Information Compliance Office
All information retained by Mary Immaculate College is subject to the provisions of relevant legislation, principally; Freedom of Information Act 2014 and Data Protection legislation, including the General Data Protection Regulation and Data Protection Acts 1988 to 2018.
Both sets of legislation lay down rules for the collection, storage and management of information. These statutes also provide for the safeguarding of stored data as well as for access to information personal to individuals or which should be disclosed in the public interest (in accordance with certain exemptions).
This section sets out how MIC organises and administers information in compliance with statutory requirements such as the Freedom of Information Act and the General Data Protection Regulation (GDPR).
You will also find information on how to access your personal data or other records retained by the College.
General Data Protection Regulation (GDPR)
The GDPR came into force on 25 May 2018, replacing the existing data protection framework under the EU Data Protection Directive.
Data Protection is the means by which the privacy rights of individuals are safeguarded in relation to the processing of their personal data. The Data Protection Acts and the General Data Protection Regulation (GDPR) confer rights on individuals as well as placing responsibilities on those persons processing personal data.
Under the GDPR you have the right to be given a copy, clearly explained, of any of your personal data kept on computer or manual relevant filing systems simply by making a written request. If you wish to access your personal data held by MIC please complete the Subject Access Request (SAR) form and submit to the Information Compliance Manager, Mary Immaculate College or Dataprotection@mic.ul.ie.
To help us answer your request please be as specific as possible about the information you wish to see, and give as much information as you can to help us find it. You are legally entitled to a decision regarding your request within 30 days of the College receiving your request. However every effort will be made by the College to deal with your request as soon as possible. You will be asked to provide proof of your identity.
See below for more specific information on filing a request.
- Student Data Protection Privacy Notice
- HEA 2021-2022 Student Data Collection Notice
- Direct Student Application Privacy Notice
- Covid 19 - Data Privacy Notice
- Covid 19 - Personal Contact Register Data Privacy Notice
- Student Privacy Notice for Recording of Lectures by MIC
- Employment Candidate Privacy Notice
If you are unhappy with the decision you have the right to complain to the Data Protection Commissioner who will investigate the matter for you. The Commissioner has legal powers to ensure that your rights are upheld.
Further details on your rights under the Data Protection Acts are available at the Data Protection Commissioners website, www.dataprotection.ie.
Office of the Data Protection Commissioner
3rd Floor, Block 6
Irish Life Centre
Lower Abbey Street
T: + 353 1 8748544
F: + 353 1 8745405
Freedom of Information
Regulations were signed into law on 22 October 2001 by the Minister for Finance providing for the extension of the Freedom of Information (FOI) Act 1997 to Mary Immaculate College. Requests already received will be treated as valid from this date.
The FOI Act establishes three new statutory rights:
- A right for each person to access information held by public bodies
- A right for each person to have official information relating to him/herself amended where it is incomplete, incorrect or misleading
- A right to obtain reasons for decisions affecting her/himself.
These rights are supported by an internal review and an external appeal procedure (Office of the Information Commissioner). The following records come within the scope of the Act:
- All records held by the College which were created after the commencement date of the Act, i.e. 21 April 1998
- Personnel records of staff created since 21 April 1995 or earlier if it is being used adversely against a staff member
- All records relating to personal information held by the College irrespective of when created. Personal information is defined as information that would ordinarily be known only to the individual or their family or friends, or information given to the College on the understanding that it would be treated as confidential.
The purpose of the act is to ensure that publicly funded organisations are accountable to the general community. The following information is intended to advise you of preparations made by Mary Immaculate College for the implementation of this act which will not only affect academic and administrative areas within the College but also those who are under a contract for services to the College.
The Freedom of Information (Amendment) Act 2003 came in to force on 11 April 2003. This Act introduced a number of important amendments to the 1997 Act. A copy of the Freedom of Information (Amendment) Act 2003 can be accessed here.
The Freedom of Information Act 2014, was signed by the President on Tuesday, 14 October 2014, and became effective on that day, subject to certain commencement dates for the specific provisions set out in section 1 of the Act. The new act can be found by clicking here.
