One Family Privacy Statement

One Family Privacy Statement

1. Short Privacy Statement

At One Family, we acknowledge and uphold your privacy rights in accordance with the Irish Data Protection Acts of 1988 to 2018 and the General Data Protection Regulation (GDPR) of the European Union’s 2016/679. Our privacy statement explains how we handle any personal information you share with us during your interactions with our teams and services.

Our full privacy policy, including details on how we use or share your information can be found at the [add link to the main (long) Privacy Policy)

This notice applies to our use of your information in connection with our services and all our related websites, domains, and apps that may be accessed by our clients, employees and third parties (collectively the “Services”).

 

We will only hold your personal information for as long as necessary.

 

2. What information do we collect when you use our services?

Client / Service User

In the course of providing the Services, we collect or receive information relating to you. This information about you could be for identification purposes, such as your name, address and your date of birth. We may also need to collect information about your education, health, lifestyle and history and what services you may access when you visit us. We may also collect payment information as part of our administrative, financial and operational processes.

Children Availing of Services

If your children are availing of services, we will need to collect and use information relating to your children. This information is required to allow us to provide services to your child or children. This information will be provided to us by the presenting parent or individual making the referral. All referrals come directly into One Family’s Parenting team to provide creative therapy (Separating Well for Children) and family support. We will also share this information with the Separating Well for Children programme when we engage with them following a referral from a presenting parent.

Employees / Third Party Contractors

We collect and use information relating to you. This information may include your name, job title, email address, registered body / organisation, professional details, medical history, employment history, training records and mobile phone number. We will also collect information about employees (our patients) from you and you should try to limit the personal information you give us to what you think is necessary for us to provide the Services.

Personal Data

This is data that identifies you or can be used to identify or contact you and may include your name, address, email address, telephone number and user IP addresses in circumstances where they have not been deleted, clipped or anonymised. Such information is only collected from you if you voluntarily submit it to us.

Non-Personal Data

Like most websites, we gather statistical and other analytical information collected on an aggregate basis of all visitors to our website. This Non-Personal Data comprises information will not be used to identify or contact you, such as demographic information regarding, for example, user IP addresses where they have been clipped or anonymised, browser types and other anonymous statistical data involving the use of our website.

 

3. How We Use This Information

 Non-Personal Data:
We use the Non-Personal Data gathered from visitors to our website in an aggregate form to get a better understanding of where our visitors come from and to help us better design and organise our website.

Cookies
when you use our website technical details in connection with visits to the website are logged by our internet service provider for statistical purposes. No information is collected that could be used by us to identify website visitors. Please see our Cookie Policy for further information.

Personal Data
We will process any Personal Data you provide to us as directed for the following purposes:

 

• Providing the Services:

We process your information as necessary to provide the Services requested. We will only hold your personal information for the purposes stated and only for as long as is necessary for these purposes.

Lawful basis: Contract

• Service improvement and development:

We process your information in order to improve our Services and for business planning purposes. For example, we may process information about how you use our Services in order to troubleshoot technical issues, predict service level demands and understand the features of the Services that are most popular. We may send you out feedback forms to complete after you have used our services by email / SMS.

Lawful bases: Contract & legitimate interests

• Safety and security:

We process your information as necessary to ensure we offer safe and secure Services, including to detect and prevent fraudulent and other illegal behaviour.

Lawful bases: Contract & legitimate interests

• Recruiting employees:

We process your information in order to determine your eligibility to work for the Company. For example, we may need to carry out checks in relation to your right to work in the Republic of Ireland or be required to make reasonable adjustments for disabled employees. We may process your information in order to make recruitment decisions in relation to both initial and subsequent employment opportunities.

Lawful bases: Legal & legitimate interests

• Legal and regulatory:

We process your information as required (a) for compliance with our legal and regulatory obligations (b) to detect, investigate, prevent, and address fraud and other illegal activity, security, or technical issues; (c) to protect our rights, property, or safety; (d) to enforce any contracts we have with you; (e) to prevent physical injury or other harm to any person or entity, including you and members of the public; and (f) for regulatory compliance and investigations. In addition, we may be legally required to share information with public bodies e.g. HSE, Revenue, An Garda Siochana, etc.

