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Privacy Policy

Who we are

InterTradeIreland is the cross-border Trade and Business Development Body funded by the Department of Enterprise, Trade and Employment (DETE) in Ireland and the Department for the Economy (DFE) in Northern Ireland. Our statutory function is to support businesses, through innovation and trade initiatives, to take advantage of North/South co-operative opportunities to improve capability, and drive competitiveness, growth and jobs.

Accountability

InterTradeIreland recognises its responsibility and is committed to respecting your privacy and protecting the personal information you share with us through compliance with GDPR and UK Data Protection Legislation. This Privacy Notice tells you what to expect when InterTradeIreland collects and processes personal information about you, how it is used, stored, with whom it may be shared and your rights as the data subject regarding your personal information.

Data Controller and DPO Details

The Trade and Business Development Body (InterTradeIreland) is registered with the Information Commissioners Office (ICO) as a Data Controller for the personal data processed. Our Registration Number is: ZA510290 and our registered address is:

The Trade and Business Development Body
InterTradeIreland
Kilmorey Street
Newry
County Down
BT34 2DE

The Data Protection Officer at InterTradeIreland can be contacted in writing at the above address or by email at: dpo@intertradeireland.com

Personal Data - what it is

Personal Data as defined in GDPR as data that relates to an identifiable living person i.e. the “Data Subject”. InterTradeIreland collect and process personal data including:

Name

Email

Phone Number

Address

Payment or Bank Details

NI Number

Employment Details

Location Details

Device IP Address

Special Categories Personal Data

Sensitive personal data that reveals any of the following are classed under GDPR as “Special Categories of Personal Data”:

  • Race or ethnicity
  • Political opinions
  • Religious or similar beliefs
  • Physical or Mental health
  • Genetic Data
  • Sexual orientation
  • Trade Union membership
  • Biometrics (where used for ID purposes)

Why we process personal data

We collect and process the personal data to fulfil our legal and regulatory obligations and in carrying out our statutory function as a public body delivering our services to clients who engage with us, also as an employer in respect of job applicants, and our current/former employees. We use your data to provide you with information, products or services that you request from us. We use your data to carry out our obligations arising from any contracts entered into between you and us; this allows you to participate in interactive features of our service, when you choose to do so. We may also use your data to notify you about changes to our service. We use your personal data obtained via cookies when you visit our website to help us ensure that content from our website is presented in the most effective manner.

We may collect and use your personal and contact information to send you marketing communications including emails, bulletins, corporate e-zine, social media promotional campaigns, new programme consultations or funding-call workshops. These communications are to keep you informed on the latest news and events relating to the work of InterTradeIreland that we believe may be of interest to you, where you have consented to be contacted for such purposes. You can opt out of the use of your personal data for marketing and promotional purposes at any time by contacting us.

Purpose and Lawful Basis for processing personal data

GDPR requires all organisations that process personal data to have a Lawful Basis for doing so. In order to collect and use your personal information lawfully InterTradeIreland rely on one or more of the following Legal Bases:

  • Consent of the data subject
  • Performance of a contract or steps to enter into a contract
  • Compliance with a legal obligation
  • To protect the vital interests of the data subject or another person
  • Performance of a task carried out in the public interest or official authority vested in the Controller
  • Our legitimate interests - which include:
    • Where the data subject is a client or in the service of the controller
    • Transmission within a group or undertaking for internal administrative purposes
    • Processing necessary to ensure network and information security including unauthorised access
    • Processing for direct marketing purposes, or in the prevention of fraud

How we collect your personal data

We collect information about you when you

  • engage with us by telephone, by post/email, in person,
  • visit our website or other digital platforms
  • complete an enquiry, questionnaire, survey or contact request
  • register to attend a webinar, workshop, an event such as a conference or exhibition, or other similar events
  • participate in photographic and video recording at our online or physical events or
  • request access to our programmes and services.

The nature of the data we store may include your name, company name, email address, mailing address, telephone number, business plans, bank details, payslips, and CV’s. This list is not exhaustive. We hold these details only if deemed relevant to the specific programme/assistance we are providing to you.

For applicants and current/former employees, InterTradeIreland collects and processes personal information about you throughout the recruitment and selection process, including job applications received through our website or by email or hard copy. This will include contact information such as your name, email address, phone number(s) and postal address. We will also collect and process information contained in the application form such as education, employment history and NI number. We also collect sensitive data as a legal requirement under Fair Employment Monitoring. When you attend an interview, we will collect and process additional personal information about you.

We capture personal data through Closed-circuit television (CCTV) installed for maintaining the security of our premises and for preventing and investigating crime.

Who will see or have access to your data

InterTradeIreland will ensure that only relevant persons in each work area who need access to your personal information as part of their duties in providing your services are authorised and permitted to access. Staff that have access to sensitive personal information operate with additional level of security restriction.

In line with our Data Protection Policy, all staff and service providers including managing agents, consultants and partner organisations will take appropriate technical and organisational security measures to safeguard personal information stored and used by InterTradeIreland.

