EXECUTIVE SUMMARY
Yeats Room Ltd Ballymaloe House takes the safeguarding of personal data very seriously. This policy describe show Ballymaloe House Hotel meets its obligations under the General Data Protection Regulation in relation to the processing of personal data. The Data Protection policy was adopted by the Board of Directors of Yeats Room Ltd T/A Ballymaloe House on the 30th of April 2018.
DEFINITIONS
1. Automated Decision-Making (ADM): when a decision is made which is based solely on Automated Processing (including profiling) which produces legal effects or significantly affects an individual. The GDPR prohibits Automated Decision-Making (unless certain conditions are met) but not Automated Processing.
2. Automated Processing: any form of automated processing of Personal Data consisting of the use of Personal Data to evaluate certain personal aspects relating to an individual, to analyse or predict aspects concerning that individual's performance at work, economic situation, health, personal preferences, interests, reliability, behaviour, location or movements. Profiling is an example of Automated Processing.
3. Consent: agreement which must be freely given, specific, informed and be an unambiguous indication of the Data Subject's wishes by which they, by a statement or by a clear positive action, signifies agreement to the Processing of Personal Data relating to them.
4. Data Controller: the person or organisation that determines when, why and how to process Personal Data is responsible for establishing practices and policies in line with the GDPR. The Data Controller of all Personal Data relating to Ballymaloe House Hotel Personnel and Personal Data used in our business for our own commercial purposes is Sean Balog, Financial Controller.
5. Data Subject: a living, identified or identifiable individual about whom we hold Personal Data. Data Subjects may be nationals or residents of any country and may have legal rights regarding their Personal Data.
6. Data Privacy Impact Assessment(DPIA): tools and assessments used to identify and reduce risks of a data processing activity. DPIA can be carried out as part of Privacy by Design and should be conducted for all major system or business change programs involving the Processing of Personal Data. Ballymaloe House Hotel, as part of their preparations for GDPR, commissioned a comprehensive, root and branch review of all their operations to identify areas for mitigation, removal, or improvement, under their obligations to demonstrate and practically apply full compliance with the obligations of the Act.
7. Data Protection Compliance Officer (DPCO): Sean Balog, Financial Controller
8. EEA: all EU member states, and Iceland, Liechtenstein and Norway. Note: the United Kingdom Government has indicated that they will fully adopt GDPR, even post Brexit.
9. Explicit Consent: consent which requires a very clear and specific statement where the data subject is provided with all salient information, and can make a clear, informed, un ambiguous decision freely of their own will.
10. General Data Protection Regulation (GDPR): the General Data Protection Regulation ((EU) 2016/679).Personal Data is subject to the legal safeguards specified in the GDPR.
11. Personal Data: any information identifying a Data Subject or information relating to a Data Subject that we can identify (directly or indirectly) from that data alone or in combination with other identifiers we possess or can reasonably access. Personal Data includes Sensitive Personal Data and Pseudonymised Personal Data but excludes anonymous data or data that has had the identity of an individual permanently removed. Personal data can be factual (for example, a name, email address, location, photograph, IP address, biometrics, date of birth etc.) or an opinion about that person's actions or behaviour.
12. Personal Data Breach: any act or omission that compromises the security, confidentiality, integrity, or availability of Personal Data or the physical, technical, administrative or organisational safeguards that we or our third-party service providers put in place to protect it. The loss, or unauthorised access, disclosure or acquisition, of Personal Data is a Personal Data Breach. This can occur through theft, inadvertent or other disclosure, premises fire or flood, loss, or systems breach.
13. Privacy by Design: implementing appropriate technical and organisational measures in an effective manner to ensure compliance with the GDPR.
14. Privacy Notices (also referred to as Fair Processing Notices) or Privacy Policies: separate notices setting out information that may be provided to Data Subjects when Ballymaloe House Hotel collects information about them. These notices may take the form of general privacy statements applicable to a specific group of individuals (for example, employee privacy notices or the website privacy policy) or they may best and-alone, one time privacy statements covering Processing related to a specific purpose.