Lawful basis: Legitimate interests

• Marketing (with your consent)

We may send you updates, invites and marketing materials relating to the Services. If we do so, we will also collect information on your interaction with such communications.

Lawful basis: Contract

We do not capture and store any personal information about website visitors, except where you voluntarily choose to give us your personal details via email, or by using an electronic form, or enquiring about any of our services by telephone or in person.

We will use up to date industry procedures to keep personal data as safe and secure as possible to protect against loss, unauthorised disclosure or access.

 

4. Registration and Authentication

We may, in the future, require you to register with us in order for you to access further services. The information gathered will not be used for purposes other than those that are explicitly stated.

 

5. Information Sharing

Any personal information that you provide will be processed in accordance with the EU General Data Protection Regulation, as applicable.  It will be used by us and our partners to deliver and improve services and fulfil our statutory duties.

We will not disclose any personal information to any third parties unless allowed or required by law. Very occasionally we may need to share the personal information you have given to us with partner organisations or other government bodies.

Information will only ever be shared when it is strictly necessary to help us to provide effective services and your consent will always be sought if sensitive personal data is involved.

Sensitive personal data includes, but is not limited to, information about race, religious belief, trade union membership, or court proceedings. You may have the right to refuse. We will not pass this information onto any other parties unless required to do so by law.

There are some circumstances where your consent may not be sought, for example:

• To prevent serious harm to others
• To help prevent or prosecute a crime
• As a requirement of statute law or because a court has asked for it.

 

6. Security

The nature of the Internet is such that we cannot guarantee or warrant the security of any information you transmit to us via the Internet. No data transmission over the Internet can be guaranteed to be 100% secure. However, we will take all reasonable steps (including appropriate technical and organisational measures) to protect your Personal Data. We endeavour to ensure the highest level of security as regards your credit or debit card details, during your use of this site by using Secure Sockets Layer (“SSL Software,”) which encrypts information which you have inputted. You accept that any information or message you send to the site may be intercepted or read by others. You hereby acknowledge and accept that we have no responsibility and shall accept no liability whatsoever for loss, injury or damage occasioned by the interception by third parties of your transmissions, or the disclosure of information including but not limited to credit card numbers by any party with whom you transact, nor do we offer any guarantees, warranties or indemnities as to the security or otherwise of any information which you give us.

 

7. Your Rights

You have a number of rights in relation to your information that we process.

• Where we are processing data based on your consent, you have the right to withdraw consent at any time.

• You have the right to move, copy or transfer your personal information easily and safely from one IT environment to another, in some circumstances.

• You have the right to change your personal information if it is incomplete or inaccurate.
• You have the right to request the deletion or removal of your personal information in certain circumstances, including where it is no longer necessary for us to hold it for the purposes for which we are processing it.

• You have the right to ask us to restrict the processing of your information if there is disagreement about its accuracy or legitimate usage.

• If we process your information based on our legitimate interests explained above, or in the public interest, you can object in certain circumstances.
• You have the right to access your data.

Data subject access requests

If you would like more detail or a copy of the personal information that One Family keeps on file about you, please contact us at gdpr@onefamily.ie or 01 662 9212.

Anyone can make a request for a copy of the information that One Family keeps on file about them free of charge.

• You have the right to submit a complaint about our use of your information with the Data Protection Commission.

To exercise these rights or submit a complaint, please contact us at gdpr@onefamily.ie. If we fail to address your complaint, you can address any complaint to the Data Protection Commission.

Supervisory Authority           Office of the Data Protection Commissioner

Commissioners                          Dr. Des Hogan and Mr. Dale Sunderland

Postal Address                           Canal House, Station Road, Portarlington, R32 AP23, Co. Laois

Telephone                      +353 57 8684800 or +353 76 1104800

Lo Call Number                         1890 252 231

Fax                                     +353 57 868 4757

Email                                 info@dataprotection.ie

 

8. Changes to the website privacy policy

Any changes to this Website Privacy Policy will be posted on this website so you are always aware of what information we collect, how we use it, and under what circumstances, if any, we disclose it.

 

9. Confidentiality

One Family’s confidentiality policy is in line with best practice, and ‘Children First’ National Guidance for the Protection and Welfare of Children’ (Department of Children and Youth Affairs, 2011).