Privacy Policies

Updated May 2019

The Public Relations Institute of Ireland (PRII) is committed to protecting individual privacy and complies with the General Data Protection Regulation effective 25 May 2018 and other regulations. The following policy explains how and why we collect personal data and how it is used.

In summary, the PRII does not: collect more personal data than is necessary; use personal data for purposes other than those specified; keep personal data for longer than it is needed; or share personal data with unspecified third parties.

PRII Members' Privacy Policy

As your representative body, the Public Relations Institute of Ireland (PRII) will collect, hold and process both electronically and manually data about you.

What information will we collect, and why?

We collect and process personal data and special categories of data about you related to your membership. Below is a non-exhaustive list of the types of data we may collect and process:

  1. Categories of Personal data:
    • Your contact details;
    • Your application form;
    • Correspondence with or about you relating to your membership;
    • Information needed for invoicing, membership fees, registration for events and professional education;
    • Records relating to your career history, such as training records and assessments;
  2. Categories of special categories of personal data:

We collect this information directly from you. We may undertake checks such as references checks and other background checks if applicable to your application for membership/membership upgrade.

Why do we collect and process this data?

We collect and process this data to enable the provision of PRII services including membership, training, education, events or purchases of publications or advertisements.  We use the data to manage our relationship with you effectively, lawfully and appropriately, while you are a member and during periods when your membership may lapse.

If you object to providing data required for your membership, we may be unable in some circumstances to comply with our services and we will tell you about the implications of that decision.

Legal Basis

We collect and process your data to enable to us to provide a range of membership services; to comply with our legal requirements; to pursue the legitimate interests of the PRII as your representative body and protect our legal position in the event of legal proceedings.

Who is your data shared with?

Other than as mentioned below, we will only disclose information about you to third parties if we are legally obliged to do so (such as Revenue) or where we need to comply with our contractual duties to you, for instance, we may need to pass on certain information to MailChimp (email automation platform) and delivery and postage providers.

Retention of Data

Your personal data will be stored for no longer than is necessary:

The period of your membership and seven years after.

If in the future we intend to process your personal data for a purpose other than that for which it was collected, we will notify you.

Your rights

You have a number of rights with regard to your personal data. You have the right to:

  • Request access to your data;
  • Request rectification or erasure of your personal data;
  • Request that we restrict processing your data;
  • Object to processing;
  • Data portability (of information provided by you directly to us, in a machine-readable format);
  • Withdraw your consent for processing;
  • Complain to the Data Protection Authority (DPA).

If you withdraw consent at any time, this will not affect the lawfulness of the processing before your consent was withdrawn.

Identity and contact details of controller and data protection representative.

  1. The PRII is the controller of data for the purposes of the DPA and the General Data Protection Regulation (GDPR).
  2. Please refer to the Data Protection Policy of the PRII for further information.
  3. If you have any concerns as to how your data is processed you can contact:
Martina Byrne, CEO, PRII at [email protected]
Dulach Glynn, Membership Services & Research Officer, PRII, at [email protected]
 
Or
 
You can write to these individuals using the address of 84 Merrion Square, Dublin 2.
 

PRII Data Protection Policy

Collection and use of data

While visitors can use the PRII website without divulging personal information, when a person contacts us via an email or online form, the PRII collects and stores that information. The information provided (name, organisation, email address, phone number etc) will be processed and stored so that the PRII possible can contact and respond to the sender.

By supplying personal data to PRII, an individual is consenting to the processing of such data as outlined in this privacy policy.

We collect personal data when a person requests the provision of PRII services including membership, training, education, events or purchases of publications or advertisements.  

We use this information to:

  • Provide and administer the service requested by members and non-members
  • Keep members and non-members up to date with relevant PRII information, services and events. For example, the PRII issues a weekly e-zine/newsletter known as the PRII Digest directly to the email address of members and others who subscribe.
  • Monitor online traffic patterns and site usage (see Cookies below)

We do not share personal data with third parties for commercial or marketing purposes. Where data is shared with third parties, it is done so securely for administration purposes only.

Individuals have the right to opt out of receiving PRII communications at any time. To do so, e-mail [email protected] or follow the 'unsubscribe' link contained in all PRII electronic communications.

