Privacy Policy

Clare County Council – Sports & Recreation Unit – Active Ennis/Kilrush Privacy Notice

In order to provide the most effective and targeted range of Sports & Recreation facilities to meet the needs of the citizens of Clare County we will be required to collect, process and use certain types of information about people applying for sports and leisure related services. Depending on the service being requested the information sought may include ‘personal data’ as defined by the Data Protection Acts and by the General Data Protection Regulation (GDPR) and may relate to the personal circumstances of you (as applicant) and members of your group who may also be part of the application.

Why do we have this privacy notice?

Clare County Council has created this privacy statement in order to demonstrate our firm commitment to privacy and transparency.

Legal basis for the processing of personal data as part of sports & recreation service provision.

Clare County Council may, for the purpose of its functions under the Local Government Act, 2001, as amended by the Local Government Reform Act 2014, request data contained in sports & recreation related forms.

The legal basis for the personal data processing is provided by article 6(1) and includes, depending on the data collected.

6(1)(a) the data subject has given consent to the processing of his or her personal data for one or more specific purposes; Consent may be withdrawn at any time, without affecting the lawfulness of processing based on consent before its withdrawal. Where the application of minors is concerned, parental consent may be obtained.
6(1)(b) processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract; Failure to provide such data as is required may result in a service application (for example membership application) being denied.
6(1)(d) processing is necessary in order to protect the vital interests of the data subject or of another natural person;
6(1)(f) processing is necessary for the purposes of the legitimate interests pursued by the controller, eg safeguarding the security of the premises and preventing and detecting fraud.
Additionally, where for essential purposes, special category data, for example data concerning health is processed, the legal basis for such special category data processing is provided by article 9(2)(a) – the data subject has given explicit consent to the processing of those personal data for one or more specified purposes. Consent may be withdrawn at any time, without affecting the lawfulness of processing based on consent before its withdrawal.

Types of Personal data

Personal data may include name, address, contact number, bank details when completing a booking online or in cases of applying for membership or certain forms of tuition, health data, the purpose of which is to enable safer delivery of services, including emergency services in the event of acute ill health. We process images of persons via a CCTV system, which is used for security and safety purposes. We process membership card details for administration purposes.

How your personal data will be used/processed by the Sports and Recreation Unit.

Name, contact phone numbers, address and email address is required on many forms. We may use these contact details to contact you. Financial data may be processed in connection with paying for services. Patrons’ images may be processed by the CCTV system in place for the purpose of security and safety. Membership card details are processed by us for administrative reasons.

Recipients of the personal data

Data provided by you will be stored on software leisure management systems – the Xplor, Legend system or on the Sportskey – Prodigy system. Your data will be stored and may be accessed by the software providers in the context of software provision and maintenance. Other service providers engaged by the Council may also process personal data. They will process your personal data only to the extent necessary for purposes connected with sports and recreation service applications and service delivery and management.

Your data may be shared with the finance department/internal audit in the context of administration and management.

Third country or International Organisations.

Software companies engaged for the processing of data, Xplo, t/a Legend and Sportskey Ltd – Prodigy are UK based processors. A European data adequacy agreement in place for the UK.

Records Retention Policy

Clare County Council subscribes to the national policy for retention and destruction of local authority records.

Your Rights

You have the right to request access to personal data held about you, rights of rectification and erasure, rights of restriction and objection and rights of portability. To exercise these rights please see details in the attached link and the sample application forms on our website http://www.clarecoco.ie/your-council/how-we-manage-information/data-protection/

(or available on request from the Data Protection office, see contact details below).

Please note that to help protect your privacy, we take steps to verify your identity before granting access to personal data. Further details can be obtained from Clare County Council’s website.

To exercise these rights or if you have any questions on data protection compliance, you should contact Clare County Council Data Protection Officer at the following address: Data Protection Officer, Clare County Council, Áras Contae an Chláir, New Road, Ennis, Clare V95 DXP2, Telephone number: (065) 6846405 or email: dpa@clarecoco.ie.

Right of complaint to the Office of the Data Protection Commissioner

If you are not satisfied with the outcome of the response you received from Clare County Council in relation to your request or in relation to exercising your data rights, then you are entitled to make a complaint to the Data Protection Commissioner who can investigate the matter for you.

The Data Protection Commissioner’s website is: www.dataprotection.ie.

Contact number: (01) 7650100 or 1800437737

Email: info@dataprotection.ie

Postal address: Data Protection Commissioner, Canal House, Station Road, Portarlington, Co Laois, R32 AP23.