Section 1: An overview of who we are
Who are we?
We are Irish Hospice Foundation, a national charity dedicated to all matters relating to dying, death and bereavement in Ireland. Irish Hospice Foundation is a registered charity (CHY 6830 with the Irish Revenue Commissioners and Registered Charity No. 20013554 with the Charities Regulatory Authority) and a company limited by guarantee (Registered No. 114617).
The registered address is 4th Floor, Morrison Chambers, 32 Nassau Street, Dublin 2. You can contact us through the number 01-6793188 or email us at info@hospicefoundation.ie and dpo@hospicefoundation.ie
What do we do?
IHF has a vision of an Ireland where people facing end of life or bereavement, and those who care for them, are provided with the care and support that they need. We began with the aim to extend availability of hospice services across the country, promote awareness of the hospice approach and develop research and education.
We raise funds for establishment of hospices and have programmes in education, research and bereavement services. We also promote discussions of a broad range of issues related to dying, death and bereavement, to identify what matters most to Irish people at the end of life and how best to address their concerns.
We have 5 distinct programme departments, each of which will have their own programmes and services that you can access. Our programme departments are as follows:
Bereavement, Education, Public Engagement, Healthcare, Fundraising.
Like any organisation, we also of course have our internal processes such as Human Resources, IT and other administrative functions. If you are an employee/staff/volunteer (prospective employees) please see (internal privacy policy), for our suppliers please see (supplier privacy policy).
Section 2: Data we process
Due to the breadth and scope of our services, we have provided you with this Privacy Notice that is specifically for our Learning Management System, to make it easier for you to find information regarding your data (for other IHF programmes and processes, please see IHF Privacy Policy on our website). For each of our client facing programmes, we tell you:
- Who do we process data about
- What do we do with your data
- Where did we get your data from
- How long do we keep it for
- How we store your data and who we share your data with
Who do we process data about?
Under the data protection laws, “personal data” is any data that relates to an identified or identifiable living person, including electronic and hard copy records. We process data about the subscribers to each of the following eLearning courses:
- Bereavement Support Core Competencies
- Dying Well at Home
- Grief in the Workplace
We handle personal data that we receive from you or an authorized representative (for instance, if you contact us, fill in online form including to register for courses on this platform or make an access request), information we collect or process internally (e.g., by intake staff, or if you visit us at our office), information we receive from other units within IHF, and information we may receive from third parties (partner organisations).
Personal data received for Dying Well at Home (DWAH) eLearning Programme
We receive information directly from learners who register for a course. The learner registration form collects the following information:
- Personal details such as first name and last name (required fields)
- Contact details specifically the email of the learner (required field)
- Location details such as what the county and country (the organisation, workplace or caring role) of the learner is
- Organisation of learner if relevant
- Other details such as the role as a carer and if an organisation requires the completion of the course, the name of such organisation
Through our evaluation forms (purely optional and anonymised) we collect learners’ opinions on their experience with the course. While most of the questions are answered using a Likert scale, there is space to provide the programme with feedback and comments. We may use this anonymous feedback to promote our course.
Personal data received for Grief in the Workplace (GITW) eLearning Programme
We receive information directly from learners who register for a course. The learner registration form collects the following information:
- Personal details such as first name and last name (required fields)
- Contact details specifically the email of the learner (required field)
- Employment details such as name of the employer, the learner’s role in the organisation and the county and country the organisation is located.
Personal data received for Bereavement Support Core Competencies eLearning courses
We receive information directly from subscribers who register for a course. The learner registration form collects the following information:
- Personal details such as first name and last name (required fields)
- Contact details specifically the email of the learner (required field)
- Location details such as the county and country (the organisation, workplace or caring role) of the learner is
- Other details such as their organisation and their role in the organisation
We collect personal information from bereavement service providers who are part of our network of professionals. These service providers include volunteers and professional bereavement supporters, and we may enter their names and email when forming a group under their organisation as they participate in the programme.
What do we do with your data?
We process personal data for in the LMS primarily to deliver the online courses, track learners progress and generate a certificate of completion for learners where appropriate. We also process the data for anonymous reporting purposes. This informs our work internally and supports ongoing development of courses and programmes offered. It also helps IHF identify specific needs in relation to numbers, roles, location etc.
If you have consented, we may add you to our mailing list and send you regular information regarding the work that Irish Hospice Foundation is doing.
Where did we get your data from?
We receive our data directly from learners when they register for a course or when they submit an inquiry for any of our eLearning Programmes. In some cases, the personal data would be shared by authorised representatives of their organisation.
How long do we keep it for?
IHF retains data only for as long as necessary or required by law and that retention period varies depending on the nature of the data. In general, the retention period for the personal data of registered user is 2 years. Profiles will be deleted if they haven’t been accessed or are inactive for more than 2years. Our date of reckoning for the 2 years is the 1st of April every year.
How we store your data and who we share you data with
Personal data processed by IHF is held confidentially and is not shared with third parties, with exceptions outlined below. In some cases, we must share personal data with service providers who assist us in performing our functions and fulfilling our obligations. We may disclose your personal data to external third parties in connection with specific purposes including:
Our Processors:
- Cobblestone LMS
- Microsoft (Office 365 applications such as Outlook, SharePoint)
- Mailchimp
- Survey Monkey
Section 3: How we secure your data
We have implemented technical, administrative, and physical security measures that are designed to protect against unauthorized access, disclosure, use, and modification. We regularly review our security procedures to consider appropriate new technology and methods. However, despite our best efforts, no security measures are perfect or impenetrable. Our security measures include:
- Strong access controls and monitoring of access;
- Antivirus and antimalware protection systems, including desktops and staff laptops;
- Use of encryption and pseudonymization techniques when feasible;
- Training and awareness on data protection and data security measures;
- Clear policies and procedures for protecting personal data and promptly reporting suspected or confirmed privacy breaches
Section 4: Your Rights as a Data Subject
What are your rights and who you should contact
Individuals have rights over their personal data under EU law. These rights are not absolute and some qualifications and restrictions do apply. In summary your rights are: Right of access; Right to rectification; Right to be forgotten / erasure; Right to restrict processing; Right to object; Right to refuse automated decision making and/or profiling; Right to portability. You also have the right to seek compensation through the courts in the event that your data privacy rights have been infringed.
IHF is committed to helping individuals exercise their rights. If you have a query, you can email us at dpo@hospicefoundation.ie or contact us though the other contact details above.
Right to lodge a complaint with the Data Protection Commissioner or seek judicial remedy
Finally, you have the right to lodge a complaint with our regulator, the Data Protection Commission in respect of any processing, by or on behalf of the Department, of personal data relating to you.
Making a complaint to the DPC is simple and free. All you need to do is write to the Data Protection Commission, providing details about the matter. You should clearly identify the organisation (in this instance the Department of Children, Equality, Disability, Integration and Youth). The DPC’s contact details are below:
Postal Address:
Data Protection Commission
6 Pembroke Row
Dublin 2
D02 X963
Ireland
Website: https://forms.dataprotection.ie/contact
You are also allowed to seek a judicial remedy if you believe your rights have been infringed because of non-compliance with the Act.