Data Protection Act 2018 (as amended)

PRIVACY STATEMENT

Membership Form for Primary Schools

Who are we?

Kildare County Council (the Council) is the democratically elected unit of Local Government in County Kildare and is responsible for providing a range of services to meet the economic, social and cultural needs of the pe

ple of our County. In order to provide the most effective and targeted services to meet the needs of the citizens, communities and businesses of County Kildare we will be required to collect, process and use certain types of information about people and organisations. Depending on the service being offered, information sought may include ‘personal data’ as defined by the Data Protection Acts and the General Data Protection Regulation (GDPR) and may relate to current, past and future service users; past, current and prospective employees; suppliers; and members of the public who may engage in communications with our staff. In addition, staff may be required, from time to time, to collect process and use certain types of personal data to comply with regulatory or legislative requirements or to carry out functions in the public interest.

Why do we have a Privacy Statement?

This privacy statement has been created to demonstrate the Council’s commitment that personal data you may be required to supply to us is;
• Obtained lawfully, fairly and in a transparent manner
• Obtained for only specified, identified and legitimate purposes
• Processed for purposes which we have identified or purposes compatible with the purposes that we have identified.
• Adequate, relevant and limited to what is necessary for purpose for which it was obtained
• Personal data collected and processed must be accurate and (where necessary) kept up to-date.
• Kept only for as long as is necessary for the purposes for which it was obtained.
• Processed in a manner that ensures the appropriate security of the personal data including protection against unauthorised or unlawful processing.

More detail is available in our Data Protection Policy Statement on our website or you can request a hard copy at 045 980 200.

What is the activity referred to in this Privacy Statement?

This membership form enables Kildare Library Service to provide a child with a children’s library membership card with signed parental consent. Child members aged under 12 can borrow items from the children’s library including DVDs and video games up to a PG or equivalent rating.

This membership does not include PC or Internet access; parents need to contact the library separately to arrange this.

Further information on library membership terms and conditions is available HERE
The Libraries Ireland Privacy Statement for library membership is available HERE

What is the basis for making the processing of this personal data lawful?

Processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in Kildare County Council in accordance with Article 6(1) of the General Data Protection Regulation, 2016.

What other types of personal data do we need to undertake this activity?

• Child’s full name, year of birth, home address, school name and school address.
• Parent/guardian’s full time, contact number and email address.

What will happen if the personal data is not provided?

Library membership cannot be provided via this form. Parent’s can choose to call into their local library to join in person or can join online.

Am I the only source of this personal data?

In some instances to assist with the delivery of the activity or to comply with regulatory or legislative requirements personal data is sourced from a third party.
This DOES NOT APPLY to this activity

Is personal data submitted as part of this activity shared with other organisations?

The Council may, to fulfil statutory or regulatory obligations or in the public interest, from time to time, have to share personal data with other organisations or entities (in Ireland or abroad). Where this is required the Council shall have regard to your rights, to the security and integrity of the data and will minimise the data shared.

Sharing DOES NOT APPLY to this activity.

Kildare County Council does not transfer your personal data to another country.

How long is my data kept for?

The Local Authority sector operates under a detailed record retention policy which outlines time periods for which your personal data will be retained and what will happen to it after the required retention period has expired. The National Record Retention Policy for Local Authority Records is available: http://kildare.ie/CountyCouncil/DataProtection/

Do you need to update your records?

Kildare County Council must take reasonable steps to ensure that personal data we have about our customers is correct and up to date. In addition, if the data held by us is found to be inaccurate you have the right to rectify/correct this. If you find that personal data we have about you is inaccurate or needs to be updated (for instance, you may have changed your name, address, contact details etc.) then please contact us so that we can correct it. You can do this by:

Writing to us at: Kildare County Council, Corporate Services, Áras Chill Dara, Devoy Park, Naas, Co Kildare. W91 X77F

Emailing us at customercare@kildarecoco.ie 

When making a request to update your records please provide evidence to support this - for example a copy of a document containing your new address – utility (Gas, Electricity, Phone) bill etc. and proof of your identity

Your rights

Any applications to exercise your Data Protection Rights must be addressed to the Councils DPO, to ensure they are properly managed in accordance with your rights. More information and forms relevant to this are available online in the area www.kildare.ie/CountyCouncil/DataProtection/YourRights/

Kildare County Council – Data Protection Officer
Phone 045 980 200
E-mail dataprotection@kildarecoco.ie or customercare@kildarecoco.ie 

Postal Address Áras Chill Dara,
Devoy Park,
Naas,
Co Kildare. W91 X77F.

Right of Complaint to the Data Protection Commissioner

If you are not satisfied with the outcome of the response received by the Council you are entitled to make a complaint to the Data Protection Commissioner who may investigate the matter for you. The Data Protection Commissioner’s website is www.dataprotection.ie or you can contact their Office at:

Lo Call Number 1890 252 231
E-mail info@dataprotection.ie 
Postal Address: Data Protection Commissioner
Canal House
Station Road
Portarlington, Co. Laois. R32 AP23.

LAST UPDATED ON: 19th March 2024