PRIVACY POLICY - EMS & ASSOCIATES
INTRODUCTION
This Data Protection and Privacy Policy details the privacy practices of EMS & Associates and their associated company Dulann EMS. Your privacy is of the utmost importance to us and we acknowledge your trust in providing us with your personal information.
This Privacy Policy is authored in accordance with the legal requirements of the Irish Data Protection Act 2018 and The EU General Data Protection Regulation. (EU)2016/679.
In this Privacy Policy, we explain how we collect and further process your personal information. How we use it and how you can communicate with us regarding the use of your personal information. This on-line Privacy Policy relates to personal information which we collect through our website and associated technologies and does not relate to personal information which EMS & Associates collect manually.
Personal Information relating to Training Partners and Business Affiliates may also be collected through www.emsandassociates.com. and does not relate to information which is collected off-line.
By willingly providing personal and other information to us you are consenting to the terms and conditions of this Privacy Policy.
WHO ARE WE?
EMS & Associates are a Louth-based Company and Agency that deliver quality training and expertise, we have been keeping workplaces safe for over 25 years. Specialising in the design, development, and implementation, of appropriate safety, health and welfare management systems and quality-assured training. We know health & safety and we know how to deliver the safety message. From safety management systems to tutor-led training, online training and eLearning, we are your safety solutions provider. Project management and support services bring you the professionalism that you and your workforce deserve.
In accordance with the EU General Data Protection Regulation EMS & Associates are identified as both Data Controller and Data Processor regarding our data processing activities
HOW WE COLLECT PERSONAL INFORMATION ABOUT YOU
When you browse our website www.emsandassociates.com we may ask for personal information (such as your name and email address). We may also collect information about you when you are on the internet such as the website you came from, IP address, domain types, i.e., co.uk and .com), your browser type, the country where your internet service is located, the pages of our site that were viewed during your visit and search terms you used. This information is only used for our own research and to improve our service to you. Your IP address is used to gather local broad demographic information.
In order to measure the effectiveness of our online presence, EMS & Associates may use Cookies to determine the path users take on our site and to identify repeat visitors to the website.
We collect personal information from you when you register on our website, either by email or by filling out a form. Information that we will process in connection with our services includes your name, company name, email address, postal address, phone number (s) and any other information that itself can identify or, when tied to the above information, may identify you as a specific individual. This additional information will include financial information and on occasion information pertaining to your health. Personal information will also be collected through our shared eLearning Portal.
We will also collect personal information when you have consented to receiving marketing material and when you have subscribed to receiving our newsletters.
HOW WE USE YOUR PERSONAL INFORMATION
To process your personal information, we are mandated to identify our lawful basis for doing so. In accordance with EU GDPR legislation, we will rely most commonly on the following legal bases to collect and further process your personal information, Consent, Contractual Necessity, Legal & Regulatory Obligation, and Legitimate Interest.
We may employ third-party companies and individuals for the following purposes:
- To facilitate our service
- To provide the service on our behalf
- To perform related services, or
- To assist us in analysing how our service is used
We may process your personal information for more than one lawful basis depending on the specific purpose for which we are using your personal data.
We set out below a description of various ways we process your personal information and details of the legal bases we rely on to do so. Please note that this is not an exhaustive list of our processing activities.
| PURPOSE | CATEGORY OF DATA | LAWFUL BASIS |
|---|---|---|
| To register you on a course | Contact detail | Contractual Necessity |
| To deliver a course to you | Contact detail | Contractual Necessity |
| To deliver course results, certificates, training records | Contact detail | Contractual Necessity |
| To register you as a Tutor/Instructor | Contact detail | Contractual Necessity |
| To reply to enquiries | Contact detail | Contractual Necessity |
| The purchase of products | Contact detail | Contractual Necessity |
| Payment Services | Contact detail | Contractual Necessity |
| To manage and administer your use of products and services | Contact detail | Contractual Necessity/Legitimate Interest |
| To comply with our legal and obligatory obligations | Contact detail | Legal Obligation |
| To keep you informed of events/courses which we consider may be of interest to you | Contact detail | Consent |
| Marketing purposes | Contact detail | Consent |
SOURCE OF COLLECTION
You provide personal information to us when you visit our website www.emsandassociates.com. We also collect your personal information when you send us an email, send an enquiry, register for any of our courses or purchase any of our products. We also collect personal information when you subscribe to our mailing list and to receiving our Company Newsletters.
EMS & Associates are franchisees of dulann.com, who provide eLearning and Compliance Management Systems, and are resellers of EcoOnline Health and Safety Software. Personal information is collected on these portals for the purposes of managing a client’s Health & Safety or for eLearning purposes.
Clients may choose to manage these portals themselves, or EMS & Associates can manage the portals on their behalf.
