PRIVACY NOTICE
Last updated December 22, 2022
This privacy notice for University College Cork ('Company', 'we', 'us', or 'our'), describes how and
why we might collect, store, use, and/or share ('process') your information when you use our
services ('Services'), such as when you:
▪ Download and use our mobile application (Digital Mental Health Hub), or any other
application of ours that links to this privacy notice
▪ Engage with us in other related ways, including any sales, marketing, or events
Questions or concerns? Reading this privacy notice will help you understand your privacy rights
and choices. If you do not agree with our policies and practices, please do not use our Services. If
you still have any questions or concerns, please contact us at 121125811@umail.ucc.ie.
SUMMARY OF KEY POINTS
This summary provides key points from our privacy notice, but you can find out more details
about any of these topics by using our table of contents below to find the section you are
looking for.
What personal information do we process? When you visit, use, or navigate our Services, we
may process personal information depending on how you interact with University College Cork and
the Services, the choices you make, and the products and features you use.
Do we process any sensitive personal information? We may process sensitive personal
information when necessary with your consent or as otherwise permitted by applicable law.
Do we receive any information from third parties? We may receive information from public
databases, marketing partners, social media platforms, and other outside sources.
How do we process your information? We process your information to provide, improve, and
administer our Services, communicate with you, for security and fraud prevention, and to comply
with law. We may also process your information for other purposes with your consent. We process
your information only when we have a valid legal reason to do so.
In what situations and with which parties do we share personal information? We may share
information in specific situations and with specific third parties.
How do we keep your information safe? We have organisational and technical processes and
procedures in place to protect your personal information. However, no electronic transmission over
the internet or information storage technology can be guaranteed to be 100% secure, so we cannot
promise or guarantee that hackers, cybercriminals, or other unauthorised third parties will not be
able to defeat our security and improperly collect, access, steal, or modify your information.
What are your rights? Depending on where you are located geographically, the applicable privacy
law may mean you have certain rights regarding your personal information.
How do you exercise your rights? The easiest way to exercise your rights is by filling out our data
subject request form available here: 121125811@umail.ucc.ie, or by contacting us. We will consider
and act upon any request in accordance with applicable data protection laws.
Want to learn more about what University College Cork does with any information we collect?
TABLE OF CONTENTS
1. WHAT INFORMATION DO WE COLLECT?
2. HOW DO WE PROCESS YOUR INFORMATION?
3. WHAT LEGAL BASES DO WE RELY ON TO PROCESS YOUR PERSONAL INFORMATION?
4. WHEN AND WITH WHOM DO WE SHARE YOUR PERSONAL INFORMATION?
5. HOW LONG DO WE KEEP YOUR INFORMATION?
6. HOW DO WE KEEP YOUR INFORMATION SAFE?
7. WHAT ARE YOUR PRIVACY RIGHTS?
8. CONTROLS FOR DO-NOT-TRACK FEATURES
9. DO CALIFORNIA RESIDENTS HAVE SPECIFIC PRIVACY RIGHTS?
10. DO WE MAKE UPDATES TO THIS NOTICE?
11. HOW CAN YOU CONTACT US ABOUT THIS NOTICE?
12. HOW CAN YOU REVIEW, UPDATE, OR DELETE THE DATA WE COLLECT FROM YOU?
1. WHAT INFORMATION DO WE COLLECT?
Personal information you disclose to us
In Short: We collect personal information that you provide to us.
We collect personal information that you voluntarily provide to us when you register on the
Services, express an interest in obtaining information about us or our products and Services, when
you participate in activities on the Services, or otherwise when you contact us.
Personal Information Provided by You. The personal information that we collect depends on the
context of your interactions with us and the Services, the choices you make, and the products and
features you use. The personal information we collect may include the following:
▪ names
▪ phone numbers
▪ email addresses
▪ usernames
▪ passwords
▪ contact preferences
▪ contact or authentication data
▪ billing addresses
Sensitive Information. When necessary, with your consent or as otherwise permitted by applicable
law, we process the following categories of sensitive information:
▪ health data
▪ biometric data
Application Data. If you use our application(s), we also may collect the following information
if you choose to provide us with access or permission:
▪ Mobile Device Access. We may request access or permission to certain features from your
mobile device, including your mobile device's bluetooth, camera, sms
messages, reminders, calendar, microphone, storage, and other features. If you wish to
change our access or permissions, you may do so in your device's settings.
