Our Privacy Policy

Ahmadiyya Muslim Association Ireland (AMA) is committed to protecting your personal information.

Our Privacy Policy contains important information about what personal details we collect; what we do with that information; who we may share it with and why; and your choices and rights when it comes to the personal information you have given us.

We may need to make changes to our Privacy Policy, so please check our web site for updates from time to time. If there are important changes to how we handle your personal information we will contact you to let you know.

This version of our Privacy Policy was last updated May 01 2018.

Application of the Policy

This Privacy Policy applies to all members and employees of AMA Ireland .

How to contact us

If you have any questions about our Privacy Policy, or the information we collect or use about you, please contact:

Information we collect and use

• Information about you that we collect and use during your membership or engagement with the Association includes:
• Information about who you are e.g. your name, date of birth, address, contact details, gender etc.
• Information connected to your education e.g. qualifications
• Information about your employment and roles held within the organisation
• Information we need for payment of salary, claim reimbursement, Chanda collection and other benefits e.g. bank account details, PRSI number
• Information about your contact with us e.g. meetings, phone calls, emails / letters & messages etc.
• Information collected when visiting or working in any of our offices e.g. visual images collected by closed circuit television (CCTV), pictures.
• Information in relation to your performance e.g. working patterns, reviews, absences, disciplinary or grievance procedures
• Information you provide us about other people e.g. your spouse / partner / parents / dependants, emergency contacts
• Information classified as ‘sensitive’ personal information e.g. relating to your health, reasons for any absences, immigration status, and information to support diversity within our organisation

Where we collect and use sensitive personal information, this information will only be collected and used where it’s needed to provide or perform the contract of membership or to comply with our legal obligations, and where we have also obtained your explicit consent to process such information.

Where we collect your information

We may collect your personal information directly from you, from a variety of sources, including for example: an application form (AIMS Form) or any other source of medium phone conversations with us emails or letters between us meetings between us our online services such as websites

We may also obtain personal information from third parties such as your history from your previous location/jamat.

Why we collect and use your information

We take your privacy seriously and we will only ever collect and use information which is personal to you where it is necessary, fair and lawful to do so. We will collect and use your information only if we are able to satisfy one of the lawful processing conditions set out in the data protection laws. This will be the case where:

• it’s necessary to provide you with a membership e.g. we will require some personal information including your name, address, date of birth, bank account details
• it’s necessary for us to meet our legal or regulatory obligations e.g. to tell you about changes to the terms and conditions of your employment, or conducting the necessary checks to determine any criminal record / convictions which may impact fitness and propriety for employment
• it’s in the legitimate interests of the Organisation e.g. for the following activities:

recruitment and succession planning

organisation and distribution of work

promoting diversity and inclusion within the organisation

protection of organisation property and that belonging to third parties e.g. computer devices

maintaining a well-managed and orderly, members, employees etc.

Where the processing is in our legitimate interests, we will always conduct an assessment to ensure that this use of your personal information is not excessive or unnecessary or otherwise more intrusive than it needs to be.

Where we are required to process your sensitive personal information e.g. in relation to our diversity monitoring, social mobility assessments, and occupational health referrals, we will do so with your explicit consent. If you do not wish us to collect and use your sensitive personal information in these ways you can withdraw consent at any time by contacting us.

Who we may share your information with and why

We may share your information with third parties for the reasons outlined above in ‘Why we collect and use your information’.

We will share your information with:

• other parts of Organisation who support us in the provision of services to our members
• professional advisers, such as accountants and law firms, so that they can provide advice to the organisation
• companies we have chosen to support us in the delivery of the contract of employment and services we offer to our employees e.g. performance management and payroll / benefits providers, companies which support us with storage of your information
• our regulators, including the Financial Conduct Authority, Prudential Regulation Authority and the Information Commissioner’s Office (the ICO)
• law enforcement and other appointed agencies who support us (or where they request the information) in the prevention and detection of crime
• Revenue for the purposes of legislative requirements related to tax etc.

