Data Protection Privacy Notice

We are the Department of Defence, a central government department whose high-level goal is to provide for the military defence of the State, contribute to national and international peace and security and fulfil all other roles assigned by Government.

Our main functions are:

• provide timely and relevant policy and military advice
• contribute to national and international security and defence policy
• enhance cross-cutting policy collaboration
• administration matters for the Department of Defence and the Defence Forces
• implementation of the White Paper on Defence 2015

The Department of Defence takes the privacy of your personal data seriously and is committed to protecting and processing data in a fair and transparent manner. This Privacy Notice is to provide you with information about the types of personal data we process and how we process it under Data Protection legislation.

When you correspond with us

We will process your data when you provide it to us for example during the course of making enquiries, complaints, applications or submissions during a public consultation.

Types of data collected may include: name, address, eircode, email address, telephone number, PPS number, nationality, date of birth, gender, photo identification, medical card details, bank details, health data.

The legal basis to process data for these purposes will be in the public interest or in the exercise of official authority.

We may need to share your data with Defence Force personnel and relevant third parties such as government departments and agencies and organisations as necessary in order to respond to your correspondence or to make a decision about your application.

When someone corresponds with us on your behalf

We will process your data when another person corresponds with us on your behalf for instance in the case of a Ministerial Representation or in the course of a legal claim.

Types of data collected may include: name, address, eircode, email address, telephone number, PPS number, nationality, date of birth, gender, photo identification, bank details, health data.

The legal basis to process data for these purposes will be in the public interest or in the exercise of official authority.

We may need to share your data with Defence Force personnel and relevant third parties such as government departments and agencies in order to respond to the correspondence.

When you apply / are enlisted or appointed to the Defence Forces

We will process your data, in conjunction with the Defence Forces, from application to enlistment / appointment stage to process pay, pension and employment matters.

Types of data collected may include: name, address, eircode, email address, telephone number, PPS number, nationality, date of birth, gender, photo identification, bank details, academic qualifications, health data, service number.

The legal basis to process data for these purposes will be consent during the application stage and in the public interest or in the exercise of official authority at the enlistment or appointment stage.

We may need to share your data with Defence Force personnel and relevant third parties such as other government departments and agencies in order to process pay, pension and employment matters.

When you become a Civil Defence volunteer with a Local Authority

We will process your data, as provided by the relevant Local Authority and using their Register, to arrange security vetting, training, and re-certification. Your data may also be processed from drone footage / images during a training exercise or an operation.

Types of data collected may include: name, address, eircode, email address, telephone number, PPS number, date of birth, gender, employer details, audio recording, drone footage, academic qualifications, health data.

The legal basis to process data for these purposes will be in the public interest or in the exercise of official authority.

We may need to share your data with relevant third parties such as An Garda Siochána, Local Authorities and training providers.

When our property is used

From time to time, our property and/or equipment is used for purposes such as grazing, land lettings, events, access arrangements and as a residence.

Categories of data collected may include: name, address, eircode, email address, telephone number, herd number, property folio number, insurance details, marital status, bank details.

The legal basis to process data for these purposes, depending on the purpose for processing, will be in the public interest or in the exercise of official authority, to comply with a legal obligation or for the performance of a contract.

If data required to fulfil a contract or pre-contract is not provided it may not be possible to finalise the contract.

We may need to share data with Defence Force personnel and relevant third parties such as other government departments and agencies and private-sector organisations in order to manage property usage.

When you make a protected disclosure to us

If you make a protected disclosure to us, the data may be used to carry out an investigation under the Protected Disclosures Act (2014).

Categories of data collected may include: name, address, eircode, email address, telephone number, health data.

The legal basis to process data for this purpose will be in the public interest or in the exercise of official authority.

We may need to share data, in accordance with the provisions of the 2014 Act, with Defence Force personnel and relevant third parties such as other government departments, agencies or bodies and An Garda Siochána in order to investigate the matter.

When you enter into a contract or during the pre-contract phase with us to provide goods or services

Your data will be processed during the pre-contract phase and during the contract in order to contact you, complete security clearance and arrange payment.

Categories of data collected may include: name, address, eircode, email address, telephone number, VAT number, nationality, insurance details, bank details.

The legal basis to process your data will be for the performance of a contract.

If data required to fulfil a contract or pre-contract is not provided it may not be possible to finalise the contract.

We may need to share data with Defence Force personnel and relevant third parties such as other government departments and agencies in order to manage the contract, for public accountability measures and to ensure compliance with any statutory obligations concerning the contract.

When you attend certain events

During the course of certain events both organised by us and other organisations your data may be processed.

Categories of data collected may include: name, address, eircode, email address, telephone number, gender, image, health data.

The legal basis to process your data, depending on the purpose, will be in the public interest or in the exercise of official authority or consent.

We may need to share data with Defence Force personnel and relevant third parties such as other government departments, local authorities and organisations as part of your attendance at the event.

When you visit one of our premises or properties

We will process your data for security reasons to arrange your access to our premises or properties.

Categories of data collected may include: name, address, eircode, email address, telephone number, photo identification, CCTV footage / image, vehicle details.