This will include:

  • completion of regular GDPR and Data Protection training
  • being trained in how they can protect your personal data,
  • storing paper files and documents in a secure environment, and
  • protecting personal data held on computer systems with secure passwords.

Whom your personal data is shared with

We only share personal information with others when there is a legal or statutory requirement to do so, to fulfil our public task responsibilities, to meet employment contractual obligations or in response to employee requests.

We have a legal obligation to disclose information to government bodies and law enforcement agencies for purposes such as when required:

  • Police and security services in the prevention and detection of crime or fraud
  • National Crime Agency for Data Matching to identify fraudulent claims/grants and facilitate clawback proceeding
  • Her Majesty’s Revenue and Customs (HMRC) or Revenue Commissioners Ireland regarding tax deductions and queries
  • Northern Ireland Audit Office and the Office of the Comptrollers and Auditor General in Ireland to demonstrate effective use of our funding
  • Emergency situation – where disclosure of personal details is in someone’s vital interest

We are required to provide statistical and monitoring information on the companies we have supported and returns generated to our Sponsoring Departments North and South, (The Department for the Economy (DFE) Northern Ireland and the Department of Enterprise, Trade and Employment (DETE) in Ireland, North South Ministerial Council and other partner agencies involved in economic development.

InterTradeIreland use external delivery organisations, suppliers and contracted third party service providers that store and process personal information on our behalf, to help deliver our services to you, or enable us to fulfil our public task responsibilities in exercise of our official authority. It is also in our legitimate interest to use third party suppliers to maintain cost effective and efficient operations. We only disclose the limited personal information that is necessary for them to provide you with access to the programme or service you have chosen. We ensure your personal information is adequately protected by having a written contract in place that requires our service providers to keep your information secure and only use it in accordance with our specified instructions, comply with Data Protection Legislation and to adhere to the conditions set out in this Privacy Notice.

We may need to share your personal information with other third parties in connection with the services they provide to us or otherwise for the purpose of the relevant transaction, for example our Pension Administrator, or people providing contracted services including:

  • Banking and Payment service providers
  • Payroll system providers
  • Accounting system provider
  • Information System Provider
  • Pension AVC and Medical Insurance organisations
  • Trade Unions
  • Child care providers
  • Advertising Networks
  • Event management organisations/facilitators
  • Email Distributors
  • Marketing Automation partners
  • Customer survey companies
  • Data Storage and hosting partners
  • IT Specialists
  • Website and Portal Developers

The information you provide as part of a job application is treated in confidence and will be shared only with members of the selection panel and Human Resources for the purposes of the selection and recruitment process. Where we want to take up a reference, we will not do so without informing you beforehand.

InterTradeIreland do not sell or exchange your personal data with other organisations.

Transfer of data to another country

InterTradeIreland is a Cross-Border trade and business development body whose office is based in Northern Ireland (UK) but operates in providing their support services across the island, in both Ireland and Northern Ireland. This gives rise to the storage and transfer of personal data in and between both jurisdictions by data processors/controllers/ managing agents/consultants acting on our behalf.

Following the UK (including Northern Ireland) ceasing to be a member state of the European Union (Brexit) and the subsequent expiry of the post Brexit transitional arrangements agreed between the UK and EU, the EU GDPR has been replaced in the UK by the UK GDPR. Accordingly, our Data Protection Policy will include application of both the UK GDPR and EU GDPR.

All transfers of personal data are made in accordance with Data protection Legislation. Personal data transferred from the UK to the EEA is currently on the basis of UK adequacy regulations. Personal data transferred from the EEA to the UK is currently on the basis of the EU-UK Trade and Co-Operation Agreement.

If we transfer, personal data to third countries including an international transfer we will ensure additional data protection safeguards in the form of written contractual clauses are adopted. Providing additional assurance that personal data is processed in compliance with GDPR and Data Protection Legislation and that the personal data is appropriately secured and protected by the receiving organisations.

InterTradeIreland is committed to adhere to the requirements of the UK GDPR and the corresponding EU GDPR, in respect of all personal data transfers. We provide assurance that the data subject has the entitlement to exercise his/her rights directly with InterTradeIreland by contacting our Data Protection Officer: dpo@intertradeireland.com. InterTradeIreland as a public body are not required to appoint additional representation within Ireland (EU).

How your data will be stored

When you give us personal information, we make every effort to ensure that it is processed securely. All information submitted to our website is encrypted and protected with encryption on SSL. When you are on a secure page, a lock icon will appear on the top of web browsers such as Microsoft Edge and Google Chrome.

Non-sensitive details (your email address etc.) are transmitted normally over the Internet, and this can never be guaranteed to be 100% secure. As a result, while we strive to protect your personal information, we cannot guarantee the security of any information you transmit to us, and you do so at your own risk. Where we have given (or where you have chosen) a password which enables you to access certain parts of our website, you are responsible for keeping this password confidential. We ask you not to share your password with anyone.