▪ Mobile Device Data. We automatically collect device information (such as your mobile device
ID, model, and manufacturer), operating system, version information and system
configuration information, device and application identification numbers, browser type and
version, hardware model Internet service provider and/or mobile carrier, and Internet
Protocol (IP) address (or proxy server). If you are using our application(s), we may also
collect information about the phone network associated with your mobile device, your mobile
device’s operating system or platform, the type of mobile device you use, your mobile
device’s unique device ID, and information about the features of our application(s) you
accessed.
▪ Push Notifications. We may request to send you push notifications regarding your account or
certain features of the application(s). If you wish to opt out from receiving these types of
communications, you may turn them off in your device's settings.
This information is primarily needed to maintain the security and operation of our application(s), for
troubleshooting, and for our internal analytics and reporting purposes.
All personal information that you provide to us must be true, complete, and accurate, and you must
notify us of any changes to such personal information.
Information collected from other sources
In Short: We may collect limited data from public databases, marketing partners, and other outside
sources.
In order to enhance our ability to provide relevant marketing, offers, and services to you and update
our records, we may obtain information about you from other sources, such as public databases,
joint marketing partners, affiliate programs, data providers, and from other third parties. This
information includes mailing addresses, job titles, email addresses, phone numbers, intent data (or
user behaviour data), Internet Protocol (IP) addresses, social media profiles, social media URLs,
and custom profiles, for purposes of targeted advertising and event promotion.
2. HOW DO WE PROCESS YOUR INFORMATION?
In Short: We process your information to provide, improve, and administer our Services,
communicate with you, for security and fraud prevention, and to comply with law. We may also
process your information for other purposes with your consent.
We process your personal information for a variety of reasons, depending on how you
interact with our Services, including:
▪ To facilitate account creation and authentication and otherwise manage user
accounts. We may process your information so you can create and log in to your account,
as well as keep your account in working order.
▪ To deliver and facilitate delivery of services to the user. We may process your
information to provide you with the requested service.
▪ To request feedback. We may process your information when necessary to request
feedback and to contact you about your use of our Services.
▪ To protect our Services. We may process your information as part of our efforts to
keep our Services safe and secure, including fraud monitoring and prevention.
▪ To save or protect an individual's vital interest. We may process your information
when necessary to save or protect an individual’s vital interest, such as to prevent
harm.
3. WHAT LEGAL BASES DO WE RELY ON TO PROCESS YOUR
INFORMATION?
In Short: We only process your personal information when we believe it is necessary and we have a
valid legal reason (i.e. legal basis) to do so under applicable law, like with your consent, to comply
with laws, to provide you with services to enter into or fulfil our contractual obligations, to protect
your rights, or to fulfil our legitimate business interests.
The General Data Protection Regulation (GDPR) and UK GDPR require us to explain the valid legal
bases we rely on in order to process your personal information. As such, we may rely on the
following legal bases to process your personal information:
▪ Consent. We may process your information if you have given us permission (i.e. consent) to
use your personal information for a specific purpose. You can withdraw your consent at any
time.
▪ Performance of a Contract. We may process your personal information when we believe it is necessary to fulfil our contractual obligations to you, including providing
our Services or at your request prior to entering into a contract with you.
▪ Legitimate Interests. We may process your information when we believe it is
reasonably necessary to achieve our legitimate business interests and those
interests do not outweigh your interests and fundamental rights and freedoms. For
example, we may process your personal information for some of the purposes
described in order to:
▪ Diagnose problems and/or prevent fraudulent activities
▪ Understand how our users use our products and services so we can improve user experience
▪ Legal Obligations. We may process your information where we believe it is necessary for compliance with our legal obligations, such as to cooperate with a law
enforcement body or regulatory agency, exercise or defend our legal rights, or
disclose your information as evidence in litigation in which we are involved.
