Barnardos is committed to protecting your privacy. This Privacy Notice (‘Notice’) sets out the types of personal information we collect, how we collect and process that information, who we share it with in relation to the services we provide and certain rights and options that you have in this respect.

Who is responsible for your personal data?

Barnardos is responsible for your personal data. Barnardos is a registered charity that provides practical and professional supports for children, young people and families. Our registered charity number is 20010027 and our registered office is located at 4 Christchurch Square, Dublin 8, D08 DT63. For the purposes of applicable data protection law, in particular, the General Data Protection Regulation (EU) 2016/679 (the ‘GDPR’) your data will be controlled by Barnardos.

Contact Details

Questions, comments and requests regarding this Notice are welcomed and should be addressed to Data Protection Officer, Barnardos, 4 Christchurch Square, Dublin 8, D08 DT63, by email to [email protected] or you can phone: (01) 4530355.

You have the right to lodge a complaint to the Data Protection Commission (DPC) if you consider that processing of your personal data is contrary to the GDPR. We would appreciate the chance to deal with any concerns you may have before you approach the DPC, so please feel free to contact us first.

Changes to our Privacy Notice

We reserve the right to update and change this Notice from time to time in order to reflect any changes to the way in which we process your personal data or changing legal requirements. If we make any significant changes, we will post a notice on our website.

Information we transfer

Barnardos may transfer the personal information we collect to countries outside the EU. We may transfer the personal information collected to countries outside of the EU.  Where there is no adequacy decision  by the European Commission in respect of any such country, Barnardos will put in place appropriate measures to ensure that your child’s and your data receives an adequate level of protection.  These measures will include the use of the model contractual clauses as approved by the European Commission to ensure personal information is treated by those third parties in ways that are consistent with respect to EU and Irish Laws on Data Protection.

Purpose of data collection

Overall, the purpose of data collection in Barnardos is to:

1. Promote Equality and Fairness
2. Tailor Services to Diverse Needs
3. Monitor and Evaluate Equality Outcomes
4. Support Research and Policy Development
5. Enhance Community Engagement and Trust
6. Comply with Anti-discrimination Laws and Regulations

How long we keep your personal data

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. If you want to learn more about our specific retention periods for your personal data established in our retention policy, you may contact us using the contact details provided below. Upon expiry of the applicable retention period, we will securely destroy your personal data in accordance with applicable laws and regulations.

Some information may be kept permanently or for a very long period of time – this retention period can only be selected in cases where there is a business need to keep records indefinitely.

Your rights

You have various rights with respect to our use of your personal data:

• Access: You have the right to request a copy of the personal data that we hold about you. There are exceptions to this right, so that access may be denied if, for example, making the information available to you would reveal personal data about another person, or if we are legally prevented from disclosing such information. You are entitled to see the personal data held about you. If you wish to do this, please contact us using the contact details provided below.
• Rectification: We aim to keep your personal data accurate, current, and complete. We encourage you to contact us to let us know if any of your personal data is not accurate or changes, so that we can keep your personal data up to date.
• Erasure: You have the right to erasure of your personal data when the personal data is no longer necessary for the purposes for which it was collected, or when, among other things, your personal data have been unlawfully processed.
• Restriction: You have the right to restrict processing of your personal data.
• Portability: You have the right to request that some of your personal data is provided to you, or to another data controller, in a commonly used machine-readable format.
• Objection: In certain circumstances, you also have the right to object to processing of your personal data and to ask us to block, erase and restrict your personal data. If you would like us to stop using your personal data, please contact us.
• Automated individual decision making: You have the right not to be subject to a decision based solely on automated processing, including profiling, which produces legal effects concerning you.

Security of your personal data

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. We have also put in place procedures to deal with any suspected personal data breach and will notify you and the regulator of a breach where we are legally required to do so.

The data that we collect from you may be transferred to, and stored at, a destination outside the European Economic Area (“EEA”). It may also be processed by staff operating outside the EEA who work for us or for one of our suppliers. In order to safeguard your information, we will make any such transfers in strict compliance with data protection legislation. If an adequacy rule is not in place between the EU and the country in which our processors are established, the following data protection transfer mechanisms will be in place:

• Standard contractual clauses in our contracts with our service providers ensuring that any personal data leaving the EEA will be transferred in compliance with EU data-protection law.
• Binding Corporate Rules.

