Who we are: We are the Carmelite Monastery of the Nativity (the “Charity”), an unincorporated association with its address at Tranquilla, Knock, Claremorris, Co. Mayo. F12 AH64 registered charity no. 20008499 and CHY 5538
What personal data we collect and why: We collect and use personal data relating to our benefactors, our Sisters, our employees, and others who engage with us.
Benefactors and supporters: We collect and process personal data of benefactors in relation to donations and prayer requests Benefactors do not have to provide any personal data to us, but if you do not provide it we cannot thank you for your donation, recover the tax-back from Revenue. etc.
Thanks for Donations: If you make a charitable donation, we may collect your personal data to send you a receipt and thank you for any donation. We do this on the basis of our legitimate interests as a charity to thank our benefactors for their support. Having taken into consideration the reasonable expectations of the benefactor based on the fact that they have made a donation to us, we believe our writing to thank them for the donation does not override their fundamental rights and freedoms. However, we notify benefactors of their right to object to receipt of any correspondence from us (see further section 7 below).
If you wish to enable us to claim back the tax on your donation from the Revenue Commissioners, and you complete a Form CHY3 or CHY4 for that purpose, the form will contain your PPS number and will be submitted to the Revenue Commissioners for the Charity to recover the tax back on your donation. We will process this personal data and retain this record based on our Legal Obligation under the Taxes Consolidation Acts 1997 and the Charities Act 2009.
Where we have your consent to do so, we will write to you (by post), to send you our Christmas greetings and newsletter. We will process this personal data based on your presumed Consent. If at any time you no longer wish to receive these from us, you can opt-out of receiving those letters at any time by contacting us so that we can update your contact preferences.
Some benefactors ask us to pray for their special intentions. Where our benefactor specifies what those personal special intentions are (e.g. their own ill-health, a family bereavement, etc) we will record the benefactor’s special intentions to ensure they are remembered in our prayers. We will treat personal data submitted via prayer requests with utmost confidentiality. When recording your special intentions, we will process this personal data based on your Presumed or explicit Consent. Consent can be withdrawn at any time – just contact us to let us know. Where a benefactor asks us to pray for another living person with whom we have no regular contact (a “third party”) we will record the benefactor’s special intentions based on our legitimate interests to ensure that special intention is remembered in the Sisters’ prayers, but in order to respect that third party’s privacy we will endeavour not to record any special categories of personal data relating to that third party. We will endeavour to minimise any collection the third party’s personal data, for example: “We remember John’s special intentions in our prayers”. Where we are relying on legitimate interests, the person has the right to object at any time (see further section 7 below).
We display an email address and postal address on our website, so that people can get in touch with us if they wish. Although we cannot undertake to reply to individual messages on our website, your requests for prayer will be brought to the attention of the community. Be assured we will carry your intentions in prayer before the Lord.
If you chose to provide your personal data (e.g. name, phone number/contact details, email address, message) we will use that information to contact you and/or respond to your query where relevant. We will process this based on your Consent and will use same for as long as it necessary to complete the purpose for which you submitted the request to us, or for such longer period as required by law.
A cookie is a small text file stored on your computer/device when you visit a website for example, a cookie may allow a website “remember” your actions or preferences, or it may contain data related to the function or delivery of the site. Our website uses them to function and deliver a good viewing experience.
Our website is designed by Terrier Agency who also act as Server for the website.
We use your personal data based on our legitimate interests: for proper record keeping, for good corporate governance, to manage risk, for verification purposes, to obtain professional advices (including legal advice), for insurance purposes, and for legal claims: to prevent fraud, to resolve disputes and take or defend litigation etc. The legitimate interests are our charitable objectives, and to run an efficient charity.
We collect and process personal data of employees (and those applying for jobs or sending us unsolicited applications). Employees have to provide the Charity with such information as is relevant to their employment, otherwise the Charity cannot comply with its legal obligations as an employer. The personal data we collect includes:
How long we keep it: The Charity complies with the storage limitation principle by only keeping data for the period necessary for the purposes for which the data are processed. We will retain personal data to manage risk, to prevent fraud, for insurance purposes, to resolve disputes and take or defend litigation etc. How long we retain personal data depends on various factors.
Short retention periods: Some personal data is only kept for a short period. For example, CCTV recordings are held for 28 days (unless an issue is identified in which case the recording will be held for longer for transfer to An Garda Síochána and/or the monastery’s insurance company and solicitors).
Longer retention periods: We retain some personal data for a longer period. For example, if you are an employee of the Charity, we retain your data after you leave or otherwise finish your employment with us for example where same are required for employment references, or pension purposes etc).
Archival retention periods: Some data we retain indefinitely due to its enduring historical value (e.g. information that will have enduring historical value for archival purposes). For example, if a benefactor remembers us in their Will, we will keep a copy of the solicitor’s letter (and any correspondence with the estate) in our active accounting system for accounting and audit purposes in line with our legal obligations as a registered charity; after that, we transfer the Will to our archives. We believe that benefactors’ Wills are documents of enduring historical value and we retain that to honour the testator’s memory and to acknowledge the meaningful contribution they have made to the work of the monastery. The monastery’s archives are not open to the public.
Who we share it with: We share personal data with third parties, including where required to comply with our legal obligations (including complying with court orders, discovery orders etc.) Where required, we will share your personal data with our insurance company, our legal advisors, and other service providers (including auditors, payroll providers, IT providers, security providers, etc.) to enforce our legal rights (for fraud prevention, credit risk, litigation) and to resolve disputes and defend litigation.
We share employees’ data with third parties where there is a lawful basis for us to do so. For example:
Third country transfers: in general, the Charity does not transfer personal data outside the EEA. We need to mention that our web server is in the U.K.
The Charity does not engage in any automated decision making or profiling.
Your rights: You have the following statutory rights that can be exercised at any time subject to the limitations and exceptions set out in GDPR and the Data Protection Act 2018. You can exercise these by contacting us, and providing us with proof of identity and the detail of your request:
Right to complain to supervisory authority their contact details are set out below:
Telephone: +353 57 8684800 +353 (0)761 104 800/Lo Call Number 1890 252 231
Postal Address: Data Protection Commission, Canal House, Station Road, Portarlington, R32 AP23 Co. Laois
Contact us: If you have any queries, please contact us at:
Co. Mayo, F12 AH64