▪ Vital Interests. We may process your information where we believe it is necessary to
protect your vital interests or the vital interests of a third party, such as situations
involving potential threats to the safety of any person.
In legal terms, we are generally the 'data controller' under European data protection laws of
the personal information described in this privacy notice, since we determine the means
and/or purposes of the data processing we perform. This privacy notice does not apply to
the personal information we process as a 'data processor' on behalf of our customers. In
those situations, the customer that we provide services to and with whom we have entered
into a data processing agreement is the 'data controller' responsible for your personal
information, and we merely process your information on their behalf in accordance with your
instructions. If you want to know more about our customers' privacy practices, you should
read their privacy policies and direct any questions you have to them.
4. WHEN AND WITH WHOM DO WE SHARE YOUR PERSONAL
INFORMATION?
In Short: We may share information in specific situations described in this section and/or with the
following third parties.
We may need to share your personal information in the following situations:
▪ Business Transfers. We may share or transfer your information in connection with, or
during negotiations of, any merger, sale of company assets, financing, or acquisition of all or
a portion of our business to another company.
5. HOW LONG DO WE KEEP YOUR INFORMATION?
In Short: We keep your information for as long as necessary to fulfil the purposes outlined in this
privacy notice unless otherwise required by law.
We will only keep your personal information for as long as it is necessary for the purposes set out in
this privacy notice, unless a longer retention period is required or permitted by law (such as tax,
accounting, or other legal requirements). No purpose in this notice will require us keeping your
personal information for longer than one hundred twenty (120) months past the termination of the
user's account.
When we have no ongoing legitimate business need to process your personal information, we will
either delete or anonymise such information, or, if this is not possible (for example, because your
personal information has been stored in backup archives), then we will securely store your personal
information and isolate it from any further processing until deletion is possible.
6. HOW DO WE KEEP YOUR INFORMATION SAFE?
In Short: We aim to protect your personal information through a system of organisational and
technical security measures.
We have implemented appropriate and reasonable technical and organisational security measures
designed to protect the security of any personal information we process. However, despite our
safeguards and efforts to secure your information, no electronic transmission over the Internet or
information storage technology can be guaranteed to be 100% secure, so we cannot promise or
guarantee that hackers, cybercriminals, or other unauthorised third parties will not be able to defeat
our security and improperly collect, access, steal, or modify your information. Although we will do our
best to protect your personal information, transmission of personal information to and from our
Services is at your own risk. You should only access the Services within a secure environment.
7. WHAT ARE YOUR PRIVACY RIGHTS?
In Short: In some regions, such as the European Economic Area (EEA) and United Kingdom (UK),
you have rights that allow you greater access to and control over your personal information. You
may review, change, or terminate your account at any time.
In some regions (like the EEA and UK), you have certain rights under applicable data protection
laws. These may include the right (i) to request access and obtain a copy of your personal
information, (ii) to request rectification or erasure; (iii) to restrict the processing of your personal
information; and (iv) if applicable, to data portability. In certain circumstances, you may also have the
right to object to the processing of your personal information. You can make such a request by
contacting us by using the contact details provided in the section 'HOW CAN YOU CONTACT US
ABOUT THIS NOTICE?' below.
We will consider and act upon any request in accordance with applicable data protection laws.
If you are located in the EEA or UK and you believe we are unlawfully processing your personal
information, you also have the right to complain to your local data protection supervisory authority.
You can find their contact details here: https://ec.europa.eu/justice/data-protection/bodies/authorities/index_en.htm.
If you are located in Switzerland, the contact details for the data protection authorities are available
here: https://www.edoeb.admin.ch/edoeb/en/home.html.
Withdrawing your consent: If we are relying on your consent to process your personal
information, you have the right to withdraw your consent at any time. You can withdraw your consent
at any time by contacting us by using the contact details provided in the section 'HOW CAN YOU
CONTACT US ABOUT THIS NOTICE?' below or updating your preferences.