Please be aware that the transitional provisions in section 55 of the 2014 Act provide that any action commenced under the 1997 Act but not completed before the commencement of the 2014 Act shall continue to be performed and shall be completed as if the 1997 Act had not been repealed. This means that if an FOI request was made before 14 October 2014, any subsequent review application (up to and including appeals to the Courts) will have to be dealt with under the 1997 Act.
The Act will not impose changes in the College's objectives or functions. It will, however, mean:
- The processing of requests for access to information within strict time limits
- The publication of information about the College's functions, structure, the services it provides, the records it holds and of all procedures, practices and guidelines used in decision-making
- Some changes in the way in which records are created, maintained and used and the way in which decision-making processes and their outcomes are formulated and recorded
Section 8 of the Freedom of Information Act 2014 requires FOI bodies to prepare and publish as much information as possible in an open and accessible manner on a routine basis outside of FOI, having regard to the principles of openness, transparency and accountability as set out in Sections 8(5) and 11(3) of the Act. This allows for the publication or giving of records outside of FOI provided that such publication or giving of access is not prohibited by law. The scheme commits FOI bodies to make information available as part of their normal business activities in accordance with this scheme.
Please find MIC's FOI Publication Scheme below. If the information you require cannot be found here, you may wish to conduct a search on the MIC website, or contact the Freedom of Information Office email: FOI@mic.ul.ie
The College will assist people with special needs in making a request under the Act.
Prof. Gary O' Brien
Freedom of Information Officer/Data Protection Officer
T: +353 61 204332
Information Compliance Manager
T: +353 61 204511
The Freedom of Information Act 2014 requires Freedom of Information (FOI) bodies such as Mary Immaculate College to publish a disclosure log, which contains details of the types of requests received under FOI since January 2015 and the decisions made by the body in response to those requests. The link to this disclosure log can be found below:
Disclosures are listed in order of the date the request was received by MIC. Please note that, for privacy reasons, identifying information such as the name of the requester is not included in the disclosure log.
In order to ensure compliant and efficient records management, the College operates a system for the controlled retention and disposal of all personal data and corporate records.
Under the Data Protection Act 2018, controllers of personal data must ensure that the personal data of individuals is only retained for as long as is necessary and for the purposes for which they were collected. Section 71 (7) (iv) of the Data Protection Act 2018 requires controllers of personal data to carry out periodic reviews of the need for the retention of that data. Retention periods are governed by a variety of factors, including but not limited to legislation, contract and best practice. Some records may be initially retained for a set period after which they may be either archived or destroyed. Records retention schedules provide a framework within which retention periods can be set and reviewed for individual classes of data.
The MIC Records Retention Schedule categorises the various record types held by the College for administrative purposes and specifies the retention periods and disposal instructions for all such records in line with legal obligations and best practice. This schedule will be reviewed periodically.
Policies & Procedures
See below for specific information relating to privacy statements, policies and rights.
Any queries or concerns you may have about the processing of personal information on this website should be addressed to:
Prof. Gary O'Brien
Freedom of Information & Data Protection Officer
T: +353 61 204332
The College fully respects your right to privacy and actively seeks to preserve the privacy rights of those who share information with the College. The College will not collect any personal information about you on this website without your permission, except as may be required or permitted by law. Any personal information which you volunteer to the College will be treated with the highest standards of security and confidentiality, in accordance with the Data Protection Act 1988, The Data Protection (Amendment) Act 2003 and the General Data Protection Regulation.
Privacy and Cookies Statement
This is a statement of the practices of Mary Immaculate College (the "College") in connection with the capture of personal data on this website (that is all web pages within the domain www.mic.ul.ie) and the steps taken by the College to respect your privacy. The College is not responsible for the content or privacy practices of other websites which may be accessed through the Mary Immaculate College website. It is College policy to identify clearly links to external websites and it is your responsibility to satisfy yourself as to the adequacy of the practices of linked sites.
Any information which you provide in this way is not made available to any third parties, and is used by the College only in accordance with the purpose for which you provided the information and will only be retained for as long as required for the purpose. This is normally stated on the webpage where the information is requested and should be self-explanatory. However, if you have any specific queries about the purpose for which your information is to be used, you should contact our Data Protection Officer before submitting the information.
Information on internet traffic is collected routinely by the College and also at other points along the route in the internet (e.g. HEAnet). This technical information is used to ensure the smooth running of the computer network in the College and for statistical or administrative purposes.