The legal basis to process data for these purposes will be in our legitimate interests.

We may need to share your data with Defence Force personnel and relevant third parties such as other government departments in order to enable your access to our premises or properties.

In the event that it is necessary for us to transfer data to a third country outside the EU/EEA that does not have an adequacy decision in place, we will ensure that appropriate safeguards are in place in undertaking any such transfer.

The length of time we will hold your data depends on the purpose for processing and factors such as:

• statutory requirements
• legal requirements
• contractual requirements

Right of Access

You have the right to request a copy of your data and to be informed how the data is used. You can make a Subject Access Request to us by completing the ‘Subject Access Request Form' which is available below.

Right to rectification

You have the right to request that any inaccurate data be corrected and updated. You can contact us about your right to rectification by completing the ‘Data Subject Rights Form’ which is available below.

Right to erasure

You have the right to request erasure of your data. There are certain restrictions on the right to erasure for instance if another legal basis applies to the processing. You can contact us about your right to erasure by completing the ‘Data Subject Rights Form’ which is available below.

Right to restrict processing

You have the right to request restriction of data processing. There are certain conditions applicable to this right. You can contact us about your right to restrict processing by completing the ‘Data Subject Rights Form’ which is available below.

Right to data portability

You have the right to data portability, have data transmitted, if the legal basis used to process the data is done with your consent or as part of a contract. You can contact us about your right to data portability by completing the ‘Data Subject Rights Form’ which is available below.

Right to object

You have the right to object to the processing of your data. There are restrictions to this right, which include where a legal matter is ongoing. You can contact us about your right to object to processing by completing the ‘Data Subject Rights Form’ which is available below.

Right not to be subject to automated processing or profiling

You have the right not to be subject to automated processing or profiling which produce legal effects concerning you. There are restrictions to this right which include processing as part of a contract or where you have given explicit consent. You can contact us about your right not to be subject to automated processing or profiling by completing the ‘Data Subject Rights Form’ which is available below.

Right to withdraw consent

You have the right to withdraw consent to the use of your data where consent was the legal basis to process the data. You can contact us about your right to withdraw consent by completing the ‘Data Subject Rights Form’ which is available below.

You have the right to request a copy of your personal data by making a subject access request.

As part of the response the following information is also to be provided:

• the purpose of the processing
• the types of personal data processed
• the recipients or categories of recipient to whom the personal data has been or will be disclosed, in particular recipients in third countries or international organisations
• where possible, the envisaged period for which the personal data will be stored or, if not possible, the criteria used to determine that period
• the existence of the right to request from the controller rectification or erasure of personal data or restriction of processing of personal data concerning the data subject or to object to such processing
• the right to lodge a complaint with a supervisory authority
• where the personal data is not collected from the data subject, any available information as to their source
• the existence of automated decision-making, including profiling and, at least in those cases, meaningful information about the logic involved as well as the significance and the envisaged consequences of such processing for the data subject

A subject access request can be made by completing the ‘Subject Access Request Form’ which is available at the link below or by completing the ‘Subject Access Request Form’ available from any of our offices.

The completed ‘Subject Access Request Form’, along with a copy of photographic identification and a copy of a recent utility bill or government issued letter (dated within 6 months), should be sent to:

Data Protection Officer, Department of Defence, Station Road, Newbridge, Co. Kildare, W12 AD93

Or by email to dataprotection@defence.ie

The request will be commenced when your identity is verified. We will be unable to commence your request if we are not fully satisfied as to your identity. This is to ensure that personal data is not accidentally disclosed to the wrong person.

It is not compulsory to use the ‘Subject Access Request Form’ to make a subject access request.

Responses to subject access requests will be issued by registered post.

The ‘Data Subject Rights Form’ is available here.

The completed ‘Data Subject Rights Form’, along with a copy of photographic identification and a copy of a recent utility bill or government issued letter (dated within 6 months), should be sent to:

Data Protection Officer, Department of Defence, Station Road, Newbridge, Co. Kildare, W12 AD93

Or by email to dataprotection@defence.ie

The request will be commenced when your identity is verified. We will be unable to commence your request if we are not fully satisfied as to your identity. This is in order to ensure that personal data is not accidentally disclosed to the wrong person.

It is not compulsory to use the ‘Data Subject Rights Form’ to make a data subject rights request.

Responses to data subject rights requests will be issued by registered post.

We are obliged to respond to your request within one calendar month. If however we are unable to respond to your request within this period, we may extend for a further two months. We will send you a written explanation of the reasons for any extension.

You have the right to make a complaint to the Data Protection Commission.

Contact details for the Data Protection Commission are as follows:

Data Protection Commission, 21 Fitzwilliam Square South, Dublin 2, D02 RD28

Web forms are available at: www.dataprotection.ie.

Email: info@dataprotection.ie

Telephone: +353 578 684 800 or +353 761 104 800

If you have questions about how we use your information or if you wish to access your data you can contact our Data Protection Officer in writing at:

We may update this Privacy Notice from time to time and to ensure compliance with legal requirements.