Privacy Notice

The Parole Board ("us", "we" or "our") is an independent statutory body established under the Parole Act 2019 (the “Act”).

This Privacy Notice sets out the basis on which any personal data we collect about you or that you provide to us will be processed by us as data controller. It should be read in conjunction with our Cookie Policy. It also outlines your rights in relation to your personal data. Please read this Privacy Notice carefully to understand our treatment and use of your personal data as a data controller and how we will use, store and disclose it.

The Parole Board collects, processes and stores significant volumes Personal data means information that identifies you or could identify you. It does not include data where the identity has been removed (i.e. anonymous data). In order to provide our service, and in order to comply with our legal obligations, we require certain personal data.

If you do not provide us with your personal data we may not be able to provide you with our service or respond to your questions or requests. We will tell you when we ask for personal data which is a contractual requirement, is needed to perform our regulatory and supervisory functions, or required for us to comply with our legal obligations.

If you are a relevant victim, we may use the personal data you provide in this form for the following purpose(s):

(a) your registration as a relevant victim with the Parole Board.

(b) your participation in the parole process.

Our legal basis for collecting and processing this data is as follows:

Sec 13.1 of the Parole Act 2019 – The Board shall have all the powers that are necessary or expedient for the purposes of its functions, including-

f) to meet with a relevant victim for the purposes of receiving oral submissions from him or her or his or her legal representative,

g) to receive written submissions from a relevant victim or his or her legal representative.

If you are a parole applicant, we may use the personal data you provide in this form for the following purpose(s):

(a)Processing an application for parole made by you;

(b) If required, to apply a variation to your parole order where the Board has made such an Order;

(c)If required, to revoke your parole order where the Board has a made such an Order.

The personal data provided will be stored securely on the Parole Board’s IT servers. It may be shared, where appropriate, with the following third parties:

• A member of the Legal Aid Panel of the Parole Board if you wish to avail of the legal aid services provided under Section 14(1) of the Parole Act 2019.

The Parole Board collects, processes and stores significant volumes of data. We are committed to protecting the security of your personal data. We will take all reasonable steps necessary to ensure that your personal data is treated securely and in accordance with this Privacy Notice. We use a variety of security technologies and procedures to help protect your personal data from unauthorised access and use. As effective as modern security practices are, no physical or electronic security system is entirely secure. The transmission of information via the internet or email is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your personal data transmitted to our Site or our email addresses. Any transmission of personal data is at your own risk. Once we receive your personal data, we will use appropriate security measures to seek to prevent unauthorised access. We will continue to revise policies and implement additional security features as new technologies come available.

How long do we retain your personal data for?

We will only store your personal data for as long as necessary for the purpose(s) for which it was obtained. The criteria used to determine our retention periods include (i) the length of time we provide our services or maintain a relationship with you; (ii) where we are subject to a legal requirement; and (iii) whether the retention is advisable in light of our legal position.

Links to other sites

Our Site may, from time to time, contain links to and from other websites and web platforms. If you follow a link to any of those websites or web platforms, please note that those websites and web platforms have their own privacy policies and that we do not accept any responsibility or liability for those policies. Please check those policies before you submit any personal data to those websites.

You have several rights in relation to your personal data, which may be subject to certain limitations and restrictions including those relating to the right of access as set out in the Data Protection Act 2018. These rights are:

• to access a copy of the personal data we hold about you;

• to have us correct any inaccurate personal data about you and complete any personal data that is incomplete;

• the erasure of your personal data. Please note, this right does not apply, for example, where the processing is necessary to comply with a legal obligation or for the establishment, exercise or defence of legal claims;

• to request a copy of your personal data in a portable format;

• to request a restriction of the processing of your personal data;

• to withdraw your consent. If we are processing your personal data on the legal basis of consent, you are entitled to withdraw your consent at any time. However, the withdrawal of your consent will not invalidate any processing we carried out prior to your withdrawal and based on your consent;

• not to be subjected to decisions based solely on automated processing, including profiling, which produce legal effects concerning you or similarly significantly affects you other than where the decision is:

• to object to the processing of your personal data where we are processing your personal data in reliance on our legitimate interests, for the performance of a task carried out in the public interest or in the exercise of our official authority. In such a case we will stop processing your personal data unless we can demonstrate compelling legitimate grounds which override your interests and you have a right to request information on the balancing test we have carried out.

If you wish to exercise any of these rights, please contact us (see Contact Us below). We may request proof of identification to verify your request.

You also have the right to make a complaint to the Data Protection Commission if you consider that the processing of your personal data infringes the GDPR. The Irish personal Data Protection Commission’s contact details are:

Data Protection Commission Telephone: +353 (0)761 104 800 or Lo Call Number 1890 252 231 E-mail: info@dataprotection.ie For further information please visit www.dataprotection.ie

You may request copies of your personal data held by us as data controller. We will provide you with a copy of the personal data held by us as soon as practicable and in any event not more than one month after the request in writing is received by us. We will provide you with the copy free of charge but please note that we reserve the right to charge a reasonable administrative fee where further copies are requested or the request is manifestly unfounded or excessive. We may also request proof of identification to verify your access request. All access requests should be addressed to our Data Protection Officer (see Contact Us below).

We endeavour to keep your personal data accurate, complete and up to date. If your personal data that we hold is inaccurate, you can let us know and we will make the necessary amendments, erase or block the relevant personal data as you request and notify you without undue delay of your request (and in any event within one month unless extended in accordance with the GDPR) that relevant action has been taken. All requests should be addressed to our Data Protection Officer (see Contact Us below).

At any time you may object to the processing of your personal data by us, except when otherwise provided by applicable law, and may block specific uses of your personal data by contacting us using the contact details below.

We reserve the right to change this Privacy Notice at any time in our sole discretion. If we make changes, we will post these changes here and update the “Last Updated” date at the bottom of this Privacy Notice. If at any time we decide to use personal data in a manner significantly different from that stated in this Privacy Notice, or otherwise disclosed to you at the time it was collected, we will notify you in writing, and you will have a choice as to whether or not we use your personal data in the new manner in accordance with your rights under data protection law.

Questions, comments and requests regarding this Privacy Notice and your personal data are welcome and should be addressed to the Data Protection Officer (DPO) at the below email and/or postal address: