We want everyone who contacts us, supports us, attends our training courses and programmes, who volunteers with us, works for us, to feel confident and comfortable with how any personal information that is shared with us will be looked after or used.
- Who we are
ACET (Northern Ireland) Limited is a charitable organisation (NIC101634) and company limited by guarantee (NI028825) registered office at
58a High Street
ACET (Northern Ireland) Limited is committed to protecting your personal information and making every effort to ensure that your personal information is processed in a fair, open and transparent manner.
We are a “data controller” and “data processor” for the purposes of the EU General Data Protection Regulation 2016/679 (“Data Protection Law”). This means that we are responsible for, and control the processing of, your personal information.
For further information about our privacy practices, please contact our Data Protection Lead by:
- Writing to the Data Protection Lead,
- ACET (Northern Ireland) Limited
58a High Street
- Calling us on 028 90428 575
- Emailing us: firstname.lastname@example.org
- How we collect information about you
Everything we do is in pursuit of our vision to promote health and wellbeing, through delivery of Health Education in the community for disadvantaged young people and adults and Training Courses for caring professionals and community workers.
We hope to achieve this by:
- Providing Open College Network Accredited Training Courses
- Providing Open College Network Accredited Personal Development Programmes
- Providing community based Health Education
- Supporting Projects working with individuals and families affected by HIV
We want to make sure you receive the communications that are most relevant to you, be it through visiting our website or receiving emails, post or phone calls. We want to make sure you receive the best attention when you apply for a place on one of our training courses, participate in our programmes or make arrangements for your community organisation to access our Health Education & Training Services.
Much of our contact is with organisations and therefore personal data is often only collected from emails or phone numbers provided by you. We will nonetheless ensure we treat this as personal data according to the regulations.
We collect information from you in the following ways:
When you interact with us directly: This could be if you ask us about our activities, register or attend health education or training or an event, ask a question about our services, participate in one of our projects/programmes, or enquire about accessing our services for your community organisation or otherwise provide us with your personal information. This includes when you phone us, visit our website, or contact us by post, or in person.
When you visit our website: We don’t analyse personal data when you visit our website but if you make an enquiry via our contact pages you will be providing contact information so we can deal with your query. This will only be shared with those who can help in responding to that query or comment. If we wish to use your details for other purposes we will seek your consent.
3. Information we collect and why we use it
Personal information we collect may include your name, organisation you work or volunteer for, email address, postal address, telephone number, date of birth, ethnicity and ability status, as well as information you provide in any communications between us. You will have given us this information when registering for an event, participating in one of our programmes or any of the other ways to interact with us.
We will mainly use this information:
- To provide the services or goods that you have requested.
- To update you with important administrative messages about an event or services or goods you have requested.
- To keep a record of your relationship with us.
- To register you as a learner with Open College Network NI
We may also use your personal information:
- To contact you about our work
- To invite you to participate in surveys or research.
Sensitive Personal Information
A special note about any Sensitive Personal Information we hold
Data Protection Law recognises that some categories of personal information are more sensitive. Sensitive Personal Information can include information about a person’s health, race, ethnic origin, political opinions, sexual orientation or religious beliefs.
If you contact us you may choose to provide details of a sensitive nature.
We will only use this information:
- For the purposes of dealing with your enquiry, health education & training, and quality monitoring or evaluating the services we provide.
During our Health Education & Training events and workshops, we may ask to take your photograph, individually or in a group context. In these circumstances we will first ask your permission to do so and provide an opportunity to not be photographed or to remove consent from a photo recently taken. We will at the time explain how the images may be used and if further use is sought beyond this later we will seek your explicit consent.
- Legal basis for using your information
In some cases, we will only use your personal information where we have your consent or because we need to use it in order to fulfil a contract with you (for example, because you are booking on one of our training workshops).
However, there are other lawful reasons that allow us to process your personal information and one of those is called ‘legitimate interests’. This means that the reason that we are processing information is because there is a legitimate interest for ACET (Northern Ireland) Limited to process your information to help us to achieve our vision.
