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UCD Data Protection

Cosaint Sonraí UCD

Data Protection Policy

These pages are currently under review in line with new GDPR regulations


UCD needs to collect and use personal data (information) about its staff, students and other individuals who come into contact with the University. The purposes of processing data include the organisation and administration of courses, examinations, research activities, the recruitment and payment of staff, compliance with statutory obligations, etc. Data Protection law safeguards the privacy rights of individuals in relation to the processing of their personal data. The Data Protection Act 1988 and the Data Protection (Amendment) Act 2003 confer rights on individuals as well as responsibilities on those persons processing personal data. Personal data, both automated and manual, are data relating to a living individual who is or can be identified, either from the data or from the data in conjunction with other information.

Purpose of this policy
This policy is a statement of UCD's commitment to protect the rights and privacy of individuals in accordance with the Data Protection Act 1988 and the Data Protection (Amendment) Act 2003.

Data Protection Principles
UCD undertakes to perform its responsibilities under the legislation in accordance with the eight stated Data Protection principles outlined in the Acts as follows:

  • Obtain and process information fairly
    UCD obtains and processes personal data fairly and in accordance with its statutory and other legal obligations.
  • Keep it only for one or more specified, explicit and lawful purposes
    UCD keeps personal data for purposes that are specific, lawful and clearly stated. Personal data will only be processed in a manner compatible with these purposes.
  • Use and disclosure only in ways compatible with these purposes
    UCD only uses and discloses personal data in circumstances that are necessary for the purposes of for which it collects and keeps the data.
  • Keep it safe and secure
    UCD takes appropriate security measures against unauthorised access to, or alteration, disclosure or destruction of data and against accidental loss or destruction.
  • Keep it accurate, complete and up-to-date
    UCD operates procedures that ensure high levels of data accuracy, completeness and consistency.
  • Ensure it is adequate, relevant and not excessive
    Personal data held by UCD are adequate, relevant and not excessive in data retention terms.
  • Retain for no longer than is necessary
    UCD has a policy on retention periods for personal data.
  • Give a copy of his/ her personal data to that individual, on request
    UCD has procedures in place to ensure that data subjects can exercise their rights under the Data Protection legislation.

UCD has overall responsibility for ensuring compliance with Data Protection legislation when it is the Data Controller of personal data. However, all employees and students of UCD who separately collect and/or control the content and use of personal data are individually responsible for compliance with the legislation. The University Records Manager is the Data Protection Officer, and provides support, assistance, advice, and training to all departments and offices to ensure that they are in a position to comply with the legislation.

Procedures and Guidelines
UCD is firmly committed to ensuring personal privacy and compliance with the Data Protection legislation, including the provision of best practice guidelines and procedures in relation to all aspects of Data Protection.

This Policy will be reviewed regularly in light of any legislative or other relevant developments.