Volunteers’ Privacy Notice

Updated as at: September 2022

This data protection notice provides information about the ways in which Irish Horseracing Regulatory Board (referred to as “IHRB”) collects and uses personal data throughout your volunteering.

IHRB will process all personal data in accordance with the General Data Protection Regulation EU 2016/679 (GDPR), the Data Protection Act 2018 and any applicable local and European Data Protection and Privacy law.

For the purposes of data protection legislation, the Data Controller of your personal data is:

Irish Horseracing Regulatory Board
The Curragh
Co. Kildare
R56 Y668

E-mail: info@ihrb.ie   
Telephone: +353 45 445 600
Fax: +353 45 445 601

In this privacy statement “we”, “our”, “us”, “the employer” and “IHRB” refers to the Irish Horse Regulatory Board.

Personal information we collect and hold about you

• Contact details (i.e. name, surname, email address, home address and phone number) dob – for subscriptions / Emeritus Member
• Job record (CV and reference letters) Members Application Form
• Your spouse’s name
• Record of the days when your services were offered for race days
• Record of your attendance at meetings.
• Record of committees they currently serve on or have served on
• Record of racecourse panels
• Information about your use of our information and communications systems.
• Information obtained through electronic means such as swipecard records, car park badge numbers
• Account Number – Members are assigned an account number i.e. HRI Account Number
• Photo for Members Booklet

Special categories of personal data:

• These categories include information about your health, any medical condition, health and sickness records. IHRB is not currently processing these categories of personal data about you.

It is important that the personal information we hold about you is accurate and current.  Please keep us informed if your personal information changes during your volunteering relationship with us.

How is your personal information collected?

The information we collect about you is either (a) provided by you, (b) created by us in the course of volunteer-related activities during your volunteering with the Turf Club, INHS Committee and the IHRB.

How we use personal information

We may use the information collected from/about you:

• where it is necessary for the performance of your volunteering, including the following:
• Race day work
• Committee meetings
• Disciplinary hearings
• Invitations to social events
• Invoicing
• Ticketing
• Liaising with other foreign jurisdictions such as the BHA, France Galop
• General information
• where we need to comply with a legal obligation, or
• where it is necessary for the legitimate interests(or those of a third party) as set out here below providing that our legitimate interest is not overridden by your interests or rights which require protection of your data.

Legitimate interest purposes:

• Making a decision about your recruitment or appointment.
• Assessing suitability for regulated roles (including criminal record checks).
• Business management and planning, including accounting and auditing.
• Conducting performance reviews, managing performance and determining performance requirements.
• Gathering evidence for possible grievance or disciplinary meetings.
• Making decisions about your continued engagement.
• Making arrangements for the termination of our volunteering relationship.
• Education, training and development requirements.
• Dealing with legal disputes involving you, or other employees, workers and contractors, including accidents at work.
• Ascertaining your fitness to volunteer.
• Complying with health and safety obligations.
• To prevent fraud.
• To monitor your use of our information and communication systems to ensure compliance with our IT policies.
• To ensure network and information security, including preventing unauthorised access to our computer and electronic communications systems and preventing malicious software distribution.
• Equal opportunities monitoring.

We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose.  If we need to use your personal information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process your personal information without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

CCTV

IHRB has installed CCTV systems at our premises and at racecourses for the purposes of public and staff safety, crime prevention and detection as well as to comply with standard business and insurance protocols. CCTV cameras are located at access points, general reception areas, areas in front of elevator doors on each floor, car parks, shared areas and the exterior perimeter.

Signage advises of areas covered by CCTV equipment. IHRB will only disclose CCTV images to others who intend to use the images for the purposes stated above.

Images captured by CCTV will generally be retained for a minimum period of 30 days, but could be retained for up to six months, depending on the level of activity on individual cameras.

IHRB CCTV’s Data Protection Policy and CCTV Privacy Notice is available for you to read it.

Disclosure of Personal Data

All the personal data we process is processed by our staff. We only allow access to your personal data only to those employees who have a “need to know”. Our staff adhere to our strict confidentiality agreements and data protection policies. The access to all your personal information is limited to certain staff members, on a need to know basis.

In addition, in order to properly and efficiently comply with legal obligations, IHRB may disclose personal data to:

• Third parties, where required or permitted by law to do so which may include our service providers and statutory bodies, including An Garda Síochána, the Revenue Commissioners.
• Horse Racing Ireland, Department of Agriculture, Food and the Marine
• Foreign Turf Authorities
• Legal advisors, Auditors, Other agencies (where applicable)
• Relevant public authority (where applicable)

IHRB requires all third parties to respect the security and confidentiality of personal data disclosed to them. Third-party service providers may only process such personal data for specified purposes and in accordance with IHRB’s instructions.

