Privacy Statement

Your Privacy

ICOS respects your privacy and is committed to protecting your personal data. We will process your personal data in accordance with this Privacy Statement and applicable data protection law. 

The Irish Council for Overseas Students Company Limited by Guarantee, trading as the Irish Council for International Students (ICOS), has a registered address at 41 Morehampton Road, Dublin 4, D04 AE28. We are a company registered in Ireland under company number 66784 and a charity registered with the Charities Regulator under registered charity number 20101275.

ICOS is the controller responsible for your personal data (referred to in this Privacy Statement as “ICOS”, “we”, “us” or “our”).  

If you have any questions about this Privacy Statement, how we use your personal data, or if you wish to exercise your data protection rights, please contact us at office@icosirl.ie

This Privacy Statement explains how we collect, use and protect your personal data in accordance with the General Data Protection Regulation (GDPR) and all other applicable data protection legislation, including when you use our website, internationalstudents.ie.

Your Rights - Your Information

Under data protection law, you have a number of rights in relation to your personal data.

You have the right to ask us whether we process personal data about you and, where we do, to request access to that data and information about:

  • the personal data we hold about you;
  • the purposes for which we process it;
  • the categories of personal data concerned;
  • the recipients, or categories of recipients, to whom your personal data has been or may be disclosed;
  • how long we intend to retain your personal data, or the criteria we use to determine this period;
  • where we did not collect the data directly from you, any available information about its source; and
  • where applicable, the existence of automated decision-making, including profiling.

You also have the right, where applicable, to:

  • request the correction of inaccurate or incomplete personal data;
  • request the erasure of your personal data;
  • request that we restrict the processing of your personal data;
  • object to the processing of your personal data;
  • object at any time to the use of your personal data for direct marketing;
  • request the transfer of certain personal data to you or another organisation (data portability);
  • withdraw your consent at any time where we rely on consent to process your personal data; and
  • not be subject to certain decisions based solely on automated processing, including profiling.

These rights do not apply in all circumstances and may be subject to limitations under data protection law.

If you wish to exercise any of these rights, please contact us at office@icosirl.ie. We may ask you to provide information to confirm your identity where this is necessary to protect your personal data.

We will respond to requests without undue delay and normally within one month of receiving your request. In some circumstances, for example where a request is particularly complex or where a number of requests have been made, this period may be extended by up to a further two months. If an extension is required, we will let you know within the initial one-month period and explain the reason for the delay.

Providing Your Personal Data

In some circumstances, we need certain personal data in order to provide a service to you, enter into or perform a contract, or meet a legal obligation. Where this is the case, we will make clear what information is required and, where relevant, the consequences of not providing it.

If you choose not to provide information that is necessary for a particular service or activity, we may not be able to provide that service or carry out that activity.

Your Rights - Lodging A Complaint

If you have any concerns about how ICOS collects or uses your personal data, or about how we have responded to a request relating to your data protection rights, please contact us at office@icosirl.ie. We will seek to address your concern.

You also have the right to lodge a complaint with the Data Protection Commission (DPC), Ireland’s supervisory authority for data protection.

The Data Protection Commission can be contacted through its online contact form at dataprotection.ie, by email at info@dataprotection.ie, or by post at:

Data Protection Commission
6 Pembroke Row
Dublin 2
D02 X963
Ireland

Your Data – How we collect

We collect personal data in a number of ways, including when you:

  • contact us by email, through our website or through a contact form;
  • subscribe to newsletters or other communications;
  • register for or participate in ICOS events, activities or services;
  • complete a survey or provide feedback to us; or
  • otherwise provide information directly to ICOS.

We may also receive personal data about you from third parties where this is necessary for our work. For example, in connection with the Ireland Fellows Programme, we may receive personal data from the relevant mission or other organisations involved in administering the programme.

Our website may also collect certain technical information, such as your IP address and information about how you use the website. Further information about the use of cookies and similar technologies is provided in the Cookies section of this Privacy Statement.

We only collect personal data that is relevant and necessary for the purposes for which it is processed. You can browse our website without providing personal data directly to us, although certain technical information may be collected when you use the website.