When we receive your information, we make our best effort to ensure its security on our systems. We keep our computers, files and buildings secure. Your personal information will be stored on our secure server, customer, payroll, accounting and management information storage and communication systems, in spreadsheets and other electronic documents and/or in hard copy within a manual filing system, which is accessible only by nominated staff in each work area. We protect your personal information with security measures including encryption, restricted access and password controls.

How long we will retain your data

Your information will only be used and retained by InterTradeIreland for as long as required and only processed for the purpose for which it was originally collected. How long we store information for can vary depending on; the nature of the information, what it is being used for, and sometimes, statutory legal requirements which require us to hold certain personal information for a specified length of time. InterTradeIreland Records Retention and Disposal Schedule details how long we retain information. For further information on how long we keep information, you can access our Records Retention and Disposal Schedule by contacting our Data Protection Officer by email: dpo@intertradeireland.com.

The attached schedule is a summary of our retention periods:

Personal Information rights

GDPR offers you specific rights in relation to how your personal data is collected and processed including:

Right to be informed

You have the right to be informed about the collection and use of your personal data. Our Privacy Notice, will provide you with the information needed to allow you to see how and why InterTradeIreland uses your personal data.

Right of Access

You may ask us for a copy of the personal information we hold relating to you, and how we collect, share and use your personal information. A request to obtain a copy of the personal information is known as a 'Subject Access Request' and will be provided to you within the regulatory timeframe. We will require proof of identity and address before we can release this information.

Right to Rectification

If you believe that personal data we hold on you is inaccurate or misleading then you have the right to request that it is updated or corrected. It is your responsibility to ensure that all personal data provided to us is accurate and complete, and if it changes, you must let us know as soon as possible.

Right to Erasure

You can ask for your personal information to be deleted or destroyed. In some cases, InterTradeIreland will retain information where it is required for lawful purposes.

Right to Restriction

You may ask us to restrict the processing of your personal information, if for example you consider the data is inaccurate or that the processing is unlawful.

Right to Object

You can change your mind whenever you give us your consent, for example to receive direct communications or marketing, or using your sensitive information, such as medical data.

Right to Portability

You have the right to obtain and reuse your personal data in an electronic format and to ask us to share a digital copy of your personal information directly with yourself or another organisation.

Should you seek to exercise any of these rights, you should contact our Data Protection Officer: dpo@intertradeireland.com

Automated decision-making

InterTradeIreland do not currently use automated decision-making in relation to any personal data you may provide. Should InterTradeIreland decide to do so in the future, we will not do so without human intervention to enable the expression and consideration of individual views. This will ensure that no decision is taken regarding you based solely on an automated process.

Cookies – What they are and how we use them

When you visit our website, we may collect standard information that your browser sends to every website you visit, such as originating IP address, browser type, access time and referring websites. This data may be used to improve the operation and security of our website by assisting in authenticating your identity and to remember your user preferences and settings.

Cookies are small text files that are stored on your browser or device by websites, apps, online media and advertisements. Strictly necessary cookies are required for our website, applications and services to function properly for example these cookies allow you to access secure areas of the website. These help us provide you with a personalised service and help make our website, applications and services work better for you.

Performance cookies and analytics technologies collect information about how visitors and users use our website, applications and services, for instance which functionality visitors use most often and if they get error messages from areas of the website, applications or services. We use this information to measure the effectiveness of campaigns, analyse site visits and trends to compile statistical reports on website activity.

You can block cookies by activating the settings on the browser that blocks all or some cookies. However if you block all cookies you may not be able to access all or parts of our website or services or in a few cases some of our website features may not function as a result.

Links to other websites

InterTradeIreland website may contain links to other government and non-government websites. If you follow a link to any of these websites, the operators of these sites may collect information from you, which will be used by them in accordance with their own data Privacy Policy. We encourage you to review the privacy policy before you submit any personal data to those linked websites. We do not accept any responsibility or liability for other organisations’ policies.

How to make a complaint

InterTradeIreland endeavors to meet the highest standards when collecting and using your personal information. If you have a complaint about the use of your personal information or how it has been processed, you can in the first instance contact us to give us the opportunity to put things right as quickly as possible. If you wish to make a complaint, you may do so in writing and by email as follows:

Data Protection Officer
InterTradeIreland
Kilmorey Street
Newry
BT34 2DE

Email: dpo@intertradeireland.com

Please be assured that all complaints received will be fully investigated. To enable us to address your complaint quickly and resolve it effectively, we ask that you provide us with as much information as possible.

If you remain dissatisfied, then you have the right to apply directly to the Information Commissioner for a decision. The Information Commissioner can be contacted at:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

T: 0303 123 1113 (local rate) or 01625 545 745

F: 01625 524 510

E: casework@ico.org.uk

W: https://ico.org.uk/

Updates to this Privacy Notice

We will amend this privacy notice from time to time to ensure it continues to reflect how and why InterTradeIreland as an organisation collects and uses personal data. The current version will always be posted on our website at www.intertradeireland.com

Last Updated: 12 April 2021

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