Barnardos will take all reasonable steps necessary to ensure that your personal data is processed securely and in accordance with this Privacy Statement.

All information you provide to us is stored on secure servers. Any payment transactions will be encrypted using SSL technology. Where we have given you (or where you have chosen) a password which enables you to access certain parts of our site, you are responsible for keeping this password confidential. We ask you not to share your password with anyone.

Your personal data is held on a secure server hosted by our hosting service provider, Blacknight. The nature of the Internet is such that we cannot 100% guarantee or warrant the security of any information you transmit to us via the Internet to be secure. However, once we receive your personal data, we take all reasonable technical and organisational measures to protect personal data from loss, misuse, alteration or destruction and to prevent any unauthorised or unlawful disclosure or processing. 

Cookies

Barnardos website uses certain cookies on its website. To learn more about our use of cookies please check out our Cookie Policy.

Website-related transfers

We will not trade your personal details with third parties.

We may share your information with selected third parties including:

• Third parties such as Worldnet, Global Payments, Koha Library Management System, MailChimp, Eventbrite, Typeform etc., to allow us to process your donation or purchase and/or provide you with the service you have signed up for.
• Business partners, suppliers and sub-contractors for the performance of any contract we enter into with them or you.
• Analytics and search engine providers that assist us in the improvement and optimisation of our site.
• Where we are required to disclose it in order to comply with any applicable law, a summons, a search warrant, a court or regulatory order, or other statutory requirement. 
• Where data is transferred to another party, we ensure appropriate technical and organisational safeguards are used to protect your personal data.
• Advertisers and advertising networks that require the data to select and serve relevant adverts to you and others. We do not disclose information about identifiable individuals to our advertisers, but we may provide them with anonymised, aggregated information about our users.

 

Specific notices

Children and Adult Services

Personal data we collect from people who use our children, young people’s and adult services

Barnardos will collect information about you and/or your family if you receive one of our services. You may also be given information by your service regarding the personal data they keep about you and what happens to it. We collect and process identity and contact data, including your name, address, telephone number, email address and information such as your date of birth, school, age, and location. We may collect who is in your family and what your contact is with them. We may record information about your support needs and the service provided to you, including case reporting, plans, and reviews, as well as your contact preference and consents, if relevant. We may also record information such as reasons for attending a service, reports to and from other agencies (e.g. school reports), attendance records, photographs, video, and audio recordings. The information we collect, and process will depend on what service you or your child is receiving from Barnardos.

Special category information

In the course of our services (e.g. where we might undertake an initial assessment) we may process special categories of data that relate to you (that is, information about your racial or ethnic origin, religious beliefs (for understanding of practices), physical or mental health, sexual orientation. Special category data is a more sensitive type of data and are subject to additional safeguards. This information will be treated with a high level of care and we will explain why we are collecting it. Special category data will generally only be used with your consent (usually at start of our engagement with you) or as permitted by applicable legislation.

Why do we collect your personal data?

We collect your personal data in order to provide services to you, to ensure the safety of our staff and children under our care, to report on progress, and to assess the quality of our services.

We process your data in accordance with our legitimate interests in providing high quality, safe and efficient services. Where relevant, we also carry out processing in order to perform tasks that are in the public interest, and if required (and where appropriate) we may also obtain your consent to process your data. Where we rely on your consent for processing, you have the right to withdraw your consent at any time. This does not affect the lawfulness of our processing before such withdrawal.

We process personal data for research activities in order to provide evaluation of our services. Research allows us to ensure our services, programmes and campaigns support children and families as effectively as possible. We rely on our legitimate interest in providing the best possible service as our lawful basis for such research.

Who do we share your personal data with?

Only the Barnardos staff who need to know your information access it. If you are working with more than one Barnardos service, the staff in those services will access your information, if needed to complete their work. To make sure we are giving you the best service, we may sometimes need to share, or request information about you from other agencies that work with you for example, schools, health professionals, or other services you are engaged with. Where appropriate we will seek consent (at the start of our engagement process) before sharing any information about you with other agencies that work with you. However, we may be required to share your data for legal reasons, for example a court order, or with other organisations if we believe that you or a child is at risk of harm.