15. Processing or Process: any activity that involves the use of Personal Data. It includes obtaining, recording or holding the data, or carrying out any operation or set of operations on the data including organising, amending, retrieving, using, disclosing, erasing or destroying it. Processing also includes transmitting or transferring Personal Data to third parties.
16. Pseudonymisation or Pseudonymised: replacing information that directly or indirectly identifies an individual with one or more artificial identifiers or pseudonyms so that the person, to whom the data relates, cannot be identified without the use of additional information which is meant to be kept separately and secure.
17. Sensitive Personal Data: information revealing racial or ethnic origin, political opinions, religious or similar beliefs, trade union membership, physical or mental health conditions, sexual life, sexual orientation, biometric or genetic data, and Personal Data relating to criminal offences and convictions. Ballymaloe House does not routinely request sensitive data, but clients and staff may elect to provide such information voluntarily to Ballymaloe House in certain circumstances. Ballymaloe House will retain any such data received in a safe, secure manner with restricted access.
18. In the context of this policy, Ballymaloe House Hotel Data Protection policy refers to all personnel: all employees, workers, contractors, agency workers, consultants, directors, and others.
This Policy sets out how Ballymaloe House Hotel ("we", "our", "us") handle the Personal Data of our customers, suppliers, employees, workers and other third parties.
This Data Protection Policy applies to all Personal Data we Process regardless of the media on which that data is stored or whether it relates to past or present employees, workers, members or supplier contacts, website users or any other Data Subject.
This Data Protection Policy applies to all Ballymaloe House Hotel personnel ("you", "your"). You must read, understand, and comply with this Data Protection Policy when Processing Personal Data on our behalf and attend training on its requirements. This Data Protection Policy sets out what we expect from you for Ballymaloe House Hotel to comply with applicable law. Your compliance with this Data Protection Policy is mandatory. Any breach of this Data Protection Policy may result in disciplinary action, in accordance with usual Human Resources practice.
This Data Protection Policy is an internal document and cannot be shared with third parties, clients, or regulators without prior authorisation from the DPCO, Sean Balog, Financial Controller.
PERSONAL DATA PROTECTION PRINCIPLES
We adhere to the principles relating to Processing of Personal Data set out in the GDPR which require Personal Data to be:
1. Processed lawfully, fairly and in a transparent manner (Lawfulness, Fairness and Transparency).
2. Collected only for specified, explicit and legitimate purposes (Purpose Limitation).
3. Adequate, relevant, and limited to what is necessary in relation to the purposes for which it is Processed (Data Minimisation).
4. Accurate and where necessary kept up to date (Accuracy).
5. Not kept in a form which permits identification of Data Subjects for longer than is necessary for the purposes for which the data is Processed (Storage Limitation).
6. Processed in a manner that ensures its security using appropriate technical and organisational measures to protect against unauthorised or unlawful Processing and against accidental loss, destruction, or damage (Security, Integrity and Confidentiality).
7. Not transferred to another country without appropriate safeguards being in place (Transfer Limitation).
8. Made available to Data Subjects and Data Subjects allowed to exercise certain rights in relation to their Personal Data (Data Subject's Rights and Requests).
We are responsible for and must be able to demonstrate compliance with the data protection principles listed above(Accountability).
LAWFULNESS, FAIRNESS, TRANSPARENCY
Personal data must be processed lawfully, fairly and in a transparent manner in relation to the Data Subject.
You may only collect process and share Personal Data fairly and lawfully and for specified purposes. The GDPR restricts our actions regarding Personal Data to specified lawful purposes. These restrictions are not intended to prevent processing but ensure that we Process Personal Data fairly and without adversely affecting the Data Subject.