Where your information is processed

The Organisation is part of a global organisation and to ensure the provision of effective and efficient services and communication throughout our group, we are required to transfer your data internationally (such as to our main offices in Europe, Asia-Pacific).

Where your information is being processed outside of the EEA, we take additional steps to ensure that your information is protected to at least an equivalent level as would be applied by EU and Irish data privacy laws e.g. we will put in place legal agreements with our third parties and do regular checks to ensure they meet these obligations.

How we protect your information

We take information and system security very seriously and we strive to comply with our obligations at all times. Any personal information which is collected, recorded or used in any way, whether on paper, online or any other media, will have appropriate safeguards applied in line with our data protection obligations.

Your information is protected by controls designed to minimise loss or damage through accident, negligence or deliberate actions. Our members/office holders/employees also protect sensitive or confidential information when storing or transmitting information electronically and must undertake annual training on this.

Our security controls are aligned to standards and good practice, providing a control environment that effectively manages risks to the confidentiality, integrity and availability of your information.

How long we keep your information

To provide and perform your membership/contract with organisation and meet our legal and regulatory obligations, we keep your personal information while you are member or/and an employee of the Organisation.

Even when you are no longer member or employed by the organisation, we are required to keep your information for different legal and regulatory reasons. The length of time will vary and we regularly review our retention periods to make sure they comply with all laws and regulations.

Your rights

You have a number of rights under data protection laws which may be exercised in certain circumstances. These are:

Right to be informed about how and why we are processing your personal information

 You have a right to receive clear and easy to understand information on what personal information we have, why and who we share it with – we do this in our Privacy Policy and privacy notices.

 Right of access to personal information relating to you

You have the right of access to your personal information. If you wish to receive a copy of the personal information we hold on you, you may make a data subject access request (DSAR).

 Right to request rectification of inaccurate or incomplete personal information

If your personal information is inaccurate or incomplete, you can request that it is corrected.

 Right to request erasure of your personal information

You can ask for your information to be deleted or removed if there is not a compelling reason for organisation to continue to have it.

 Right to restrict processing of your personal information

You can ask that we block or suppress the processing of your personal information for certain reasons. This means that we are still permitted to keep your information – but ensures that we don’t use it in the future for those reasons you have restricted.

 Right to data portability

You can ask for a copy of your personal information for your own purposes to use across different services. In certain circumstances, you may move, copy or transfer the personal information we hold to another office within the organisation (within the country or out-side country) in a safe and secure way.

 Right to object to processing of your personal information

You can object to organisation processing your personal information where it’s based on our legitimate interests (including profiling); historical research and statistics.

 Right to not be subject to automated decision making including profiling

You have the right to ask organisation to:

give you information about our processing of your personal information

request human intervention or challenge a decision where processing is done solely by automated processes

carry out regular checks to make sure that our automated decision making and profiling processes are working as they should

You can exercise these rights by contacting us by email dpo@islamahmadiyya.ie

How to make a complaint

We will always strive to collect, use and safeguard your personal information in line with data protection laws. We take our obligations seriously and we ask that any concerns are first brought to our attention, so that we can try to resolve this. If you do not believe we have handled your information as set out in our Privacy Policy, please let us know immediately (see ‘How to contact us’ above) and we will do our utmost to make things right.

While we hope that we can resolve any complaints for you, you do have the option complain to the ICO (whether or not you have exhausted our organisational procedure).

The contact details of the Office of the Data Protection Commissioner is:

21 Fitzwilliam Square
Dublin 2, D02 RD28

Email:  info@dataprotection.ie

Lo Call Number: 1890 252 231

The contact details for the Office of the Information Commissioner in Ireland are:

18 Lower Leeson Street, Dublin 2, D02 HE97.

Phone: +353-1-639 5689

Email: info@oic.ie