Privacy Policy of Harbourview Community Services Limited

1. Introduction and company information

This Privacy Policy explains how Harbourview Community Services Limited collects, uses, stores, shares, and protects personal data when you contact us, use our services, visit our premises, participate in our community activities, or otherwise interact with us. Harbourview Community Services Limited is the data controller responsible for the processing of personal data described in this Privacy Policy.

Company name: Harbourview Community Services Limited
Address: Harbourview Community Hub, 12 Riverwalk, Limerick, V94 X3K7, Ireland
Email: [email protected]
Phone: +353 61 784 296

As a community-based organisation, Harbourview Community Services Limited may process personal data in connection with community support services, events, volunteering, membership or participation records, enquiries, communications, safeguarding, facility management, and related administrative activities.

2. Data collection and processing

Harbourview Community Services Limited may collect and process the following categories of personal data, depending on your relationship with us and the services you use:

• Identity data: name, date of birth, title, and similar identifiers.
• Contact data: address, email address, telephone number, and emergency contact details where relevant.
• Service and participation data: records of attendance, community programme participation, volunteering information, membership details, booking information, and support requests.
• Communication data: correspondence with us by email, telephone, online forms, or in person.
• Technical data: IP address, device information, browser details, and usage information if you interact with our website or digital services.
• Financial and transaction data: payment records, donation records, invoices, and related administrative data, where applicable.
• Special category data: where necessary and lawful, information such as health, accessibility, dietary, or support needs, or other sensitive information relevant to the provision of community services, safeguarding, or inclusion.
• Safeguarding and incident data: information relevant to health and safety, incident reporting, or safeguarding obligations.

We collect personal data directly from you where possible, but we may also receive data from third parties such as family members, referrers, partner organisations, funders, local authorities, service providers, or other organisations where lawful and appropriate.

3. Purpose of data processing

Harbourview Community Services Limited processes personal data for the following purposes:

• to provide and manage community services, programmes, activities, and support;
• to respond to enquiries, requests, and complaints;
• to manage registrations, memberships, bookings, attendance, and participation;
• to communicate with you about services, events, updates, and operational matters;
• to assess eligibility or suitability for services, supports, or activities;
• to meet safeguarding, health and safety, and duty of care obligations;
• to manage volunteers, staff, contractors, and other personnel where applicable;
• to administer payments, donations, invoices, and records;
• to maintain our records, internal administration, and service quality;
• to improve our services, accessibility, and community engagement;
• to comply with legal, regulatory, contractual, funding, or reporting obligations;
• to establish, exercise, or defend legal claims.

4. Legal basis for processing

We only process personal data where we have a valid legal basis to do so. Depending on the context, Harbourview Community Services Limited may rely on one or more of the following legal bases:

• Performance of a contract: where processing is necessary to provide services you request or to take steps before entering into an arrangement.
• Consent: where you have given us clear permission to process your personal data for a specific purpose, including certain communications or special category data where applicable.
• Legal obligation: where processing is required to comply with applicable law or regulatory obligations.
• Legitimate interests: where processing is necessary for our legitimate interests or those of a third party, provided those interests are not overridden by your rights and freedoms. This may include service administration, fraud prevention, security, and internal reporting.
• Vital interests: where processing is necessary to protect someone’s life or physical safety.
• Public interest or substantial public interest: where applicable to our community service activities and any relevant legal framework.

Where special category data is processed, we will only do so where an additional lawful condition applies, such as your explicit consent, safeguarding needs, or another applicable legal ground.

5. Data sharing and third parties

Harbourview Community Services Limited may share personal data with third parties only where necessary, proportionate, and lawful. Such third parties may include:

• IT, cloud hosting, and communications providers;
• payment processors and banking service providers;
• professional advisers such as accountants, auditors, insurers, and legal advisers;
• funders, grant-making bodies, local authorities, and regulatory authorities where required;
• partner organisations and referral agencies involved in delivering or coordinating services;
• emergency services, healthcare providers, or safeguarding authorities where necessary to protect health, safety, or welfare;
• law enforcement or other public authorities where required by law.