No information is collected for the purpose of identifying individual visitors to the website except in so far as this is permitted by law and may be necessary in order to prevent or detect problems or offences in relation to the operation of the website.
The technical details logged are confined to the following items:
- IP address of the visitors' network
- The top-level domain name used (for example .ie , .com , .org)
- The previous website address from which the visitor reached us, including any search terms used
- Traffic of visitors around this web site (for example, pages accessed)
- The type of web browser used by the visitor
This website uses Google Analytics, a web analytics service provided by Google, Inc. ('Google'). Google Analytics uses 'cookies', which are text files placed on your computer, to help the web team analyse how users use the site. The information generated by the cookie about your use of the website (including your IP address) will be transmitted to and stored by Google on servers in the United States. Google will use this information for the purpose of evaluating your use of the website, compiling reports on website activity for website operators and providing other services relating to website activity and internet usage. Google may also transfer this information to third parties where required to do so by law, or where such third parties process the information on Google's behalf. Google will not associate your IP address with any other data held by Google. The retention period for data that is associated with Google Analytics is 26 months. A link to Google analytics data privacy and security page is provided here.
This website uses Facebook Pixel. The Facebook Pixel receives these types of data:
- Http Headers: Anything present in HTTP headers. HTTP Headers are a standard web protocol sent between any browser request and any server on the internet. HTTP Headers include IP addresses, information about the web browser, page location, document, referrer and person using the website.
- Button Click Data: Includes any buttons clicked by site visitors, the labels of those buttons and any pages visited as a result of the button clicks.
- Optional Values: Developers and marketers can optionally choose to send additional information about the visit through conversion tracking. Example custom data events are conversion value, page type, and more.
- Form Field Names: Includes website field names like ‘email’, ‘address’, ‘quantity’ for when you purchase a product or service. We don't capture field values unless you include them as part of Advanced Matching, conversion tracking, or user properties.
Cookies are small pieces of information, stored in simple text files, placed on your computer by a website. Some cookies can be read by the website on your subsequent visits. The information stored in a cookie may relate to your browsing habits on the webpage, or a unique identification number so that the website can 'remember' you on your return visit. Other cookies are deleted when you close your browser and only relate to the working of the website. Generally speaking, cookies do not contain personal information from which you can be identified, unless you have furnished such information to the website. When you visit this website, you will see a message informing you about cookies.
Most browsers allow you to turn off cookies or to customise your settings for cookies. To find out how to do this, see the 'Help' menu on your browser. Please note that if you turn off cookies or change your settings, some features of this web site may not work correctly.
Mary Immaculate College will make no attempt to identify individual visitors, or to associate the technical details listed above with any individual. It is the policy of the Office never to disclose such technical information in respect of individual website visitors to any third party, unless obliged to disclose such information by a rule of law. The technical information will be used only by Mary Immaculate College, and only for statistical and other administrative purposes.
Pursuant to the General Data Protection Regulation, you have certain rights to obtain a copy of the data held about you. Any such requests should be made in writing to the Data Protection Officer at the address set out below. For further details on your data privacy rights, please refer to www.dataprotection.ie.
This statement should not be construed as a contractual undertaking. The College reserves the right to review and amend this statement at any time without notice and you should therefore re-visit this webpage from time to time.
Queries and Concerns
Any queries or concerns you may have about the processing of personal information on this website should be addressed to:
Prof. Gary O'Brien
Data Protection Officer
Mary Immaculate College
South Circular Road, Limerick
T: +353 61 204567
© Copyright Mary Immaculate College
The information contained in these web pages is, to the best of our knowledge, true and accurate at the time of publication, and is solely for informational purposes.
Mary Immaculate College accepts no liability for any loss or damage howsoever arising as a result of use of or reliance on this information, whether authorised or not.
The College (in conjunction with the University of Limerick) reserves the right to suspend, alter or initiate programmes, exams and regulations at any time by giving such notice as may be determined by the College in relation to any such changes.
The information found on personal pages/staff profiles should not be considered official material from Mary Immaculate College and the College does not accept any responsibility for its accuracy or otherwise.
- Data Protection
- Freedom of Information
- Records Management
- Policies & Procedures