This notice explains how the Employment Law Association of Ireland (referred to in this notice as ELAI, we, us or our) collects and uses personal data about members of the association to further ELAI’s aims. ELAI is a data controller in respect of its members’ personal data.
This notice does not form part of any contract with us. We keep this privacy notice up to date, so if there are any changes to the way in which your personal data is used this privacy notice will be updated and we will notify you of the changes for as long as you remain a member and by posting an up to date copy on our website.
Our contact details are:
Employment Law Association of Ireland
- How do we collect personal data?
We collect personal data about you and use it in ways that we hope are consistent with the expectations of our members. This broadly fits into two categories:
- we collect personal data about you from the information you or your firm/organisation give us when you or they contact us to become a member of the association and through the course of your membership to administer your membership;
- we collect information about your membership-related activities through the course of your membership with us.
We will never sell your personal data or use it to market commercial products and services (although ELAI publications and seminars may occasionally carry advertisements and sponsorships which are incidental in nature).
- What personal data do we collect and how do we use it?
- Your Membership Record
We collect personal contact details, such as name, address, telephone number and email address, type and date of legal qualification, confirmation of material engagement in the provision of employment law services to clients or other relevant involvement in employment law activities. The contact details we hold for you are usually those of your professional place of work, unless you ask us to hold your personal contact details on your membership record.
Your personal details are used to make decisions about your membership, including eligibility for membership and this is necessary to carry out the contractual obligations set out in ELAI’s Constitution. Provision of this information is a contractual requirement and without such information is it is not possible for us to consider your application for membership. The lawful basis for this processing is the performance of your request for membership and the legitimate interest of ELAI in increasing its membership.
- Accounting Information
We collect start and end date of membership, bank account details where you supply services to us or request a refund from us, payment records for our legitimate interest in collecting your membership fees to further ELAI’s objects.
We use your contact details to offer membership services to you, such as training and events, webinars, providing you with legal updates and opportunities to get involved in ELAI projects. The lawful basis for this processing is the administration of your membership and the legitimate interest of ELAI in providing relevant information on employment law to its members.
- ELAI Events
When you book to attend, or speak, at ELAI events we use your name and firm/organisation name in the event delegate list to help us administer the event, confirm attendees and send out CPD certificates where relevant.
We may also collect your dietary and other special needs requirements which you tell us about and which we share with the venues where we hold our events. Where you provide this information you consent to our using it for the limited purpose for which it is provided. The lawful basis for this processing is the administration of your membership and the legitimate interest of ELAI in providing relevant information on employment law to its members.
- When you participate in or volunteer for ELAI services or projects
We collect additional data about you if you volunteer or participate in ELAI services and projects. The specific data and purposes for which it is collected are detailed below.
- Speaking at ELAI events
We collect the materials (slides, hand outs etc.) you provide to us for the events, which we make available to other ELAI members which is necessary for the legitimate purpose of furthering ELAI’s aims.
- Recording webinars
We may collect video footage and your opinions in webinars and/or podcasts you agree to record for us which is necessary for the legitimate purpose of furthering ELAI’s aims. By agreeing to participate you understand that these webinars and/or podcasts may be posted online and you consent to this content being accessible to users located outside the EEA.
We may collect your photograph and your opinions about employment law related matters when you agree to speak at events for us, which we share with other members, including those located outside the EEA, which is necessary for the legitimate purpose of furthering ELAI’s aims of increasing employment law awareness.
- Participating in ELAI's legislative and policy work
We collect your name when you agree to participate in ELAI’s policy work and as otherwise necessary when coordinating joint responses to legislative proposals. Your personal data is shared, in the form of the list of working party members, with government and other bodies and may be viewable publically on the ELAI website when we publish our consultation and other responses, which is necessary for the legitimate purpose of furthering ELAI’s aims.
- Running ELAI
We occasionally use information set out above to help decide how best to manage ELAI and the membership services that we provide. We may also use information to help resolve technical problems using the website. We process this information where necessary for the legitimate purpose of furthering ELAI’s aims.
Due to the nature of ELAI, there may be occasions where we process your personal data in other ways in order to further ELAI’s aims, for example in order to introduce new initiatives or to consult with the membership about issues of the day.
- How do we share your personal data?
We share your data in the ways specified above.
As a membership organisation much of our work is undertaken by volunteers who make use of their firm/chambers/organisation’s email systems to communicate and in the event that you contact other members about ELAI projects then please understand that ELAI has no control over these third party systems.
- When do we transfer your personal data overseas?
Due to the international nature of our membership base we will occasionally transfer personal data outside the EEA as described above.
In common with many other organisations, we make use of cloud-based solutions, including but not limited to MailChimp and Eventbrite, some of whose servers may be based outside the EEA, but are compliant with the EU-US Privacy Shield Framework.
- How secure is 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. In addition, we limit access to your personal data to those committee members, agents, contractors and other third parties who have a need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
Any payment transactions we enter into with you will be encrypted using SSL technology.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
- For how long do we keep your personal data and what are your rights?
The ELAI Committee is currently considering the appropriate retention of members’ personal details after they have ceased to be a member. We will update this policy accordingly.
We will generally 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.
In general, unless still required in connection with the purpose(s) for which it was collected and/or is processed, we remove your personal data from our records seven years after the date it was collected unless different retention periods apply, for example we will keep member data for one year after membership expiry in order to comply with requests for verification of membership status that are made to us. However, if before that date (i) your personal data is no longer required in connection with such purpose(s), (ii) we are no longer lawfully entitled to process it or (iii) you validly exercise your right of erasure, we will remove or anonymise from our records at the relevant time.
- What are your rights?
The generally applicable rights always apply: right to be informed, right of access, right to rectification, right to erasure, right to restriction and rights in relation to automated decision making. For more information please see http://gdprandyou.ie/.
You have the right to:
Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it. Note, however, that we may be unable to supply certain pieces of information that you have requested, if it is subject to legal privilege or relates to management planning. This will be notified to you, if applicable, at the time of your request.
Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
Request erasure of your personal data. This enables you to ask us to delete personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request or as soon as possible thereafter.
Object to processing of your personal data 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 as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain information to you. We will advise you if this is the case at the time you withdraw your consent.
If you would like to exercise any of the rights below, you can email, call or write to us, on the contact details provided above. Please provide your full name, membership number (if applicable), contact telephone number and email address.
We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
- Third-Party Links
This version was last updated on 4 March 2019.
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.
You have the right to make a complaint at any time to the Data Protection Commission’s Office (DPC), the Irish supervisory authority for data protection issues (www.dpc.ie). We would, however, appreciate the chance to deal with your concerns before you approach the DPC so please contact us in the first instance.