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Personal Data - DCU Guidance & Procedures

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

N.B.  If you want to access any of the Staff Access Only documents;

Please click here to log in before accessing them.

Data Protection - Guidance for Staff & Students

A) Data Subject Rights Procedure

Data Subject Rights Procedure - Public Guide

Data Subjects Rights Procedure - Staff Guide (Staff Access Only)

B) Data Breach Reporting Procedure

Data Breach Reporting Procedure - Public Guide

Data Breach Reporting Procedure - Staff Guide (Staff Access Only)

Data Incident / Breach Report (Staff Access Only)

C) Data Protection Impact Assessments (DPIAs)

Staff Guide to the DPIA process 

Step 1 - Screening Questionnaire

Step 2 - DPIA Template  

D) Data Processing Agreements (DPA) Templates & MOU Clause

The following legal agreement templates (or MOU text) are to be used by DCU units when negotiating the legal arrangements pertaining to the transfer of personal data. For advice on which one to use please contact the Data Protection Unit (Ext 7476 / 6466 / 7476). All of the documents are 'Staff Access Only' so please click on text at the top of this webpage prior to downloading as necessary.  

1) DPA Template  - DCU as the Data Controller 

2) DPA Template  - Annex / Addendum to an existing agreement 

3) DSA Template - Joint Controllers 

4) DPA Template - DCU as a Data Processor 

5) MOU Clause   

E) Data Protection & Research

Research Data Privacy Notice - Example

Introduction to Reseach Data Management

Research Data Management - IT Considerations 

Guidance on Health Research - Data Protection Commissioner

F) CCTV 

Guide to DCU's CCTV System

G) ISS Guidance 

ISS Data Handling Guidelines

ISS Encryption Service  

 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 Access Only)

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)  

 PDSS - Documenting Unit / Research Project Personal Data

A PDSS (Personal Data Security Schedule) is the primary document used, at a unit or research project level, to record the categories of personal data being processed. For each category listed some basic rules and controls are identified and the PDSS is then brought to the attention of members of staff involved in processing. A guide to preparing a PDSS, and the standard template, can be found at the links below. 

Guide to preparing / updating a PDSS 

PDSS Template   

Example of a completed PDSS for a research project 

Staff & Students Training Materials & FAQs

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.

GDPR Online Training Course - Available through Loop (Select the '2020 Data Protection Staff' course)

Data Protection Training Slides - Guide for Staff (Staff Access Only)

Data Protection Training Presentation - Teaching & Learning (YouTube Video provided by TEU) 

Learner Data & GDPR - T&L Insight Guide

Data Protection Helpsheet 

FAQ's

Click here for a link to list of FAQ's regarding data protection.

Data Protection - GDPR Unit Advocates

 List of GDPR Unit Advocates

There are a number of desigated GDPR Advocates in place in various units across the DCU Community (please see the table below). The primary role of the Advocate is to act as the initial 'go-to' person within the unit(s) for all matters relating to data protection generally. Where a query cannot be answered by the Unit Advocate please contact the DCU Data Protection Unit.   

 Advocate DCU Unit / Area
 Aisling McKenna Quality Promotion & Institutional Research
 Annabella Stover Student Support & Development
 Bernadette Ni Aingleis Institute of Education
 David Molloy GURU
Deborah Lawlor Campus Residences
 Deirdre WynterFor all Units under VP for External Affairs
 Eleanor Healion Admin Office - Faculty of Science & Health
 Gemma Dempsey DCU Sports
Gemma BoyneHuman Resources
 Georgina Garford DCU Educational Trust
 Goretti Daughton Admin Office - Faculty of Humanites & Social Sciences
 Jennifer O'Halloran Finance Office
 Jonathan Begg Admin Office - DCU Business School
Joan O'ConnellData Protection Unit
 Kieran O'Dwyer Research & Innovation Support
 Leeanne Hinch CTYI
Lorraine Heffernan Presidents Office
 Louise Phelan The Helix
Margaret Irwin-BannonOffice of the VP for Academic Affairs
 Mark Glynn Open Education Unit
 Martin Ward Data Protecion Unit 
Niamh McMahonRegistry
 Noel Prior Risk & Compliance
 Noeleen O'Keefe Open Education Unit
 Paul O'Connor ISS
 Rachel O'Brien DCU Language Services
 Ross Munnelly Alumni Office
 Sandra McCormack  Student Union (Office of Student Life DAC)
 Sharon King Graduate Studies Office