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Privacy Policy

Privacy Policy

NiteLine Privacy Notice

This privacy notice (“Privacy Notice”) applies to:

  • our users who avail of our instant messaging service or phone line support (“our Callers”); and 
  • our volunteers 

We’ve created this Privacy Notice to demonstrate our firm commitment to data protection and the privacy of our Callers’ and Volunteers’ personal information in compliance with data protection law. Please take the time to carefully read this Privacy Notice. 

 

Personal Information We Collect

Our Callers

In general, we try to keep as little information about our Callers as possible. Any personal information relating to a Caller which we collect is because the Caller has provided the information to us and therefore has consented to us having the information.

While volunteers may take notes when they talk to our Callers to assist in the conversation,  these notes are unlikely to contain any personal information which would identify a Caller and in any event are immediately destroyed following the call unless we are under a legal obligation to share them as set out in clause 3 below. We don’t record any phone calls but volunteers may from time to time listen in to calls for training, support, or research purposes.

Our service  is designed so that our volunteers can’t see a Caller’s phone number when they contact us.

Our instant messaging service does not retain any personal information and the chat text is deleted automatically after the session ends. 

We record some statistical information on each contact we receive, to report on and improve our service. This includes non-identifiable information such as the general topic of conversation and if the Caller provides information on their gender and  which university they attend. This information is never used to report on specific people. 

Volunteers

We collect the following information from our Volunteers when they first express an interest in becoming a Volunteer: 

  • name, 
  • email address, 
  • contact number and 
  • university.

 

We use this information to contact applicants once the application process opens. For those who do not become a volunteer we retain their details for a period of eighteen months so that we can contact them again once our application process reopens the following year. We delete all personal information which is submitted during the application process within  eighteen months of submission.

 

Once an applicant becomes a Volunteer, we collect the following personal information because we have a legitimate interest to do so:

  • Name
  • Email address
  • Phone number
  • College
  • Course
  • Year
  • General location

 

Who do we share your personal information with?

Callers

NiteLine will never pass any of our Callers’ information on to any other organisation, except in the following situations, where we understand that we have a legal obligation to do so:

  • Where a Caller’s life is in danger and they have disclosed their location to NiteLine
  • When a Caller mentions past, present or planned abuse or serious crimes of which they are not a victim 
  • When we are requested to present records or information as part of a legal proceeding

 

Where the Caller is the victim of a serious crime, we will report this to the Gardaí unless we are requested by the Caller not to do so. 

 

We use a third party service provider that may be able to access a Caller’s IP address and location when they use our instant messaging platform.We do not share personal information of our Callers with any other entity aside from the Gardaí, as described above, and we will never sell your personal information. 

 

Volunteers

We use a third party software provider, Three Rings CIC, to assist with rostering the shifts for our Volunteers. We submit the following personal information of our Volunteers to Three Rings CIC to assist with rostering:

  • Name
  • Email address
  • Date of birth
  • Phone number
  • College
  • Date of starting with NiteLine 

 

For information on how Three Rings CIC uses your personal information please visit Three Rings – Privacy (3r.org.uk)

 

We may also share the personal information of Volunteers with our board of trustees. We will always communicate with our Volunteers when we are doing so.

 

We will never share your personal information with any other third parties unless you consent to this. We will never sell your personal information.

 

How long do we keep personal information for?

Callers

We don’t keep any personal information of any of our Callers. 

 

Any personal information provided in the instant messaging tool, is automatically deleted at the end of the session. 

 

Our Volunteers will never ask for any personal information and if a Caller provides any personal information our Volunteers will not keep a record of it unless they have to share it in accordance with clause 3 above. In such circumstances, NiteLine will, immediately after sharing the information with the relevant authorities, delete all the personal information unless otherwise directed by the relevant authorities.

 

Volunteers

We will keep the personal information of our Volunteers for as long as they volunteer with us. Once a Volunteer stops volunteering with us, we will delete their personal information from Three Rings CIC immediately and will delete all other records of their personal information. If a Volunteer wishes to become part of our alumni network they can do so by contacting us. We keep all the personal information of those signed up to our alumni network until we are asked to delete it by the relevant individual. 

 

Where we store your information

NiteLine operates in Dublin and Kildare and we store the personal information of our Callers and Volunteers in the European Economic Area (“EEA”). We do use “cloud-based” applications provided by external suppliers to collect, store and handle some types of personal information. These suppliers may be based outside of the EEA. Where this is the case, we ask suppliers to provide evidence that they have the appropriate safeguards in place to ensure all the personal information of our Callers and Volunteers is kept safe.

 

Your rights in relation to your personal information 

You have the following rights in relation to your personal information: 

(i)       the right to be informed about how your personal information is being used; 

(ii)      the right to access the personal information we hold about you; 

(iii)    the right to opt-out of receiving direct marketing messages; 

(iv)    the right to request the correction of inaccurate personal information we hold about you; 

(v)     the right to request the blocking or deletion of your personal information in some circumstances and; 

(vi)    the right to request that we port elements of your data either to you or another service provider. 

 

To exercise any of the above rights, or if you have any questions relating to your rights, please contact us by using the details set out in the “Contacting us” section below. 

 

If you are unhappy with the way we are using your personal information you can also complain to the office of the Data Protection Commission: 

  • by post to the Data Protection Commission, 21 Fitzwilliam Square South, Dublin 2, D02 RD28, Ireland 
  • by phone +353 (0761) 104 800 or +353 578 684 800; or
  • by webform at https://forms.dataprotection.ie/contact 

 

Contacting Us 

We are here to help and encourage you to contact us info@niteline.org. 

 

We may update this privacy notice from time to time to ensure it is always up to date and accurate. Any changes we may make to our privacy notice will be posted on this page.

 

*Last approved by the Board of Trustees on 19/05/2022