Your Data – What we collect

The personal data we collect will depend on how you interact with ICOS and the services or activities involved. It may include:

  • your name and contact details, such as your email address, telephone number and postal or work address;
  • employment or organisational details;
  • information you provide when contacting us or submitting a query;
  • information provided when registering for an event, service or activity;
  • demographic information, such as nationality or gender, where this is relevant to the purpose for which the information is being collected;
  • technical information associated with your use of our website, such as your IP address; and
  • any other personal information you choose to provide to us.

We may also receive personal data about you from third parties where this is necessary for our work. For example, in connection with the Ireland Fellows Programme, we may receive personal data from the relevant Irish Embassy or mission, the Department of Foreign Affairs, or other organisations involved in administering the programme.

We may conduct surveys and research as part of our policy and advocacy work. Where survey responses are collected anonymously, we will not seek to identify individual respondents. Where responses contain personal data, that information will be handled in accordance with this Privacy Statement.

Your Data – The Purpose

We take your privacy very seriously and will only use your personal data when we have a lawful basis for doing so.  Depending on the circumstances, we may rely on one of more of the following lawful bases: 

  1. To enter into and perform a contract

We may process your personal data where this is necessary to perform a contract with you, or to take steps at your request before entering into a contract.

  1. To comply with our legal obligations

We may process your personal data where this is necessary for ICOS to comply with a legal obligation.

  1. For our legitimate interests

We may process your personal data where this is necessary for the legitimate interests of ICOS or a third party, provided that those interests are not overridden by your rights and freedoms. Our legitimate interests may include managing and administering our organisation efficiently and effectively, responding to enquiries, maintaining our services and systems, and supporting the work and activities of ICOS.

  1. With your consent

In certain circumstances, we may rely on your consent to process your personal data.  Where we do, you have the right to withdraw your consent at any time. Withdrawing your consent will not affect the lawfulness of any processing carried out before you withdraw it.

Your Data - Why we collect it

We collect and process personal data for purposes connected with the work and services of ICOS. Depending on how you interact with us, we may process your personal data for one or more of the following purposes:

  • to provide services, information or support that you have requested; 
  • to communicate with you in relation to a service, programme, event or activity in which you are participating; 
  • to provide you with updates about ICOS, our activities, events and other relevant information where appropriate; 
  • to conduct research into issues affecting international students and international education, and to support our policy and advocacy work;
  • to administer ICOS programmes and activities, including the Ireland Fellows Programme;
  • to manage our relationships with ICOS members and prospective members;
  • to respond to enquiries, requests and other communications we receive; 
  • to maintain appropriate administrative and organisational records; and
  • to comply with our legal and regulatory obligations. 

Your Data - Special Category

On occasion, we may need to collect special category personal data, such as information about your health or dietary or accessibility requirements where these reveal sensitive information about you.

We will only collect and process special category personal data where it is necessary for a specified purpose and where we have an appropriate lawful basis and are permitted to do so under data protection law. Where we rely on your explicit consent, you may withdraw that consent at any time by contacting us at office@icosirl.ie. Withdrawing your consent will not affect the lawfulness of any processing carried out before you withdraw it.

Your Data - Photographs

We may from time to time host events at which photographs or video recordings are taken. These images may be used to communicate about and promote ICOS, our programmes, activities and events, including through our website, publications and social media channels.

Where photography or filming is taking place, we will take reasonable steps to inform attendees. Depending on the circumstances, we may rely on your consent or on our legitimate interests in documenting and communicating about our work. Where appropriate, we will provide a way for you to let us know if you do not wish to be photographed or filmed.

If you have any questions or concerns about an image of you or wish to request that an image be removed from future use, please contact us at office@icosirl.ie.

 

Your Data - Retention

We retain personal data only for as long as is necessary for the purposes for which it was collected and processed. In determining appropriate retention periods, we take account of the nature and purpose of the data, our legal, regulatory and contractual obligations, and any need to establish, exercise or defend legal claims.

Retention periods may vary depending on the type of personal data and the purpose for which it is processed. We periodically review the personal data we hold and securely delete or anonymise it when it is no longer required.

Where we rely on your consent to process personal data, you may withdraw your consent at any time. We may, however, retain certain information where there is another lawful basis or legal requirement for doing so.