The GDPR allows Processing for specific purposes, some of which are set out below:
1. The Data Subject has given his or her Consent.
2. The Processing is necessary for the performance of a contract with the Data Subject.
3. To meet our legal compliance obligations.
4. To protect the Data Subject's vital interests.
5. To pursue our legitimate interests for purposes where they are not overridden because the Processing prejudices the interests or fundamental rights and freedoms of Data Subjects. The purposes for which we process Personal Data for legitimate interests need to be set out in applicable Privacy Notices or Fair Processing Notices; or
You must identify and document the legal ground being relied on for each Processing activity.
CONSENT
A Data Controller must only process Personal Databased on one or more of the lawful bases set out in the GDPR, which include Consent.
A Data Subject consents to Processing of their Personal Data if they indicate agreement clearly either by a statement or positive action to the Processing. Consent requires affirmative action so silence, pre-ticked boxes or inactivity are not sufficient. If Consent is given in a document which deals with other matters such as sensitive or confidential information, then the Consent must be kept separate from those other matters.
Data Subjects must be easily able to withdraw Consent to Processing at any time and withdrawal must be promptly honoured. Consent may need to be obtained again if you intend to Process Personal Data for a different and incompatible purpose which was not disclosed when the Data Subject first consented - you cannot expand the purpose of use of the consent without reverting to the data subject beforehand.
Unless we can rely on another legal basis of Processing, Explicit Consent is usually required for Processing Sensitive Personal Data, for Automated Decision-Making and for cross border data transfers. Usually, we will be relying on another legal basis (and not require Explicit Consent) to Process most types of Sensitive Data. Where Explicit Consent is required, you must issue a Fair Processing Notice to the Data Subject to capture Explicit Consent.
You will need to evidence Consent captured and keep records of all Consents so that Ballymaloe House Hotel can demonstrate compliance with Consent requirements.
TRANSPARENCY (NOTIFYING DATA SUBJECTS)
The GDPR requires Data Controllers to provide detailed, specific information to Data Subjects depending on whether the information was collected directly from Data Subjects or from elsewhere. Such information must be provided through appropriate Privacy Notices or Fair Processing Notices which must be concise, transparent, intelligible, easily accessible, and in clear and plain language so that a Data Subject can easily understand them.
Whenever we collect Personal Data directly from Data Subjects, including for human resources or employment purposes, we must provide the Data Subject with all the information required by the GDPR including the identity of the Data Controller and DPCO, how and why we will use, process, disclose, protect and retain that Personal Data through a Fair Processing Notice which must be presented when the Data Subject first provides the Personal Data.
When Personal Data is collected indirectly (for example, from a third party or publicly available source), you must provide the Data Subject with all the information required by the GDPR as soon as possible after collecting/receiving the data. You must also check that the Personal Data was collected by the third party in accordance with the GDPR and on a basis which contemplates our proposed Processing of that Personal Data.
PURPOSE LIMITATION
Personal Data must be collected only for specified, explicit and legitimate purposes. It must not be further processed in any manner incompatible with those purposes.
You cannot use Personal Data for new, different, or incompatible purposes from that disclosed when it was first obtained unless you have informed the Data Subject of the new purposes and they have consented where necessary.
DATA MINIMISATION
Personal Data must be adequate, relevant, and limited to what is necessary in relation to the purposes for which it is processed.
You may only Process Personal Data when performing your job duties requires it. You cannot Process Personal Data for any reason unrelated to your job duties, and you cannot request or store information that could reasonably be interpreted as excessive to the minimum required.
You may only collect Personal Data that you require for your job duties: do not collect excessive data. Ensure any Personal Data collected is adequate and relevant for the intended purposes.
You must ensure that when Personal Data is no longer needed for specified purposes, it is deleted or anonymised in accordance with the Records Management policy.
ACCURANCY
Personal Data must be accurate and, where necessary, kept up to date. It must be corrected or deleted without delay when demonstrated by the Data Subject to be incorrect or inaccurate.