Whenever we process your Personal Information under the ‘legitimate interest’ lawful basis we make sure that we take into account your rights and interests and will not process your personal information if we feel that there is an imbalance.
Some examples of where we have a legitimate interest to process your Personal information are where we contact you about our work via post, use your personal information for data analytics, conducting research to better understand who we help, improving our services, for our legal purposes (for example, dealing with complaints and claims), or for complying with guidance from the Charity Commission NI.
We will only contact you about our work by phone, email or text message, if you have agreed for us to contact you in this manner.
However, if you have provided us with your postal address we may send you information about our work by mail unless you have told us that you would prefer not to hear from us in that way.
You can update your choices or stop us sending you these communications at any time by contacting ‘ email@example.com ’ or clicking the unsubscribe link at the bottom of the relevant communication.
- Sharing your information
The personal information we collect about you will mainly be used by our staff, so that they can support you. We will never sell or share your personal information with organisations so that they can contact you for any marketing activities. We may share information with our sponsors, the Department of Health, Public Health Agency or HSCT. Where personal information is shared with the DoH, PHA or HSCT, it will be on the basis of legitimate interest, legal obligation or contract.
We may disclose your information if required to do so by law (for example, to comply with applicable laws, regulations and codes of practice or in response to a valid request from a competent authority); or, in order to enforce our grant terms and other agreements.
- Keeping your information safe
We take looking after your information very seriously. We’ve implemented appropriate physical, technical and organisational measures to protect the personal information we have under our control, both on and off-line, from improper access, use, alteration, destruction and loss.
Unfortunately, the transmission of information using the internet is not completely secure. Although we do our best to protect your personal information sent to us this way, we cannot guarantee the security of data transmitted to our site.
8. How long we hold your information for
We only keep it as long as is reasonable and necessary for the relevant activity, which may be to fulfil statutory obligations. We keep personal data in line with Open College Network (NI), Department of Health, Public Health Agency or HSCT guidelines on record retention.
- Your Rights
You have various rights in respect of the personal information we hold about you – these are set out in more detail below. If you wish to exercise any of these rights or make a complaint, you can do so by contacting the Data Protection Lead at firstname.lastname@example.org
You can also make a complaint to the data protection supervisory authority, the Information Commissioner’s Office, https://ico.org.uk/
- Access to your personal information: You have the right to request access to a copy of the personal information that we hold about you, along with information on what personal information we use, why we use it, who we share it with, how long we keep it for and whether it has been used for any automated decision making. You can make a request for access free of charge. Please make all requests for access in writing, and provide us with evidence of your identity.
- Right to object: You can object to our processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes. Please contact us as noted above, providing details of your objection.
- Consent: If you have given us your consent to use personal information (for example, for marketing), you can withdraw your consent at any time.
- Rectification: You can ask us to change or complete any inaccurate or incomplete personal information held about you.
- Erasure: You can ask us to delete your personal information where it is no longer necessary for us to use it, you have withdrawn consent, or where we have no lawful basis for keeping it.
- Portability: You can ask us to provide you or a third party with some of the personal information that we hold about you in a structured, commonly used, electronic form, so it can be easily transferred.
- Restriction: You can ask us to restrict the personal information we use about you where you have asked for it to be erased or where you have objected to our use of it.
- No automated-decision making: Automated decision-making takes place when an electronic system uses personal information to make a decision without human intervention. You have the right not to be subject to automated decisions that will create legal effects or have a similar significant impact on you, unless you have given us your consent, it is necessary for a contract between you and us or is otherwise permitted by law. You also have certain rights to challenge decisions made about you. We do not currently carry out any automated decision-making.
Please note, some of these rights only apply in certain circumstances and we may not be able to fulfil every request.
For further information please contact the Data Protection Lead at the ACET office:
ACET Registered Office Address58a High Street,Holywood BT18 9AE Telephone: 028-90428575