The PRII website contains a Public Directory of Members which publishes the following information if the member consents to doing so:

  • Member Name
  • Job Title
  • Organisation
  • Organisation’s Website
  • Member Area of Specialisation
  • Consultant / In-house
  • LinkedIn and Twitter details
  • Biography

Members are given the option to have their contact details published in this online Directory, or not, as they prefer.

In addition, the PRII publishes the PRII Media Sourcebook annually, with a listing of PRII members included. Members will also be given the option to have their contact details published in this Directory, or not, as they prefer.

The PRII may use Members’ Personal Information to contact them with the Institute’s e-zine (newsletter), training and education offers, notices of events and to engage in research activities.

Materials and other information that Members provide are shared with the following third parties: MailChimp (email automation platform) and delivery and postage providers.

The PRII reserves the right to share Members’ and others’ personal data if legally required to do so by a governmental or regulatory authority.

Events and Photography/Images

At PRII-organised events, on-site signage will advise if/when there will be photography or another image recording taking place. People who express a preference not to appear in images captured will be accommodated.

The PRII do not provide contact details, for example, email/phone number, of individuals on Delegate/Attendee lists at events.

Data Security

The PRII uses appropriate technical and physical security measures to ensure the security of any personal data stored on our systems (online and paper files) and to protect from unauthorised access, loss, manipulation, falsification, destruction or unauthorised disclosure.

Data Retention

Personal data collected and stored by the PRII is retained for no longer than necessary for the purpose for which it was collected. We recognise that personal data may not be retained indefinitely.

Cookies

 

Some pages on the PRII website use cookies, both for record-keeping purposes and to enhance the user experience by providing useful features. Cookies are small text files that act as an identification card, and they cannot be executed as code or deliver viruses. The use of cookies is an industry standard, their purpose merely being to record that you have visited or returned to that web page. We do not collect additional information such as age, gender, interests or bank details.

Editing or deleting personal data

For members

The PRII provides members with the ability to edit their personal details in the online user account information provided when joining.

Members may request deletion of this account by contacting PRII by e-mail at [email protected]. We will endeavour to have data deleted within one month of receipt of the request.

Members should note that deleting stored data may have implications regarding future communications from the PRII.

For Non-Members

If a person, whose personal data the PRII stores and processes, believes the data held is incorrect or out of date, please email [email protected] so that the data can be updated.

If a person, whose personal data the PRII stores and processes, wishes their personal data to be deleted please email [email protected] so that the data can be deleted within a month of receipt of the request.

Please note that deleting stored data may have implications regarding future communications.

Access to copies of personal data

Individuals, members and non-members have the right to request access to the personal data the PRII may hold. To make such a request, contact [email protected]. The PRII will provide individuals with a copy of their personal data. To comply with such a request, we may request verification of the identity of the person making the request. The request will be fulfilled by sending the data copy electronically unless the request expressly specifies a different method.  The first request made by a customer is free of charge but may be subject to an administrative fee for further requests.

Unsolicited information

The PRII do not send members unsolicited information, including e-mail, regarding any third-party commercial offers or advertisements.

Linked sites

This Privacy Policy is applicable to the PRII website only. Linked websites are not under the control of PRII and the Institute is not responsible or liable for the contents of any linked site or any link contained in a linked site. Links are provided to you as a convenience, and the inclusion of any link does not imply the endorsement of the site by PRII.

Neither are we responsible for the privacy practices of those websites. Always check the privacy policies of any sites visited. Once redirected to another website, this PRII Privacy Policy is no longer applicable.

Social Media Plug-Ins

Our website has four plug-ins: Facebook, LinkedIn, Twitter and YouTube. These plugins remain inactive until clicked upon. Once clicked upon, the individual will be taken to the social media network each of which have their own specific privacy policies which we recommend users consult.

Recruitment

Information from job applicants for roles in the PRII will be collected, processed and stored to enable the PRII to make contact. Additionally, the PRII may keep unsuccessful applicants' data for a period for the purpose of filling a different/subsequent job opportunity.

The PRII do not collect information on applicants for vacancies advertised on our website and newsletter.

Changes to this privacy policy

We may make changes to this privacy policy from time to time. All changes will be updated here, on this page. The date of the latest review can be found at the end of this Policy.

CONTACT:

If you require any further information on the PRII Privacy Policy including data correction, amendment, erasure, restriction or portability, please contact [email protected] using the reference Privacy Policy.