You will ensure that the Personal Data we use, and hold is accurate, complete, kept up to date and relevant to the purpose for which we collected it. You must check the accuracy of any Personal Data at the point of collection and at regular intervals afterwards. You must take all reasonable steps to correct, destroy or amend inaccurate or out-of-date Personal Data.
STORAGE LIMITATION
Personal Data must not be kept in an identifiable form for longer than is necessary for the purposes for which the data is processed - refer to the Records Management policy.
You must not keep Personal Data in a form which permits the identification of the Data Subject for longer than needed for the legitimate business purpose or purposes for which we originally collected it including for the purpose of satisfying any legal, accounting or reporting requirements.
Ballymaloe House Hotel through our Records Management policy, maintain procedures to ensure Personal Data is deleted after a reasonable time for the purposes for which it was being held, unless a law requires such data to be kept for a minimum time.
You will take all reasonable steps to destroy or erase from our systems all Personal Data that we no longer require in accordance with all Ballymaloe House Hotel applicable records retention schedules and policies as outlined in the Records Management policy. This includes requiring third parties to delete such data where applicable, and you obtaining confirmation from such third parties that the deletions as instructed have taken place.
You will ensure Data Subjects are informed of the period for which data is stored and how that period is determined in any applicable Privacy Notice or Fair Processing Notice.
SECURITY INTEGRITY AND CONFIDENTIALITY
Personal Data must be secured by appropriate technical and organisational measures against unauthorised or unlawful Processing, and against accidental loss, destruction, or damage.
We will develop, implement, and maintain safeguards appropriate to our size, scope and business, our available resources, the mount of Personal Data that we own or maintain on behalf of others and identified risks (including use of encryption and pseudonymisation where applicable). We will regularly evaluate and test the effectiveness of those safeguards to ensure security of our Processing of Personal Data. You are responsible for protecting the Personal Data we hold. You must implement reasonable and appropriate security measures against unlawful or unauthorised Processing of Personal Data and against the accidental loss of, or damage to, Personal Data. You must exercise particular care in protecting Sensitive Personal Data from loss and unauthorised access, use or disclosure.
You must follow all procedures and technologies we put in place to maintain the security of all Personal Data from the point of collection to the point of destruction. You may only transfer Personal Data to third-party service providers who agree to comply with the required policies and procedures and who agree to put adequate measures in place, as requested.
You must maintain data security by protecting the confidentiality, integrity, and availability of the Personal Data, defined as follows:
1. Confidentiality means that only people who have a need to know and are authorised to use the Personal Data can access it.
2. Integrity means that Personal Data is accurate and suitable for the purpose for which it is processed.
3. Availability means that authorised users can access the Personal Data when they need it for authorised purposes.
You must comply with and not attempt to circumvent the administrative, physical, and technical safeguards we implement and maintain in accordance with the GDPR and relevant standards to protect Personal Data.
Should you make or become aware of any security concern to our Data, you must, in the first instance, make an immediate report to Sean Balog, Data Protection Compliance Officer.
REPORTING A PERSONAL DATA BREACH
The GDPR requires Data Controllers to notify any Personal Data Breach to the Data Protection Commissioners Offices and, in certain instances, the Data Subject, if the breach is likely to discommode the manifestly or materially or threaten their data privacy.
We have put in place procedures to deal with any suspected Personal Data Breach and will notify Data Subjects or any applicable regulator where we are legally required to do so. We may also elect, as Best Practice, to contact Data Subjects whether we are legally required to do so or not, to ensure continuity of customer service and to learn lessons to prevent other or related data breaches.
If you know or suspect that a Personal Data Breach as occurred, do not attempt to investigate the matter yourself. Immediately contact the Data Protection Compliance Officer, Sean Balog.
The Data Protection Officer of Ballymaloe House Hotel will view the steps required to report a breach, within the required 3 DAYS from learning of the breach, using the on-line template available at www.dataprotection.ie - Breach Notification.
TRANSFER LIMITATION
GDPR restricts data transfers to countries outside the EEA to ensure that the level of data protection afforded to individuals by the GDPR is not undermined. You transfer Personal Data originating in one country across borders when you transmit, send, view or access that data in or to a different country.
