NICCY Privacy Notice

Organisational information:

Data Controller Name: NICCY

Address: Equality House, 7-9 Shaftesbury Square, Belfast, BT2 7DP

Telephone: 028 9031 1616

Introduction:

The General Data Protection Regulations (known as GDPR), which are effective from 25^th May 2018, set out the main concepts and principles which organisations must comply with in both retaining and processing personal data.

You can find out more about this here.

NICCY respects the privacy of all who visit our website, especially children. This Privacy Notice sets out how we use and protect any information you provide to us, or that we collect from you.

We use the information we process to fulfil our statutory functions under The Commissioner for Children and Young People (Northern Ireland) Order 2003, The Public Interest Disclosure (Northern Ireland) Order 1998, The Public Interest Disclosure (Prescribed Person) Order 2014 in accordance with the legal obligation under the Data Protection Act and GDPR.

Visitors to our website:

NICCY does not collect personally identifiable information without a visitor’s knowledge. No personal data is being collected about you while you use this site.

Details on our use of cookies and how you can control and delete them can be viewed on our Cookies Policy page.

Processing personal data:

NICCY are legally entitled to process your personal data only when you have consented for us to do so. Personal data will only be used for the purposes stated and in line with GDPR.

The type of personal information we collect:

We currently collect and process the following information:

Names, addresses, date of birth, national insurance number, title, gender, community background, marital status.
Contact information including phone numbers and email addresses.
Records of when you contact us or we contact you – this could be voice recordings of telephone calls, copies of written communication, forms filled in by you or notes of face to face meetings.
Medical information supplied by you, or on your behalf by a caregiver, medical professional or a relevant statutory body.
Details of relevant legal proceedings you were/are involved in, supplied by you, or on your behalf by a caregiver, legal professional or a relevant statutory body.
Details of relevant matters related to your education, or experiences in school, supplied by you, or on your behalf by a caregiver, school representative or a relevant statutory body.
Photographs, videos and audio files provided with your consent.
How, when and where you use our web services along with your IP address.
Social media identifiers and how you interact with us on social media.
Data on NICCY employees including employment history, pension and benefit information, bank and salary details, criminal offences, convictions or other related security information including Access NI Checks.

We also process sensitive classes of information that may include:

Racial or ethnic origin
Political opinions
Religious or philosophical beliefs
Offences and alleged offences
Trade union membership
Genetic data
Health details
Sexual orientation

How we get the personal information and why we have it:

The following is a broad description of the way NICCY processes personal information in accordance with the legal obligations under the Data Protection Act and the UKGDPR. We refer you to Data Protection Policy, Information Retention and Disposal Policy and Information Security Policy.

Most of the information we process is provided to us directly by you for one of the following reasons:

Consent – Your consent to us processing your information will be based on a clear indication from you that you are agreeable to us processing your information for a specified and clearly defined reason.
Contract – Processing your information is necessary if we have a contract to fulfil with you or if we have to take steps at your request before entering into a contract.
Legal Obligation – Processing your information is necessary in order for us to comply with common law or statutory obligation.
Vital Interests – Processing your information is vital in protecting someone’s life or safety.
Public function-Processing your information is necessary for NICCY to perform a task in the public interest or for our official functions, and the task has a clear basis in law.

Most of the personal information we process is provided to us directly by you for one of the following reasons:

You have contacted the NICCY office regarding a legal case or complaint, or a complaint has been made on your behalf by a caregiver, a legal professional, or a member of a relevant body.
You have contacted NICCY to obtain advice, to arrange a visit, or obtain information or comment from the Commissioner or the NICCY office.
You have engaged with research carried out by or involving NICCY.
You have asked questions or engaged with NICCY on social media.
You have attended a NICCY event, or an event in which NICCY participated.
You have become a member of NICCY staff, or are working with NICCY in some other capacity.
You have become a member of NICCY’s Youth Panel.
Relevant information was required from you in order to carry out an investigation in line with NICCY’s statutory remit.
You have contacted NICCY or provided information in accordance with the Raising Concerns policy.
You have contacted NICCY in accordance with our role as a ‘Prescribed Person’ under Public Interest Disclosure. (Northern Ireland) Order 1998 and the Public Interest Disclosure (Prescribed Persons) Order (Northern Ireland) 1999 (amended 2022).

We also receive personal information indirectly, from the following sources in the following scenarios:

Someone who is acting on your behalf in a statutory capacity (e.g. someone appointed by a court), organisational capacity (e.g. MLA, Councillor, staff from another organisation) or a voluntary capacity (e.g. a family member, friend, teacher).
Government departments, agencies, courts and other public bodies where information is required for a legal investigation or approved research.
International bodies (e.g. Committee on the Rights of the Child).
Organisations with which we have a data sharing agreement.

Sharing your personal data:

Your personal data will be treated as strictly confidential and will be shared only with relevant third parties on your behalf and in line with your consent or if there is a legal obligation to do so.

We may share information with the following individuals or organisations, if there is a lawful basis to do so :

Someone appointed by you to act on your behalf or someone who has statutory authority to act for you.
Government departments, agencies, courts and other public bodies where information is required for a legal investigation or approved research.
A school, youth facility, workplace or another organisation which is subject to a legal complaint or investigation.
Statutory child safeguarding services.
Criminal justice partners such as the PSNI.

Does NICCY transfer data to other countries?

NICCY does not transfer personal data overseas (except in cases of organised visits).

How long do we keep your personal data?

Your information is securely stored.

NICCY will only retain your data for as long as necessary to process information, and in line with our Information Retention and Disposal Schedule.

What is the process for giving Consent?

A consent form can be completed by contacting NICCY’s Human Resources Officer, by emailing info@niccy.org.

Withdrawing Consent:

You may withdraw consent at any time by contacting NICCY’s Human Resources Officer, by emailing info@niccy.org.

What rights do I have?

You have the right to obtain confirmation that your data is being processed, and access to your personal data
You are entitled to have personal data rectified if it is inaccurate or incomplete
You have a right to have personal data erased and to prevent processing, in specific circumstances
You have the right to ‘block’ or suppress processing of personal data, in specific circumstances
You have the right to data portability, in specific circumstances
You have the right to object to the processing, in specific circumstances
You have rights in relation to automated decision making and profiling

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

In order to do so please contact NICCY’s Human Resources Officer, by emailing info@niccy.org.

Who do I contact in NICCY if I require any further information?

If you would like further information about any aspect of NICCY’s Data Protection Procedures you can contact NICCY’s Data Protection Officer:

Human Resources Officer
Northern Ireland Commissioner for Children and Young People
Equality House
7-9 Shaftesbury Square
Belfast
BT2 7DP

Direct line: 028 903 16380
Email: info@niccy.org

Further information about data protection regulations is available from the Information Commissioner’s Office at the address below:

Information Commissioner’s Office
3^rd Floor, 14 Cromac Place
Belfast
BT7 2JB

Tel: 028 9027 8757 or 0303 123 1114

Email: ni@ico.org.uk

Website: https://ico.org.uk/global/contact-us/

Changes to this privacy notice:

This privacy notice will be reviewed and updated regularly. This privacy notice was last updated on 15th March 2023.