There may be occasions when we will ask you for consent to use your data, for example to help us inform the public about our work, to help you access other services, or for the purpose of research. In these situations, we will explain to you exactly how your data will be used. You have the right to withdraw your consent at any time.

Under Children First legislation we are legally required to report concerns to the Social Work Department and at times the Gardaí as appropriate.  We will advise you when this is happening, unless there is an increased risk to a child in so doing.

 

Barnardos Guardian ad Litem Privacy Notice

The information gathered by court appointed Barnardos Guardian ad Litem about your child/children and how it is used, is governed by Data Protection law.  Barnardos Guardian ad Litem uses a mixture of employed staff and contractors to provide Guardian ad Litem services to children and young people in Ireland.  This Privacy Notice explains what personal information the Guardian ad Litem appointed to your child/children records, why it is recorded and how it is used.

Barnardos GAL service

Where the Guardian ad Litem appointed to your child/children is an employee, Barnardos is the data controller for this information and are responsible for ensuring its safe keeping in line with Data Protection Law. 

Where Guardian ad Litem appointed is a contractor with Barnardos providing support services

Where the Guardian ad Litem appointed to your child/children is a contractor, they are the data controller for this information and are responsible for ensuring its safe keeping in line with Data Protection Law.  Barnardos Guardian ad Litem service is contracted by the Guardian ad Litem to act as data processor in relation to this information and provides a range of services to the Guardian ad Litem to support the safe keeping of your child’s data. This Privacy Notice explains what personal information the Guardian ad Litem appointed to your child/children records, why it is recorded and how it is used.

What information does the Guardian ad Litem record?

Due to the nature of the Guardian ad Litem’s work in child care court proceedings, they often record sensitive information as well as more general information. This includes information such as

• Personal data (such as name, date of birth, address, phone number)
• Who is in your child’s family
• Why there are court proceedings in relation to your child
• Any contact they have with your child and you
• Reports to Court on their work with your child
• Reports to and from other agencies (e.g. social work reports, school reports, information from other services such as mental health or addiction services)
• Notes of when they met with your child
• Notes of when they met with you
• Any workbooks your child completes with the Guardian Ad Litem
• Correspondence (e.g. emails, letters) from you, your child or other parties involved in the case to the Guardian Ad Litem
• Other relevant information including- court orders, care arrangements
• Special data including racial or ethnic origin, gender, religious beliefs and data concerning health.

Why do they collect this information and what is their legal basis for doing so?

Barnardos Guardian ad Litem service and the Guardian ad Litem contractors gathers and records this information on the work with your child:

• To provide your child with a suitable service
• To report to the Court as required

Only the Guardian Ad Litem and appropriate Barnardos personnel will be able to access your child’s file. Details of your child’s case may be discussed with a practice manager or supervisor to ensure that the appropriate service is provided to your child.

The legal bases for processing your personal information are;

• Compliance with a court order appointing the Guardian ad Litem and requiring the Guardian ad Litem to provide regular Court reports updating the court on their work with your child
• Compliance with a legal or regulatory obligation that applies to the Guardian ad Litem or Barnardos, including but not limited to Children First Act 2015 and Company Law
• Our legitimate interests in conducting our business in ensuring the proper management and functioning of Barnardos.

How is the information collected?

The information is collected in a number of ways including:

• Directly from your child and you, your legal representatives
• From meetings with TUSLA staff and other professionals and access to your child’s social work and care records
• From meetings with other relevant people such as foster carers and family members
• From Court Reports served in the proceedings
• Through data sharing between agencies, health professionals, investigatory bodies, the Gardaí, or other relevant organisations.

Who does Barnardos Guardian ad Litem service and the Guardian ad Litem contractors share the information with?

Case Files

In order to ensure the privacy of the individuals involved in Child Care Proceedings, all information gathered and discussed in Child Care proceedings is subject to the in camera rule and the information is gathered by the Guardian ad Litem  for the child care proceedings only.  Information is shared with the court and with the other parties involved in the case.

In most circumstances, it cannot be shared further even with your consent, as information relating to proceedings cannot be disclosed without the permission of the court. However, it may sometimes be shared with another professional working with your child or you where the court has agreed that it is necessary (such as a psychologist carrying out an assessment of your child or you).