You may only transfer Personal Data outside the EEA if one of the following conditions applies:
1. The European Commission has issued a decision confirming that the country to which we transfer the Personal Data ensures an adequate level of protection for the Data Subjects' rights and freedoms.
2. Appropriate safeguards are in place such as binding corporate rules (BCR), standard contractual clauses approved by the European Commission, an approved code of conduct or a certification mechanism, a copy of which can be obtained from the DPCO.
3. The Data Subject has provided Explicit Consent to the proposed transfer after being informed of any potential risks; or
4. The transfer is necessary for one of the other reasons set out in the GDPR including the performance of a contract between us and the Data Subject, reasons of public interest, to establish, exercise or defend legal claims or to protect the vital interests of the Data Subject where the Data Subject is physically or legally incapable of giving Consent and, in some limited cases, for our legitimate interest.
DATA SUBJECT'S RIGHTS AND REQUESTS
Data Subjects have rights when it comes to how we handle their Personal Data. These include rights to:
1. Withdraw Consent to Processing at any time.
2. Receive certain information about the Data Controller's Processing activities.
3. Request access to their Personal Data that we hold.
4. Prevent our use of their Personal Data for direct marketing purposes.
5. Ask us to erase Personal Data if it is no longer necessary in relation to the purposes for which it was collected or processed or to rectify inaccurate data or to complete incomplete data erasure.
6. Restrict Processing in specific circumstances.
7. Challenge Processing which has been justified based on our legitimate interests or in the public interest.
8. Request a copy of an agreement under which Personal Data is transferred outside of the EEA.
9. Object to decisions based solely on Automated Processing, including profiling (ADM).
10. Prevent Processing that is likely to cause damage or distress to the Data Subject or anyone else.
11. Be notified of a Personal Data Breach which is likely to result in high risk to their rights and freedoms.
12. Make a complaint to the Data Protection Commissioner; and
13. In limited circumstances, receive or ask for their Personal Data to be transferred to a third party in a structured, commonly used, and machine-readable format.
You must verify the identity of an individual requesting data under any of the rights listed above (do not allow third parties to persuade you into disclosing Personal Data without proper authorisation). You must immediately forward any Data Subject request you receive to the Data Protection Compliance Officer.
ACCOUNTABILITY
The Data Controller must implement appropriate technical and organisational measures in an effective manner, to ensure compliance with data protection principles. The Data Controller is responsible for, and must be able to demonstrate, compliance with the data protection principles.
Ballymaloe House Hotel must have adequate resources and controls in place to ensure and to document GDPR compliance including:
1. Implementing Privacy by Design when Processing Personal Data and completing Data Protection Impact Assessments 1 where Processing presents a high risk to rights and freedoms of Data Subjects;
2. Integrating data protection into internal documents including this Privacy Standard, Related Policies, Privacy Guidelines, Privacy Notices or Fair Processing Notices.
3. Regularly training Ballymaloe House Hotel Personnel on the GDPR, this Privacy Standard, and data protection matters including, for example, Data Subject's rights, Consent, legal basis, DPIA and Personal Data Breaches. Ballymaloe House Hotel must maintain a record of training attendance by staff; and
4. Regularly testing the privacy measures implemented and conducting periodic reviews and audits to assess compliance, including using results of testing to demonstrate compliance improvement effort.
RECORD KEEPING
GDPR requires us to keep full and accurate records of all our data Processing activities in respect of special categories of personal data. These records should include, at a minimum, the name and contact details of the Data Controller and the DPCO, clear descriptions of the Personal Data types, Data Subject types, Processing activities, Processing purposes, third-party recipients of the Personal Data, Personal Data storage locations, Personal Data transfers, the Personal Data's retention period and a description of the security measures in place. To create such records, data maps should be created which should include the detail set out above together with appropriate data flows.