There may be occasions when we receive personal information from a Third-Party Stakeholder to process personal information under their express instructions when EMS & Associates are contracted to specific projects.
We use the social media platforms of Facebook, Linked In, Twitter, Instagram and YouTube. Personal information may be collected through these platforms.
DO WE USE COOKIES?
Yes, we use Cookies on www.emsandassociates.com. Cookies are files with a small amount of data that are commonly used as an anonymous unique identifier. These are sent to your browser from the website that you visit and are stored on your computer’s hard drive. We use Cookies which are necessary to enable core functionality, such as security, network management and accessibility.
Our website also uses Google Analytics to collect information and to improve our service. You have the option to either accept or refuse these cookies and know when a cookie is being sent to your computer.
If you choose to refuse our cookies, you may not be able to use some portions of the service. For full information on our use of Cookies, we would refer you to our separate Cookie Policy.
THIRD PARTY SITES
Our service may contain links to other sites. If you click on a third-party link you will be directed to that site. Please be aware that these third-party sites are not operated by EMS & Associates. We strongly advise you to review the privacy policies of these third-party sites. We do not take any responsibility for the content of privacy policies, or practices, of any third-party sites or services.
CHILDREN
We do not knowingly collect personal information from children under the age of 16. If you are under 16, do not access, use, or provide any personal information on www.emsandassociates.com or through any of its features. If we learn that we have collected or received personal information from a child under 16, without parental consent, we will delete that information.
INTERNATIONAL TRANSFERS
It is not our practice to transfer personal information outside the EU/EEA territories.
HOW WE STORE YOUR DATA SECURELY
We have implemented appropriate operational and technological security measures to prevent your personal information from being compromised in any manner. We take commercially reasonable steps to protect your personal data when you transmit it from your computer and device to our site. You should be aware that no internet transmission is ever 100% secure or error-free, you should therefore take special care in deciding what information you send to us by email.
HOW LONG DO WE KEEP YOUR PERSONAL INFORMATION?
We will retain your personal information for as long as is necessary to enable EMS & Associates to provide our products and services to you. We will also retain your personal information in accordance with our regulatory requirements and any independent statutory obligations.
DO WE SHARE YOUR PERSONAL INFORMATION?
We will share your personal information when we are legally obliged to do so and when we are mandated to share data by Regulatory Organisations. We will share personal information with our Affiliates and Training Partners to facilitate the delivery of our services and products. We ensure that our Affiliates and Training Partners satisfy their legal obligations in accordance with EU GDPR legislation regarding security of your personal information before we share any data with them. We detail below some of our Affiliates, Training Partners and Third-Party Stakeholders, this, however, is not an exhaustive list. In accordance with Article 28 of the EU GDPR, we ensure that all appropriate Data Sharing Agreements have been implemented.
- Zoho One
- EcoOnline
- dulann.com
- QQI
- PHECC
- Solas
- iAuditor
- Sage One
- IT & SaaS Providers
- Web Hosting Company
YOUR RIGHTS UNDER DATA PROTECTION LEGISLATION
In accordance with The EU General Data protection Regulation and The Irish Data Protection Act (2018) you are afforded the following rights in certain circumstances.
Right of Access: You have the right to obtain confirmation from us whether we process personal information about you. Where that is the case, access to the personal data, including the purpose of processing and the categories of personal data concerned, the recipients, or categories of recipients, to whom the personal information has been, or will be, disclosed. You may also submit a written request for a copy of personal information you believe we may be processing about you.
Right to Rectification: You have the right to the rectification of inaccurate personal information about you without undue delay.
Right to Erasure: You may ask us to delete your personal information, however, this is not an absolute right, and any such request will be considered in accordance with EU GDPR legislation.
Right to Restrict & Object: You have the right to restrict or object to EMS & Associates using your personal information.
Right to Data Portability: Upon receipt of your written request, where possible, we can share a digital copy of your personal information with you or another organisation.
HOW YOU CAN CONTACT US
Taking into consideration the size of our organisation and the nature of our data processing activities we are not mandated to appoint a designated Data Protection Officer. However, in the event you have any questions regarding how we process your personal information you can contact us by email info@emsandassociates.com
You can also write to us at EMS & Associates, Unit 1, Block 2, Drogheda Industrial Park, Donore Road, Drogheda, Co. Louth A92 THD0.
You may also contact the Data Commissioners Office, 21 Fitzwilliam Square South, Dublin 2. (Tel No: 00 353 578684800)
CHANGES TO THIS PRIVACY POLICY
Like any business the business functions of EMS & Associates will change and expand over time.
Consequently, how we use and protect your personal information may also change. Any changes in our data processing activities will be published on our website through the revised Privacy Policy. By continuing to use our site, after we post any such changes, you accept and agree to the Privacy Policy as modified.
FEBRUARY 2023