UCD Professional Academy Privacy Notice

Last updated 16th February 2024

UCD ELA CLG, trading as “UCD Professional Academy”: At UCD Professional Academy, we value your privacy and are committed to maintaining the privacy and confidentiality of the personal information we collect. This Privacy Notice informs you about the information we collect, how and when it may be collected, and what happens to it.

For the purpose of this Privacy Notice, “we” and “us” refer to UCD Professional Academy.

Information Collection and Purposes

Data CollectedPurposeLegal Basis
Contact details (name, email, phone).To fulfil contractual obligations and provide services.Performance of contracts
IP address, device info, user preferencesOperating and enhancing the websiteLegitimate interest
Health information (explicit consent required)Sensitive Information Handling: Support tailored to individual needsYour consent
Personal detailsService Delivery: Providing requested servicesPerformance of contracts
Student names, contact details, audio, video.Educational and Certification Purposes: 1) Student enrolment and administration 2) Appeals process 3) Educational services including assessing and grading student assignments and exams 4) Online learning and lectures - Recording and archiving online lectures for educational purposes. 5) Quality control of delivery and performance management of subject matter expertsPerformance of contracts
Billing info, payment card detailsBilling and Financial Transactions: Processing payments for tuition and other fees, and managing financial records related to student accounts.Performance of contracts
Internal communications dataAdministrative Functions: Facilitating administrative efficiencyContractual or pre-contractual obligations
IP addresses, device info, aggregated dataWebsite Operations: Website maintenance and securityLegitimate interests
Contact infoMarketing and Promotion: Promoting webinars, alumni events, courses, and activities, and sharing newsletters, updates, and promotional materials.Your consent
Company Info, Contact DetailsCorporate Marketing: B2B marketing strategies and campaignsLegitimate Interest
User feedback, analytics dataContinuous Improvement: Enhancing website features and servicesLegitimate interest

Direct Input: You share personal information by accessing our website, using our services, communicating with us, subscribing, attending events, or providing services.

Automated Means: We use cookies and similar technologies during website visits, ad views, and email interactions to analyse and optimise your experience. You can read the cookie policy here.

Email Communication: Pixel tags and cookies enhance email communication by tracking engagement.

Third-Party Collaboration: Some services involve third parties, carefully chosen for data protection, including business partners, advertisers, and analytics providers.

Social Media Impact: Interactions on platforms like Meta® and LinkedIn® may contribute relevant information.

For a detailed overview of our cookie practices, refer to our Cookies Policy. You can opt-out of marketing communication at any time using the "unsubscribe" option. Opting out won't affect your ability to receive our Services. Your privacy matters to us, and we're transparent about our data collection methods. For questions or concerns, contact us at data.ucdacademy@ucd.ie.

Data Sharing Conditions

In specific instances, UCD Professional Academy may share your personal data as outlined below:

  • Service Providers/Personal Data Processing Partners:

    • Your data is accessible to our contracted service partners for essential tasks (e.g., platform hosting, data maintenance).

    • Partners adhere to legal commitments for personal data protection, accessing only necessary data for service provision.

  • Compliance with Authorities - Legal Obligations:

    • Personal data might be disclosed to governmental bodies as required by applicable laws and regulations.

    • Our commitment is to observe legal guidelines governing data dissemination, ensuring compliance with data protection regulations.

  • Consent-based or Directed Sharing:

    • Sharing information with third parties occurs solely with your explicit consent or upon your specific request.

    • A cautionary note regarding external website links, each governed by its unique privacy policies; it is advisable to review them before sharing personal data.

International Transfers of Personal Information:

We may share or store your Personal Information with third-party service providers located outside the European Economic Area (“EEA”) for order fulfilment, payment processing, and support services. Transfers outside the EEA are conducted under the following circumstances:

  • To locations with European Commission-recognised adequate protection for Personal Information.

  • With appropriate safeguards like Standard Contractual Clauses, approved by the European Commission or relevant data protection authority.