TRAINING AND AUDIT
We are required to ensure all Ballymaloe House Hotel personnel have undergone adequate training to enable them to comply with data privacy laws. We must also regularly test our systems and processes to assess compliance. You must undergo all mandatory data privacy related training and ensure your team undergo similar mandatory training. You must regularly review all the systems and processes under your control to ensure they comply with this Data Protection Policy and check that adequate governance controls and resources are in place to ensure proper use and protection of Personal Data.
PRIVACY BY DESIGN AND DATA PROTECTION IMPACT ASSESMENT (DPIA)
We are required to implement Privacy by Design measures when Processing Personal Data by implementing appropriate technical and organisational measures (like pseudonymisation) in an effective manner, to ensure compliance with data privacy principles. You must assess what Privacy by Design measures can be implemented on all programs/systems/processes that process Personal Data by considering the following:
1. The state of the data.
2. The cost of implementation.
3. The nature, scope, context, and purposes of processing; and
4. The risks of varying likelihood and severity for rights and freedoms of data subjects posed by the processing.
Data controllers must also conduct DPIAs in respect to high-risk Processing - there are none identified at Ballymaloe House Hotel following the recent DPIA review.
You should conduct a DPIA (and discuss your findings with the DPCO) when implementing major system or business change programs involving the Processing of Personal Data including:
1. Use of new technologies(programs, systems, or processes), or changing technologies (programs, systems, or processes).
2. Automated processing including profiling and administration.
3. Large scale processing of sensitive data; and
4. Large scale, systematic monitoring of a publicly accessible area.
A DPIA must include:
1. A description of the Processing, its purposes and the Data Controller's legitimate interests if appropriate.
2. An assessment of the necessity and proportionality of the Processing in relation to its purpose.
3. An assessment of the risk to individuals; and
4. The risk mitigation measures in place and demonstration of compliance.
AUTOMATED PROCESSING (INCLUDING PROFILING) AND AUTOMATED DECISION-MAKING
Generally, ADM is prohibited when a decision has a legal or similar significant effect on an individual unless: A Data Subject has explicitly consented, the Processing is authorised by law, or the Processing is necessary for the performance of or entering a contract.
If certain types of Sensitive Data are being processed, then grounds (b) or (c) will not be allowed but such Sensitive Data can be processed where it is necessary (unless less intrusive means can be used) for substantial public interest like fraud prevention.
If a decision is to be based solely on Automated Processing (including profiling), then Data Subjects must be informed when you first communicate with them of their right to object. This right must be explicitly brought to their attention and presented clearly and separately from other information. Further, suitable measures must be put in place to safeguard the Data Subject's rights and freedoms and legitimate interests.
We must also inform the Data Subject of the logic involved in the decision making or profiling, the significance and envisaged consequences and give the Data Subject the right to request human intervention, express their point of view or challenge the decision.
A DPIA must be carried out before any Automated Processing (including profiling) or ADM activities are undertaken.
SHARING PERSONAL DATA
Generally, we are not allowed to share Personal Data with third parties unless certain safeguards and contractual arrangements have been put in place.
You may only share the Personal Data we hold with another employee or agent if the recipient has a job-related need to know the information and the transfer complies with any applicable cross-border transfer restrictions.
You may only share the Personal Data we hold with third parties, such as our service providers if:
1. They have a need to know the information for the purposes of providing the contracted services.
2. Sharing the personal data complies with the privacy notice provided to the data subject and, if required, the data subject's consent has been obtained.
3. The third party has agreed to comply with the required data security standards, policies and procedures and put adequate security measures in place.
4. The transfer complies with any applicable cross border transfer restrictions; and
5. A fully executed written contract that contains GDPR approved third-party clauses has been obtained, and we are satisfied as to the veracity and potential indemnity this provides for Ballymaloe House Hotel.
CHANGES TO THIS DATA PROTECTION POLICY
We reserve the right to change this Data Protection Policy at any time without notice to you so please check back regularly to obtain the latest copy of this Policy.