However, please note that this will not affect the lawfulness of the processing before its withdrawal
nor, will it affect the processing of your personal information conducted in reliance on lawful
processing grounds other than consent.
Account Information
If you would at any time like to review or change the information in your account or
terminate your account, you can:
▪ Contact us using the contact information provided.
Upon your request to terminate your account, we will deactivate or delete your account and
information from our active databases. However, we may retain some information in our files to
prevent fraud, troubleshoot problems, assist with any investigations, enforce our legal terms and/or
comply with applicable legal requirements.
If you have questions or comments about your privacy rights, you may email us
at 121125811@umail.ucc.ie.
8. CONTROLS FOR DO-NOT-TRACK FEATURES
Most web browsers and some mobile operating systems and mobile applications include a Do-Not-
Track ('DNT') feature or setting you can activate to signal your privacy preference not to have data
about your online browsing activities monitored and collected. At this stage no uniform technology
standard for recognising and implementing DNT signals has been finalised. As such, we do not
currently respond to DNT browser signals or any other mechanism that automatically communicates
your choice not to be tracked online. If a standard for online tracking is adopted that we must follow
in the future, we will inform you about that practice in a revised version of this privacy notice.
9. DO CALIFORNIA RESIDENTS HAVE SPECIFIC PRIVACY
RIGHTS?
In Short: Yes, if you are a resident of California, you are granted specific rights regarding access to
your personal information.
California Civil Code Section 1798.83, also known as the 'Shine The Light' law, permits our users
who are California residents to request and obtain from us, once a year and free of charge,
information about categories of personal information (if any) we disclosed to third parties for direct
marketing purposes and the names and addresses of all third parties with which we shared personal
information in the immediately preceding calendar year. If you are a California resident and would
like to make such a request, please submit your request in writing to us using the contact information
provided below.
If you are under 18 years of age, reside in California, and have a registered account with Services,
you have the right to request removal of unwanted data that you publicly post on the Services. To
request removal of such data, please contact us using the contact information provided below and
include the email address associated with your account and a statement that you reside in
California. We will make sure the data is not publicly displayed on the Services, but please be aware
that the data may not be completely or comprehensively removed from all our systems
(e.g. backups, etc.).
10. DO WE MAKE UPDATES TO THIS NOTICE?
In Short: Yes, we will update this notice as necessary to stay compliant with relevant laws.
We may update this privacy notice from time to time. The updated version will be indicated by an
updated 'Revised' date and the updated version will be effective as soon as it is accessible. If we
make material changes to this privacy notice, we may notify you either by prominently posting a
notice of such changes or by directly sending you a notification. We encourage you to review this
privacy notice frequently to be informed of how we are protecting your information.
11. HOW CAN YOU CONTACT US ABOUT THIS NOTICE?
If you have questions or comments about this notice, you may contact our Data Protection Officer
(DPO), Catriona O'Sullivan, by email at gdpr@ucc.ie, by phone at +353 (0)21 4903949, or by post
to:
University College Cork
Catriona O'Sullivan
Office of Corporate & Legal Affairs
University College Cork
Cork, Co. Cork
Ireland
If you are a resident in the European Economic Area, the 'data controller' of your personal
information is University College Cork. University College Cork has appointed University
College Cork to be its representative in the EEA. You can contact them directly regarding the
processing of your information by University College Cork, by email at gdpr@ucc.ie, or by post
to:
University College Cork
BIS - 3rd Floor, O’Rahilly Building
University College Cork
Cork, Co. Cork T12 K8AF
Ireland
If you have any further questions or comments, you may also contact us by post at the following
corporate address:
University College Cork
BIS - 3rd Floor, O’Rahilly Building
University College Cork
Cork, Co. Cork T12 K8AF
Ireland
12. HOW CAN YOU REVIEW, UPDATE, OR DELETE THE DATA WE
COLLECT FROM YOU?
Based on the applicable laws of your country, you may have the right to request access to the
personal information we collect from you, change that information, or delete it. To request to review,
update, or delete your personal information, please visit: 121125811@umail.ucc.ie.