’s registration or update your profile.
Purpose
The purpose of this privacy notice is to inform you how IADT Alumni Office uses the personal data we collect, process, hold, and share about you
IADT Alumni Office cannot reach out to you, without making use of your personal data (GDPR - ‘personal data’ means 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, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person). The processing of this data is carried out in accordance with the General Data Protection Regulation (GDPR) the Data Protection Acts 1988-2018 and IADT’s Data Protection Policy and IADT is the Data Controller for personal data we process about you. IADT takes its obligations to protect personal information and to uphold the rights and freedoms of individuals seriously.
The contact details of IADT’s Data Protection Officer: dataprotection@iadt.ie
What information do we collect about you?
The types of personal data held by IADT include:
• Contact Information: Email addresses, phone numbers, physical addresses.
• Identification Details: Full names, date of birth, gender, student number
• Academic Records: Degrees obtained, graduation dates, academic achievements.
• Employment Details: Job titles, employers, career progression.
• Engagement History: Participation in events, donations, volunteer activities.
• Your current interests and activities (if provided by you)
• Details of alumni interactions with the Institute, including:
o personal data provided by you for a specific purpose (e.g. disability and dietary preferences for event management purposes)
o your communication preferences, to help us provide tailored and relevant communications
o non-financial support that you provide to IADT (e.g. volunteering, participation in panel discussions, as a speaker, mentoring etc)
• Financial Information: Donation history, pledges, payment details.
• Details of correspondence we have sent to you and any responses we have received from you, including your responses to Alumni Surveys
We keep records of
• all communications between you and the Institute, including data updates you have provided and Institute marketing materials.
• any volunteering activities you have expressed interest in and carried out on behalf of the Institute.
• the history of Institute-related event invitations and whether you have attended, whether you have received and/or opened/clicked on our marketing emails to help tailor further communication with you.
• your donation history and donor status.
Sensitive (special categories of) personal data
The Alumni Office does not normally hold special categories of personal data. However, we may have such information if you provide it to us directly, for example, so we can make appropriate adjustments for a disability at an IADT event or volunteering activity.
In addition to the normal standards of confidentiality, we also carefully control access to sensitive data within the Institute so that it is only available to people who require it to perform their duties.
How your information is collected
The information we hold has been provided from the Institutes’ student records, by you at graduation, when you have attended an IADT event, when you have donated to the IADT, or from direct updates you have provided to us through the via our website’s registration or update your profile facility. We always aim to keep your details up to date so that you receive the most relevant information and can choose the communication channels that suit you best. We may undertake some limited profiling, using your data (such as your postcode, subject of study, age, gender, and level of engagement with the Institute) to help us plan our activities, and determine if we should contact you with certain communications, or information about activities and fundraising opportunities. You can unsubscribe to communications at any time through the unsubscribe button on communications or by emailing alumni@iadt.ie
How do we use the information about you?
We use your information to:
• send you publications, e-newsletters, and invitations and provide you with information on volunteering opportunities.
• provide you with information on reunions and alumni gatherings and to give support if planning a reunion.
• develop and support our national and international network of alumni groups, providing opportunities to connect, network, and support the work of the Institute as ambassadors.
• share stories and memories (with permission) in support of the IADT community.
• conduct surveys, focus groups, and other research.
• promote the work, projects, activities, and objectives of the Institute and share our exciting news and research.
• promotion of services for alumni, including relevant courses and degree pathways.
• further our charitable objectives by helping us to raise funds or by asking you to donate.
• undertake administrative activities such as event and donation management and stewardship (including necessary due diligence).
To support all of this, we have a database that contains personal data collected by the University during our relationship with our students, alumni, and supporters.
Does IADT share your data with any Third Parties?
Where we use third parties to process personal data, a written contract or appropriate data-sharing agreement will be put in place to set out the purposes for which the information can be used and the security measures that must be in place.
Transfer of Data to other countries
In the course of personal data processing, some information may be transferred to countries outside the European Economic Area (EEA) on the basis that transfers are protected either by an adequacy decision or by standard contractual clauses adopted by the European Commission.
How long do we hold your information for?