We require third parties to handle personal data securely and only for the purposes specified by Harbourview Community Services Limited or as otherwise permitted by law.

6. Data transfer to third countries

Where personal data is transferred outside Ireland or the European Economic Area, Harbourview Community Services Limited will take appropriate steps to ensure that the transfer is lawful and that the data remains protected. Such safeguards may include adequacy decisions, standard contractual clauses, or other lawful transfer mechanisms, together with additional security measures where appropriate.

If you would like further information about international transfers and the safeguards used, you may contact us using the details below.

7. Storage duration

Harbourview Community Services Limited retains personal data only for as long as necessary for the purposes for which it was collected, including for legal, accounting, safeguarding, regulatory, and reporting requirements.

The retention period depends on factors such as:

• the nature of the service or relationship;
• legal and contractual retention requirements;
• funding or reporting obligations;
• safeguarding and insurance needs;
• the time needed to resolve disputes or enforce rights.

When data is no longer required, we will securely delete, anonymise, or archive it in accordance with applicable retention requirements and our internal retention practices.

8. User rights (access, rectification, erasure, restriction, data portability, objection)

Subject to applicable law, you may have the following rights in relation to your personal data processed by Harbourview Community Services Limited:

• Access: request confirmation of whether we process your personal data and obtain a copy of that data.
• Rectification: request correction of inaccurate or incomplete personal data.
• Erasure: request deletion of your personal data in certain circumstances.
• Restriction: request that we limit the processing of your data in certain circumstances.
• Data portability: request receipt of certain personal data in a structured, commonly used, machine-readable format, where applicable.
• Objection: object to processing based on legitimate interests or direct marketing, where applicable.

To exercise any of these rights, please contact us using the details in Section 12. We may need to verify your identity before responding. Some rights may be limited where processing is required for legal obligations, safeguarding, public interest, or the establishment, exercise, or defence of legal claims.

9. Withdrawal of consent

Where we rely on your consent to process personal data, you have the right to withdraw that consent at any time. Withdrawal of consent will not affect the lawfulness of processing carried out before the withdrawal, nor will it affect processing carried out on another lawful basis.

You can withdraw consent by contacting Harbourview Community Services Limited using the contact details provided below. If you withdraw consent, we may no longer be able to provide certain services, communications, or features dependent on that consent.

10. Right to complain

If you have concerns about how Harbourview Community Services Limited handles your personal data, we encourage you to contact us first so we can try to resolve the matter promptly and fairly.

You also have the right to lodge a complaint with the relevant data protection supervisory authority in Ireland or with the authority in the jurisdiction where you live or work, if applicable.

11. Data security

Harbourview Community Services Limited takes appropriate technical and organisational measures to protect personal data against unauthorised access, disclosure, alteration, loss, or destruction. These measures may include:

• access controls and role-based permissions;
• secure storage and password protection;
• staff confidentiality obligations and training;
• back-up and disaster recovery procedures;
• physical security measures at our premises;
• regular review of systems, processes, and third-party safeguards.

Although we work to protect your information, no system can be guaranteed to be completely secure. If a data incident occurs that affects your rights or freedoms, we will handle it in line with applicable legal requirements.

12. Contact information

If you have any questions, requests, or concerns about this Privacy Policy or our data practices, please contact:

Harbourview Community Services Limited
Harbourview Community Hub, 12 Riverwalk, Limerick, V94 X3K7, Ireland
Email: [email protected]
Phone: +353 61 784 296

13. Changes to privacy policy

Harbourview Community Services Limited may update this Privacy Policy from time to time to reflect changes in our practices, services, legal requirements, or operational needs. Any updated version will be published in an appropriate manner, and the revised policy will take effect when posted unless otherwise stated.

We encourage you to review this Privacy Policy periodically to stay informed about how Harbourview Community Services Limited processes personal data.