Simon Cumbers Media Fund General Data Protection Regulation Policy
Note: DHR Communications (“data controller”) administers the Simon Cumbers Media Fund on behalf of Irish Aid at the Department of Foreign Affairs and Trade.
Scope
The policy applies to the keeping and processing of “personal” and “sensitive” data, both in manual form and on computer, including “personal” and “sensitive” data held on applicants to the Simon Cumbers Media Fund (SCMF) main rounds and student scheme.
The policy applies to all Fund administrators; members of the Fund’s judging panel (main rounds and student scheme – “data processors”) and Fund applicants (“data subjects”) as the measures under the policy relate to them.
Processes
All Fund applicants must apply to the Fund through an online application system. This system is run by the Fund through FluidReview. The system is fully encrypted and password protected. Only the Fund’s administrators and judging panel have access to applications and applicants’ details.
When each round closes, the applications are downloaded from FluidReview by a Fund administrator and saved to an encrypted server in a password-protected folder.
The applications are provided to the judging panel in both hard and soft copy. All members of the judging panel have signed an agreement to destroy all applications on conclusion of the judging process.
Successful applicants will be asked to provide their bank account details for payment of grant when contract is issued. This information will be destroyed when the project has been completed and all Funds have been dispensed.
The Fund administrators will only retain information contained in successful applications. This information will be kept indefinitely. This is required as a record of the Fund’s recipients and completed projects.
GDPR glossary
A “data controller” is a natural or legal person, public authority, agency or other body which, alone or jointly with others, determines the purposes and means of the processing of personal data; where the purposes and means of such processing are determined by Union or Member State law, the controller or the specific criteria for its nomination may be provided for by Union or Member State law.
A ”data processor” is a natural or legal person, public authority, agency or other body which processes personal data on behalf of the controller.
A “data subject” is an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.
“Personal data” is any information relating to an identified or identifiable natural person (“data subject”).
“Sensitive data” is a specific set of “special categories” that must be treated with extra security. These categories are:
- Racial or ethnic origin;
- Political opinions;
- Religious or philosophical beliefs;
- Trade union membership;
- Genetic data; and
- Biometric data (where processed to uniquely identify someone).
Note: The SCMF does not collect or store any “sensitive” data.
Further Information
If you have questions about the Simon Cumbers Media Fund, or any aspect of the application process, please contact us.
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