We will hold your core alumnus record and any subsequent updates to the information held in that record indefinitely unless you request to have your data deleted from the Alumni database. Please see below for how to request that your data be deleted.
Legal Basis
IADT uses the following legal bases for processing your personal data:
Consent
Where appropriate, IADT will ask you for your consent before it makes use of your personal data. (Consent means any freely given, specific, informed, and unambiguous indication of the data subject's wishes by which he or she, by a statement or by a clear affirmative action, signifies agreement to the processing of personal data relating to him or her). If consent is withdrawn, IADT will stop making use of your personal data, unless there is a requirement to do so under law.
Legitimate interest
IADT may make use of personal data when this is judged to be in the legitimate interests of IADT and where this is not overridden by the interests and rights or freedoms of the data subjects.
Legal obligations
In a small number of instances, IADT may be required to make use of personal data in instances where there is a statutory obligation to undertake activities e.g., ensuring that donations are not subject of fraudulent acts.
What are your rights under Data Protection Law?
You have the following rights, subject to certain exemptions, in relation to your personal data:
| Right | Explanation |
| Information | The right to be informed about the data processing the Institute does. |
| Access | The right to receive a copy of and/or access the personal data that the Institute holds about you. |
| Portability | You have the right to request that the Institute provides some elements of your personal data in a commonly used machine-readable format in order to provide it to other organisations. |
| Erasure | The right to request erasure of personal data where there is no legitimate reason for the Institute to continue to process your personal data. |
| Rectification | The right to request that any inaccurate or incomplete data that is held about you is corrected. |
| Object to processing | You can object to the processing of your personal data by the Institute in certain circumstances, including direct marketing material. |
| Restriction of processing concerning the data subject |
You can request the restriction of processing of personal data in specific situations where: (i) You contest the accuracy of the personal data (ii) You oppose the ersasure of the personal data and request restriction instead (iii) Where the Institute no longer needs the data but are required by you for the establishment, exercise or defence of legal claims. |
| Withdraw Consent | If you have provided consent for the processing of any of your data, you have the right (in certain circumstances) to withdraw that consent at any time which will not affect the lawfulness of the processing before your consent was withdrawn. This can be done by contacting the Department who obtained that consent or teh Institute's Data Protection Officer. |
| The right to complain to the Data Protection Commissioner | You have the right to make a complaint in respect of our compliance with Data Protection Law to the Office of the Data Protection Commissioner. |
In order to exercise any of the above rights please contact us using the contact details set out below.
Data Retention
The Institute will retain your personal data in accordance with our Records Management, Retention and Destruction Policy. The policy operates on the principle that we keep personal data for no longer than is necessary for the purpose for which we collected it. It is also kept in accordance with any legal requirements that are imposed on us. This means that the retention period for your personal data varies depending on the type of personal data.
Security – How we Protect your Personal Data
The Institute is committed to ensuring that your personal data is secure with us and with the data processors who act on our behalf. We are continuously taking technical and organisational steps to better protect your information.
Website Privacy Policy
The IADT website privacy policy explains how data may be gathered about users of the Institute’s website.
Questions & Complaints
If you are unhappy with the Institute’s handling of your personal data, or believe that the requirements of the Data Protection Act or GDPR may not be fully complied with, you should contact the Institute’s Data Protection Officer in the first instance. You also have the right to submit a complaint to the Data Protection Commissioner.
How to contact us
Data Controller:
Please contact us if you have any questions about the information we hold about you or to request a copy of that information.
Data Protection Officer, IADT –
• By email: dataprotection@iadt.ie
• In writing: The Data protection Officer, IADT, Kill Avenue, Dun
• Tel: Tel: +353 1 239 4947
Office of the Data Protection Commissioner:
• www.dataprotection.ie
• By email: info@dataprotection.ie
• In writing: Data Protection Commission, 21 Fitzwilliam Square South, Dublin 2, D02 RD28
• Tel: +353 57 868 4800 or +353 761 104 800
Address
Institute of Art, Design + Technology
Kill Avenue, Dún Laoghaire
Co. Dublin, Ireland, A96 KH79