Trainee Data Privacy Notice

Introduction 

Skillnet Ireland CLG ("Skillnet", "we", "us") is the controller of the personal data described in this notice.  Our registered office is at 5th Floor, Q House, 76 Furze Road, Dublin 4, D04 W2W2, Ireland.  

This Data Privacy Notice provides you (the data subject) with information about why and how we process your data. It complies with our obligations and your rights, as set out in our Data Protection Statement on our website. It outlines how Skillnet Ireland collects, processes, and protects your personal data in connection with training programmes funded by DFHERIS, through us.  

This Data Privacy Notice relates to data collected on our behalf by Skillnet Networks and Schemes in the ‘Employed Trainee Profile Form’ and ‘Unemployed Trainee Profile Form’, and the ‘Reaction to Learning Form’. The information provided within this Data Privacy Notice is for guidance purposes only and does not constitute legal advice or analysis. 

Data Processing Activities 

Purpose of the Programme 

Data Processing Activities explains why we collect your data, our lawful basis for processing this data and how long we will store it. Skillnet Ireland processes personal data for the purposes set out in this data privacy notice and for any other purposes specifically permitted by the Data Protection Acts 1988-2018 (or when applicable, the GDPR) or as required by law.  

What personal data we collect 

We collect and process the following categories of personal data: 

Please note, we do not intentionally collect special‑category data (e.g. health or ethnicity) unless a specific programme requires it and you provide it voluntarily or we are legally obliged to collect it. 

Age-Specific Data Collection and Child Protection  

Skillnet Ireland only collects and processes personal data from individuals aged 16 years and older. In accordance with Article 8 of the General Data Protection Regulation (GDPR) and the Data Protection Act 2018, the organisation does not knowingly collect data from children under the age of 16. Where data is collected from individuals aged 16 to 18, Skillnet Ireland ensures that:  

• The processing is necessary for the performance of a task carried out in the public interest and/or under a legitimate interest basis, as defined in Article 6(1)(e) and 6(1)(f) of the GDPR.
• Additional safeguards are in place to protect the rights and freedoms of these young data subjects, including clear and accessible privacy information, the right to object, and the right to erasure.
• No profiling, automated decision-making, or marketing communications are directed at individuals under 18.
• Data is collected via secure channels and stored in compliance with Skillnet Ireland’s data retention and anonymisation policies.  

This approach ensures compliance with both EU and Irish data protection law and reflects Skillnet Ireland’s commitment to safeguarding the personal data of all trainees, including those aged 16–18.  

Lawful basis for collecting and processing personal data 

The lawful basis for processing your personal data is legal obligation. Where you have opted in the marketing emails or cookies, the lawful basis is consent. 

Why we collect your data, and who collects it 

On behalf of Skillnet Ireland, Skillnet Networks, or training providers acting on their behalf, will collect and store your personal data for the purpose of enrolling you in their Course. Your data will be stored digitally, in a secure file, with appropriate restrictions and security measures in place. Such data is collected from course participants. 

After you have completed the training programme, the Skillnet Network or a third party acting on their behalf, may contact course participants using the contact details provided to collect feedback about the course and any resulting benefits that might have resulted from their participation.  

Who will see your data 

To manage the training course and reporting on programme outcomes, and carry out course validation and participation checks, your personal data will be shared with a restricted number of Skillnet Network employees and relevant Skillnet Ireland employees.  

To enrol you on the training programme and to issue you with a certificate of completion, your data will also be shared with the Trainer or course provider or accrediting body and agreed third party processors. In certain instances, your data may be shared with third parties for the purpose of collecting post-course feedback from you.  

At regular intervals, the data collected will be shared with the Department of Further and Higher Education, Research, Innovation & Science, (DFHERIS) for the purpose of tracking the performance of the programme and to drawdown additional funding. These data are shared in an anonymised or aggregated format.  

The information you share with us will not be published in a way risks your identity and only shared with the agreed programme partners for course management, reporting and funding purposes, and to assess the success of the training programme. Your data will not be disclosed to any other third parties without your knowledge or consent. 

How long we keep your data 

When you share your data with us, we will store your personal data only for as long as necessary for the purposes and legal basis set out at the time of collection. In line with our retention policy, the information you share with us will be held securely for 5 years from the date of your last interaction with us, at which time it will be anonymised. 

Security and storage of your personal data 

Your personal data will be stored securely in line your permissions as set out at the time of collection and will not be shared with other third parties without your consent. The Skillnet Network will store your data in a secure server, with restricted access. They will upload your data to the Sonrai database, which is managed by Skillnet Ireland.  

Sonrai is a secure, cloud-based platform that complies with ISO 27001 standards and is hosted within the EU. Access to Sonrai is role-based and restricted to authorised personnel only. All data transfers are encrypted in transit and at rest, and regular audits are conducted to ensure compliance with data protection and cybersecurity best practices.  

Links to other sites 

From time to time our website, social media posts or emails may contain links to and from other websites. Please note that if you follow a link to any of those websites, those websites have their own privacy policies, and we do not accept any responsibility or liability for those policies. Please check those policies before you submit any personal data to those websites.  

Accessibility, Equality & Human Rights 

Skillnet Ireland is committed to providing information in accessible formats, promoting equality of opportunity and respecting the fundamental right to data protection.  This notice is written in plain English, follows the Web Content Accessibility Guidelines (WCAG) 2.1 Level AA, and is available in HTML, tagged PDF, large‑print and other formats on request.  We carry out an equality‑and‑human‑rights impact assessment (s.42 IHREC Act 2014) every year. 

Glossary of key terms 

• Controller – an organisation that decides why and how personal data are processed. 
• Processor – an organisation that collects or processes personal data on behalf of the controller.  
• Sub-processor – an organisation that may collect, access or process data on behalf of the processor. 
• GDPR – The EU General Data Protection Regulation (2016/679). 
• Personal data – Any information relating to an identified or identifiable person. 
• Processing – Anything done with personal data, from collection to deletion. 
• Programme – A training initiative funded or supported by Skillnet Ireland. 

Appendix 

Data Processing Activities and Lawful basis