In order to provide the court with the information it requires it will be necessary at times to share or request information regarding your child or you from other agencies such as social work, schools, health professionals, or other services your child or you are engaged with.

The Barnardos Guardian ad Litem service or the Guardian ad Litem contractor will seek permission from you before seeking information about you with any other agencies that you work with or attend.

Sometimes it may be necessary to apply for a court order in order that the Barnardos Guardian ad Litem service or the Guardian ad Litem contractor can seek information in relation to your child or you and they will always tell you if this is the case and you will have the opportunity to let the court know your view on this.

General

The Barnardos Guardian ad Litem service or the Guardian ad Litem contractor may share your information with selected third parties including:

• Business partners, suppliers and sub-contractors for the performance of any contract entered into with them or you

• Where the Guardian ad Litem is  required to disclose it in order to comply with any applicable law, a summons, a search warrant, a court or regulatory order, or other statutory requirement. 

Where data is transferred to another party, the Barnardos Guardian ad Litem service or the Guardian ad Litem contractor ensures appropriate technical and organisational safeguards are used to protect your personal data.

Children First

The Barnardos Guardian ad Litem service and the Guardian ad Litem contractor are legally required to report child welfare or child protection concerns to the Social Work Department and at times the Gardaí as appropriate.

Making a Data Access Request

Where the Guardian ad Litem is an employee, you may submit your request for access to your personal data in writing to Barnardos Guardian ad Litem Practice Manager, Barnardos Guardian ad Litem service or the Data Protection Liaison, National Office, 4 Christchurch Square, Dublin 8 DO8 DT63. Barnardos Guardian ad Litem service.

Where the Guardian ad Litem is a contractor, please submit your request for access to your personal data to her/him directly.

Once the request is received the Barnardos Guardian ad Litem service or the Guardian ad Litem contractor will then consider whether it can share the requested information with you without breaching the in camera rule, as it cannot set aside the in camera rule. Only the court can lift the in camera rule and the Guardian ad Litem will advise if an application to the court needs to be made for such a direction.

Making a complaint

If you are a child or young person and wish to make a complaint about the Guardian ad Litem working with you, you can:

• Tell your Guardian ad Litem and they will arrange for someone to support you in making the complaint. This support person will be someone not already involved in the situation.
• Tell your social worker and they will contact the service
• You can email us at [email protected] to request to speak to someone

A manager from Barnardos Guardian ad Litem service will arrange to meet with you and with your support person.  If you are an adult who wishes to make a complaint about the Guardian ad Litem service, you can:

• Give your written complaint to the Guardian ad Litem you have contact with
• Email us at [email protected] to request a copy of the complaints procedure and complaint form
• Write to us at the following address – Practice Manager, Guardian ad Litem service, Barnardos, 4 Christchurch Square, Dublin 8

 

Fundraising

Personal data we collect from people who support us

We also collect information from people who support us. We process data about you if you enquire about our activities, make a donation, support a campaign, express an interest or enquire about our services. We may also collect data if you visit our shops, website, or online store.

The information we collect may include personal data which identifies you or can be used to identify or contact you. This includes name, address, telephone number, email address, location, bank account or card details, contact preferences, fundraising status, reason for donating/fundraising.

If you make a donation or a purchase on the website you will be asked to provide your credit/debit card number, we do not receive these details, they are encrypted using Secure Sockets Layer (“SSL Software”) and are transmitted directly to our payment providers Worldnet (Donations) and Global Payments (Shop purchases). If you set up a direct debit donation, we will require your BIC and IBAN numbers.  We use Payment provided GoCardless, where bank details are encrypted.

Why do we collect your personal data?

We use your personal data in order to process your donations or orders made online or through our shops. We process your personal data for purposes in accordance with our legitimate interests, in conducting fundraising, processing payments, promoting our activities, and responding to you when you make an enquiry. We also process your data when required under law or with your consent, such as when you consent to receive marketing from us.

You can indicate your marketing preferences when you make a donation or register your interest with us. If you no longer wish to receive marketing communications or appeals asking for a donation you may opt-out of our marketing communications at any time by clicking the ‘unsubscribe’ link at the end of our marketing emails. We will never pass your personal data on to other organisations for them to use for their own marketing purposes.

Who do we share your personal data with?