  • With your consent or when there's another legal basis for the transfer.

Children’s Privacy 

Our Services are for a business audience and intended for persons above the age of majority.  We do not knowingly request or collect personal information from any person under the age of 16. Children under 16 should not provide personal information to us on the Services.  If we learn that we have collected personal information of a person under 16 years of age, we will act as required by applicable law.

How long do we store personal information for?

We will retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for. Extended retention may occur in the event of a complaint or anticipated litigation. When the need to retain data is no longer justified by legal, commercial, or client account management requirements, or if you've chosen to modify or erase this data, we will securely delete it.

Our Dedication to Your Security:

In our role as data controller, we employ robust security measures, including:

  • Ensuring secure access to our premises and IT platforms.

  • Storing information on secure servers, whether ours or those of trusted third-party service providers handling technical, logistical, or other functions on our behalf.

  • Encrypting payment transactions with SSL technology.

It is crucial for you to play a part in maintaining security:

  • If you have a password granting access to specific site areas, keep it confidential and avoid sharing it.

  • The site may feature links to partner networks, advertisers, and affiliates. Following these links is at your discretion, and we disclaim responsibility. It's essential to review and agree to the privacy notices of such companies before sharing data.

Acknowledging the confidential nature of your information, we affirm our commitment:

  • We do not commercially share, sell, rent, or distribute Personal Information to third parties.

  • Information may be shared with service providers for purposes outlined in this Privacy Statement, ensuring confidentiality and compliance with applicable laws.

Data Breach

At UCD Professional Academy, we prioritise the safeguarding of your information. In the event of a data breach that may compromise the security of your data, we have implemented measures to promptly address and notify you as required by applicable laws.

If the breach poses a risk to your rights, we will adhere to the regulatory timeframe, promptly notifying the Data Protection Commission within 72 hours. For significant breaches impacting you, we are committed to transparently communicating details and recommending steps to resolution

Your rights

You possess the following rights concerning the personal data in our possession.

  • Access: Obtain information on any data processed about you.

  • Rectification: Correct inaccuracies or incomplete details in your personal data.

  • Erasure: Request the deletion of your personal data, subject to specific conditions.

  • Restriction of Processing: Request limitations on the processing of your personal data, under certain conditions.

  • Objection to Processing: Object to our processing of your personal data, under certain conditions.

  • Data Portability: Request the transfer of your collected data to another organisation or directly to you, under certain conditions.

  • Withdrawal of Consent: Revoke consent at any time when applicable.

  • Lodge a complaint with the relevant Supervisory Authority, with initial contact encouraged with us. Contact details for the Data Protection Commission can be found below.

  • We have appointed a Data Protection Officer (DPO) who oversees our data protection activities. You can contact the DPO at data.ucdacademy@ucd.ie 

  • Automated Decision Making Rights: Not applicable, this currently does not take place on our websites or any of the processing included in this notice

Please contact data.ucdacademy@ucd.ie and we will assist you and provide you with all rights to which you are entitled in relation to your Personal Information under applicable data protection law.

Exercising Your Rights and Providing Feedback:

We welcome your feedback on our data practices, and we hope you are satisfied with our handling of your information. If you have any concerns or wish to express your rights outlined in this Privacy Notice, please feel free to contact us. You can reach out to our team at data.ucdacademy@ucd.ie for assistance.

In the unlikely event that you have concerns not addressed by us, you have the right to share your feedback with the Data Protection Commission at Canal House, Station Road, Portarlington, Co. Laois. They can be reached at (01) 765 01 00 or 1800 437 437 or via email at info@dataprotection.ie.

We appreciate your trust and are here to assist you with any inquiries or requests.

Updates to Privacy Notice:

We retain the right to modify this notice to align with legal requirements and accommodate the evolving nature of our website and services. It's advisable to check this page periodically for any new information. The latest update to this statement was on 16th February 2024

Contact Us:

If you have any questions about this Privacy Statement, please feel free to contact us through our data.ucdacademy@ucd.ie email