HEA Data Collection Notice
The HEA must process your personal data to ensure adequate organisation of the event. The HEA is the data controller of this data. We use MS Forms as a data processor to collect this information.
What is personal data and what is a personal data processing operation?
Personal data shall mean any information relating to an identified or identifiable natural person (‘data subject’). An identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.
Personal data processing operations can be any operation or set of operations which is performed on personal data or on sets of personal data, whether or not by automated means, such as collection, recording, organisation, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction.
Short description of the processing activity
The information collected through this form will be used to assess applications for participation in Pitch My Erasmus 2025. If selected, contact details will be used to communicate event information and logistical arrangements.
Who is the Data Controller?
The HEA.
What personal data is collected?
We collect your full name, email address, place of study in Ireland and abroad, field of study, duration and year of Erasmus+ mobility, and your written response about your Erasmus+ experience.
Who has access to the personal data of data subjects and to whom can they be disclosed?
Only HEA and Léargas staff involved in the event will have access to your data, and they will not disclose it to any third parties.
Where did we get your personal data?
From the registration form.
What is the purpose and legal basis for processing your personal data?
Our purpose for collecting this information is so we can facilitate the event. This includes handling registration and attendance, reporting on the event, as well as event follow-up actions, such as sharing presentations among participants and feedback collection. It includes lists and mailing lists for contacts, invitations, participants, reports, minutes, distribution of reports/minutes, feedback on reports, meeting follow-up, follow-up meetings, follow-up actions, photographs/pictures, presentations, audio and/or video recording of speakers and participants, news and publications. Your personal data will not be used for an automated decision-making including profiling.
The lawful basis we rely on for processing your personal data is your consent under article 6(1)(a) of the GDPR. When we collect any information about dietary or access requirements we also need your explicit consent (under article 9(2)(a)) as this type of information is classed as special category data.
We rely on your consent to process the personal data you give us to facilitate the event. This means you have the right to withdraw your consent at any time. If at any point you want to withdraw your consent, please email dataprotection@hea.ie. If you do that, we’ll update our records immediately to reflect your wishes.
How long will we retain your data?
We will delete data received as part of this registration form one month after the event. We will delete photos and videos from the event seven years after the event.
What are your rights regarding your data?
You have the right to access your personal data and to request your personal data to be rectified, if the data is inaccurate or incomplete; where applicable, you have the right to request restriction or to object to processing, to request a copy or erasure of your personal data held by the data controller. If processing is based on your consent, you have the right to withdraw your consent at any time, without affecting the lawfulness of the processing based on your consent before its withdrawal. Your request to exercise one of the above rights will be dealt with without undue delay and in any case within one month.
We will never use automated decision making on your personal data.
Contact details for enquiries regarding your personal data
Please contact dataprotection@hea.ie for any queries.
You have the right to lodge a complaint with the Data Protection Commission (dataprotection.ie)
For more information on your rights, please see the HEA’s privacy notice- https://hea.ie/privacy-and-data-protection/