We may share your personal data with third parties who provide a service to us. This includes trusted partners that work with us in connection with our purposes. We will never trade your personal data with a third party.

 

People and Culture

Personal data we collect from applications for employment

Barnardos may process your personal data for the purposes of recruitment. We may collect this information in a variety of ways such as from your application form, CV, through interviews or other methods of assessment. We may also collect personal data about you from third parties such as references supplied by former employers.

We collect a range of information about you including your name, address, contact details such as email and telephone number, education, details of qualifications, criminal convictions, experience, and employment history. We may also collect information regarding any disabilities you may have, to facilitate necessary adjustments during the recruitment process.

All documentation received by Barnardos in relation to job applications will be processed in accordance with Data Protection legislation. The information will only be used by Barnardos for its legitimate interests, in the processing of job applications and for ongoing administrative purposes with job candidates.

Why do we collect your personal data?

We collect and process your information when you are applying for a position advertised by us in order to manage and screen candidates in their suitability for positions and prior to potentially entering into a contract of employment with you.

If you are offered and accept employment with Barnardos the candidate information will become part of your employment record and will be used for employment purposes. Otherwise, it will be retained for a year from close of the application process.

Who do we share your personal data with?

As part of the recruitment process, we may need to share your data with third parties to conduct any necessary background checks and vetting processes, such as contacting previous employers to obtain a reference, or to conduct criminal record checks. We may also share information that you provide if legally obliged to do so. During the recruitment process, we will make clear to you which checks will be required and at what stage of the process they occur.

 

Library Notice

Personal data we collect

If you join our library service, we will also keep a record of your borrowings from the library. The information we hold includes your name, address, email, phone, payment details, library number and a record of your borrowings.

Why do we collect your personal data?

Barnardos needs to keep and process information about you to enable us to run our library service and manage our relationship with you.

Barnardos will process your personal data based on the following grounds:

• Your consent, where you sign up to our mailing lists and eNewsletter.

You can unsubscribe from our mailing lists and eNewsletter at any time, by clicking on the ‘update preferences or unsubscribe’ link at the foot of the email, this link appears on every eNewsletter we send out.

• Where it is necessary for the performance of your contract.
• Where it is in Barnardos legitimate interests, for the purposes of conducting its

operations.

Only the relevant staff will have access to your personal data for the purposes of management and administration of your library membership.

Who do we share your personal data with?

We will only disclose information about you to third parties if we are legally obliged to do so or where we need to comply with our contractual duties to you. Such instances include, providing information:

• To the Koha Library Management System.
• To Banks for the administration of payments.

If you sign up to our mailing lists and eNewsletters your data will be processed by MailChimp.

 

Roots of Empathy: Family, Instructors, & Volunteers

Why do Barnardos collect and use this information?

Barnardos is the lead agency to manage the delivery of Roots of Empathy in the Republic of Ireland. We need to keep and process information about your Roots of Empathy placement to enable us to run the programme and manage our relationship with you. Only the relevant staff will have access to your personal data for the purposes of management and administration of your placement with Roots of Empathy.

In order to register you on the programme we will share your name, contact details, and if applicable, your baby’s name and date of birth with Roots of Empathy Canada, please see their privacy statement at https://rootsofempathy.org/privacy-policy

What information do Barnardos hold?

For Family:

The information we hold includes your contact details, your baby’s name and date of birth, application form, agreement, and your emergency contact details. Much of the personal data we will hold will be directly supplied by you, but some may come from other sources.

For Instructors:

The information we hold includes your contact details, application form, agreement, and your emergency contact details. Much of the personal data we will hold will be directly supplied by you, but some may come from other sources.

For Volunteers:

The information we hold includes your contact details, your baby’s name and date of birth, application form, agreement, and your emergency contact details. Much of the personal data we will hold will be directly supplied by you, but some may come from other sources.

Service User complaints

Barnardos wants to hear what our service users have to say about the services they receive. Barnardos values all comments and complaints from service users, as they are important for ensuring we deliver quality needs-led services. The service user will be treated with respect and have their comments or complaints considered and responded to with promptness and courtesy. The information collected in the course of handling a comment or complaint will be shared on a need-to-know basis and held in compliance with data protection legislation and the Barnardos data protection policy.

For further information see https://www.barnardos.ie/about-us/comments-complaints/