 

Your Data and Third Parties

We may share your personal data with third parties where this is necessary for the purposes described in this Privacy Statement, where required by law, or where we otherwise have a lawful basis for doing so. We only share personal data that is necessary and appropriate for the relevant purpose.

Third party service providers

We use third-party service providers to support our work and provide certain services and administrative functions. These may include providers of website hosting and support, IT and cloud services, email and communications platforms, event registration services, payment services, security and administrative services, as well as professional advisers such as accountants and legal advisers.

For example, we currently use Mailchimp for certain email communications and Eventbrite for registration for some ICOS events. We also use Annertech in connection with the support and management of our website. We only provide these service providers with the personal data necessary for the relevant service.

Where a service provider processes personal data on our behalf as a data processor, we require them to process that data only on our documented instructions and to put appropriate confidentiality, security and data protection measures in place.

Our website may contain links to third-party websites. ICOS is not responsible for the privacy practices or content of external websites, and we encourage you to review their privacy information when using them.

Further information about Annertech's handling of personal data is available in its Privacy Policy at annertech.com/privacy-policy.

Ireland Fellows Programme

We process your personal data when you participate in the Ireland Fellows Programme, which we administer on behalf of the Department of Foreign Affairs (the “Department”).  Personal data may be shared with the Department, relevant Irish Embassies and missions, higher education institutions and other organisations involved in administering and delivering the programme, where this is necessary and appropriate. Where ICOS processes personal data on behalf of the Department and on its instructions, we do so in accordance with our contractual and data protection obligations.

An Garda Síochána, government or quasi-government bodies, courts and tribunals

We may disclose your personal data to An Garda Síochána, government or public bodies, courts, tribunals or other competent authorities where we are required to do so by law or where disclosure is otherwise permitted under applicable data protection law. 

Organisational Changes

If ICOS undergoes a merger, restructuring, transfer of functions or other organisational change, personal data may be transferred where this is lawful and necessary as part of that process. Where required, we will provide appropriate information about any such change and how it affects your personal data.

Your data – Transfers outside the EEA

Some of the third-party service providers we use may process or store personal data outside the European Economic Area (EEA). Where personal data is transferred outside the EEA, we will ensure that an appropriate transfer mechanism and safeguards are in place as required by data protection law.

These safeguards may include:

  • transferring personal data to a country or organisation covered by an adequacy decision of the European Commission; or
  • using appropriate contractual safeguards, such as the European Commission’s Standard Contractual Clauses, where required.

You may contact us at office@icosirl.ie if you would like further information about the safeguards used for international transfers of your personal data.

Your Data - Cookies

Our website uses cookies and similar technologies. Cookies are small text files that may be stored on your computer, mobile device or other device when you visit a website. They can be used for purposes such as enabling the website to function, remembering preferences and helping us understand how the website is used.

Some cookies are strictly necessary for the operation of our website and do not require your consent. We will only use non-essential cookies, including analytics or other tracking technologies, where you have given your consent.

Where consent is required, you can choose which categories of cookies you wish to allow through our cookie consent tool. You can also change or withdraw your consent at any time through the cookie settings available on our website.

 

Your Data - Security

We take the security of your personal data seriously and use appropriate technical and organisational measures to protect it against accidental or unlawful loss, destruction, alteration, unauthorised disclosure or access.

The measures we use are designed to provide a level of security appropriate to the nature of the personal data we process and the risks associated with that processing. These measures may include appropriate access controls, secure systems and procedures, staff awareness and training, and security measures applied by service providers that process personal data on our behalf.

We regularly review our data protection and security practices and take reasonable steps to ensure that personal data is handled securely.

While we take appropriate measures to protect personal data, no method of transmitting information over the internet or storing information electronically can be guaranteed to be completely secure.

 

Your Privacy – Amendments

We may update this Privacy Statement from time to time to reflect changes in our activities, how we process personal data, or applicable legal and regulatory requirements.

When we make changes, we will update the “Last updated” date at the top of this Privacy Statement. Where changes are significant, we will take appropriate steps to bring them to your attention.

If we intend to use your personal data for a purpose that is different from the purpose for which it was originally collected, we will provide you with relevant information about that new purpose before carrying out the further processing, as required by data protection law.