Your Rights

If your personal data is processed by IHRB, you have certain rights in relation to that data, which are outlined in summary form below. IHRB may require further information from you before we can respond to your request. The scope of certain rights may be subject to certain restrictions or exceptions provided for under data protection legislation.

All requests to exercise your rights will be duly considered by our representatives. Should you believe that any personal data we hold on you is incorrect or incomplete, you have the ability to request to see this information, rectify it or have it deleted. Please contact us through our DPO Office via email at dataprivacy@ihrb.ie so we provide you with the necessary information.

You have the following rights:

Right of Access

You have the right to receive a copy of the personal data IHRB holds about you as well as information about how it is used.

Applicability

This right is applicable at all times when IHRB holds your personal data.

Right to Rectification

You have the right to ask IHRB to correct personal data we hold about you where it is incorrect or incomplete.

Applicability

This right is applicable at all times when IHRB holds your personal data.

Right to Erasure

This right entitles you to require the erasure of your personal data from IHRB’s systems and records. However, this right applies only in certain circumstances (e.g. where IHRB no longer needs the personal data for the purpose for which we collected it or where you withdraw consent to our use of your personal data and where there is no other legal basis for continuing to use it).

Applicability

This right does not apply where personal data is required for the purpose of compliance with a legal obligation or for the performance of a task carried out in the public interest or in the exercise of official authority.

Right to Restrict Processing

This right entitles you to restrict the processing of your personal data by IHRB. Where this right is exercised, IHRB is still permitted to store your personal data but other use of the data is prohibited, save in certain limited circumstances.

Applicability

You can exercise this right if one of the following applies:

• You contest the accuracy of the personal data held about you and the IHRB is verifying the accuracy of the data.
• The personal data has been processed unlawfully and you oppose erasure and request restriction instead.
• IHRB no longer needs the personal data but you need the data in connection with a legal claim.
• You have objected to processing and IHRB is considering whether its legitimate grounds override your rights and interests.

Right to Data Portability

This right allows you to obtain your personal data in a format that enables you to transfer that personal data to another organisation where IHRB is processing your personal data on the basis of consent or on the fulfillment of a contract and if processing is carried out by automated means.  You may have the right to have your personal data transferred by us directly to the other organisation, if this is technically feasible.

Applicability

This right does not apply where personal data is required for the purpose of compliance with a legal obligation or for the performance of a task carried out in the public interest or in the exercise of official authority.

Right to Object

You have the right to object to the IHRB’s use of your personal data in certain circumstances. However, IHRB may continue to use your personal data, despite your objection, where there are compelling legitimate grounds to do so or we need to use your personal data in connection with any legal claims.

Applicability

This right applies where IHRB processes your personal data for the performance of a task carried out in the public interest or in the exercise of official authority or in pursuance of its legitimate interests.

Right Relating to Automated Decision Making and Profiling

You have the right not to be subject to a decision based solely on automated processing (without human involvement) where that decision produces a legal effect or otherwise significantly affects you.

Applicability

As IHRB currently does not make any automated decisions, this right is not applicable.

Right to Withdraw Consent

You have the right to withdraw your consent to the processing of your personal data by IHRB at any time. This will not affect the lawfulness of our processing before the withdrawal.

Applicability

This right only applies where the sole legal basis for processing your personal data is your consent.

Right to Complain to Data Protection Commission

You have the right to lodge a complaint with the Data Protection Commission (DPC) via their website www.dataprotection.ie if you think that the IHRB has not processed your personal data in accordance with data protection legislation.

Applicability

This right applies at any time.

Failure to provide personal information

If you fail to provide certain information when requested, we will not be able to fulfil our legal obligations or be able to retain you as volunteer.

Questions or complaints

If you have any queries about this notice, please contact us at dataprivacy@ihrb.ie

You also have the right to make a complaint at any time to the Data Protection Commission (DPC), the Irish Supervisory Authority for data protection issues. See below the link to their website. https://www.dataprotection.ie/en/contact/how-contact-us

Modifications of this policy

We reserve the right to update this privacy notice at any time, and we will provide you with a new privacy notice when we make any substantial updates.  We may also notify you in other ways from time to time about the processing of your personal information.