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Personal Data - Policies, Guides, Access Requests & Training Materials

This section provides links to the relevant policies, guides and training materials which staff, students and other interested parties may find useful when dealing with personal data protection issues. In addition it also provides guidance on making a personal data access request to the university.

Data Protection Policies

The documents listed below set out the University's policies on matters related to the management of all data, including personal data. 

Data Protection Policy

Data Classification Policy

DCU Privacy Statement

Contact with Third Parties Policy

Data Protection Guides & ISS Encryption Service

Data Protection Guides

The guides listed below are designed to assist staff, students and members of the public in obtaining an understanding of the management of personal data within the University.

Data Protection Guidelines

Data Handling Guidelines

Guidance on Data Processing Contracts between DCU & External Parties

Standard DCU Data Processing Contract - Template (Staff Access Only)

Research Data Management - IT Considerations

Introduction to Research Data Management 

CCTV Systems at DCU - Guidelines

Body Worn Cameras - Protocols & Guidelines

Data Breach - Code of Practice

Guidance on Health Research - Data Protection Commissioner

ISS Encryption Service

In addition to the above guides the University also provides an encryption service for laptops, mobile phones, documents for email and other portable storage devices. As set out in the guides above encryption must be applied in certain situations, especially where sensitive personal data is involved. Please click on the following link for details of this service - Link.  

 Personal Data Access Requests

Guide & Application Form for Individuals

Under the legislation any individual may make a request to obtain a copy of their own personal data held by Dublin City University.  These requests are known as 'Access Requests' or alternatively 'Subject Acccess Requests'. The guide at the link below explains in further detail how such a request may be made. Anyone who wishes to make a request should first of all review the guidance below and formally make the request using the application form provided.   

Personal Data Access Requests - A guide to accessing personal data held by the University

Personal Data Access Request Application Form

Guide for University Staff

A separate guide for members of staff of the University who are handling an access request is provided below. Please note you must provide a valid staff login name and password to access the guide.

Staff Guide to Subject Access Requests

Staff Personnel Files - Access Requests

In addition to the general right of access described above, staff of the University may view their own personnel file which is held by the Human Resources office. Please click on the following link for further details:

Link to HR policy on access to staff personnel files 

Garda Requests for Copies of CCTV Recordings

From time to time members of An Gardai Síochaná who are investigating offences may require copies of CCTV recordings held by the University. In order to comply with best practice and guidelines on this area issued by the Office of the Data Protection Commissioner the following form is to be used by garda officers when requesting a copy of a CCTV recording(s) held by the University.

Garda request form for a copy of CCTV recording(s) 

Training Materials

This section sets out the training materials available to assist staff and students in meeting their obligations to process personal data in a manner compliant with the relevant legislation.

Training Slides and Helpsheet

Guide to preparing / updating a Personal Data Security Schedule (PDSS)

PDSS Template - for Unit or Research Team's own use