Child Protection Policy

University of Galway is fully committed to safeguarding the well-being of all the children and young people with whom we work. Our policy on Child Protection is in accordance with Children First - National Guidelines for the Protection and Welfare of Children - 1999 which was published by the Department of Health and Children. University of Galway is committed to promoting the rights of the child including the participation of children and young people in matters that affect them.

Child Safeguarding Statement

Privacy Statement for the University of Galway Youth Academy

The Youth Academy at University of Galway fully respects your privacy and takes every appropriate measure to secure the privacy of any information shared with the Youth Academy.
The Youth Academy is the Data Controller of your personal data unless otherwise stated. The Youth Academy acknowledges that such processing of Personal Data and Special Categories of Personal Data must meet the requirements of applicable Irish and European data protection legislation. Data Protection is the safeguarding of the privacy rights of individuals in relation to the processing of Personal and Special Categories of Personal Data. The Act, the Irish Data Protection Bill 2018 and the General Data Protection Regulation 2016 confer rights on individuals as well as responsibilities on persons and organisations processing personal data.

User Volunteered Information

The Youth Academy does not collect any personal information on this Web site without your permission.
All information volunteered within online forms is treated as confidential in accordance with applicable Irish data protection legislation and with the General Data Protection Regulation 2016. Personal information requested by online forms shall be used for the purpose set out on the online form.

How we collect your personal data

The data we collect from you will be used by the University only in accordance with the purposes outlined in this privacy notice. We will collect your data in the following manner:

  • By registration forms hosted on the Youth Academy Web Portal on the I&C Digital website.
  • By registration forms hosted on EmailMeForm on the University of Galway website.
  • By mailing list subscription requests sent to the Youth Academy.
Personal information collected by the Youth Academy

The Youth Academy may collect the following (but not limited to) information:


  • Name, Address, Telephone/Mobile number, Email Address
  • Transaction details associated with your payment, or Medical card details if applying for a scholarship


  • Name, Address, Class, School
  • Date of birth
  • School Test Results
  • Medical conditions and details on extra educational needs and supports required
  • Medical card details
  • Photographs during classes and graduation ceremonies (consent required on application form for these to be used)

The University also processes personal information through CCTV systems that monitor and collect visual images for the purposes of research, security and the prevention and detection of crime.

What do we use your data for, and for how long


Data is used to:

  • Communicate regarding the course
  • Collect feedback in the short term to meansure satisfaction levels with the Youth Academy
  • Collet feedback in the medium to long term to measure the impact of the Youth Academy on the education journey of children
  • Market the University's offerings and events and to conduct market research


Data is used to:

  • Collect feedback
  • Process applications and administer participation in the programme
  • Market the University's offerings and events and to conduct market research
  • In promotional material and reporting

We will not retain your data for longer than is necessary to fulfil the purpose for which it is being processed (e.g. processing applications, administering participation in courses and monitoring the impact of participation). We also consider the periods for which we might need to retain personal data in order to deal with queries and complaints. The University retains limited Youth Academy participation data to monitor the success of the programme over time by assessing if the University is meeting engagement, outreach and recruitment objectives. When we no longer need your personal data, we will securely delete or destroy it.

How we store and secure your data

Any data we collect from you will be stored confidentially and securely as required by the University Information Security Policy. The University is committed to ensuring all accesses to, uses of, and processing of University data is performed in a secure manner.

The data will be stored on secure University systems and on approved third-party systems in some instances (EmailMeForm, Youth Academy Portal, Campaign Monitor).

The data will not be shared with any third party, we the exception of suppliers (who meet GDPR compliance requirements) who administer some of our communication activity.

The data will not be stored outside of the EEA.

 Automatically Obtained Information

Cookies may be used by this Web site to collect non-personal information about how visitors use our Web site. Cookies may also be used to remember your display preferences (e.g. preferred text size) the next time you visit. We use cookies as part of Google Analytics, a Web analytics service that enables us to track how visitors use our Web site. Google Analytics uses first party cookies. You may refuse the use of cookies by selecting the appropriate settings on your browser. Temporary session cookies may also be used in some areas to enable specific functionality. Session cookies are deleted once you leave the Web site. Non-session cookies exist on your computer for 30 days after you have visited but they contain no private or sensitive data (e.g. the cookie that preserves your text magnification is called "fontsize" and only contains the number 1, 2, 3, 4 or 5 depending on the magnification you last selected).Some browser header information is automatically stored by the system to generate Web site usage statistics. IP addresses are read by the Web site to identify users located on the University of Galway campus in order to offer them internal functionality. Any other technical information automatically obtained by the system is clearly visible when filling out online forms - e.g. the 'Browser and Operating System' information in the 'Report an Email Problem' form. The National University of Ireland Galway does not use malware, spyware, or adware in any form or fashion.


University of Galway uses every appropriate physical and technical security measure to prevent unauthorised access, alteration or destruction of data. These measures are reviewed regularly.

Information Disclosure

The Youth Academy at University of Galway will not disclose any personal information obtained from its website to any third party unless it is in accordance with University Policy and applicable law.

Contact Information

Any queries regarding privacy and this Website can be directed to

Your rights

GDPR ensures the rights of the individual are protected. Under GDPR, you have the following enhanced rights in relation to how we use your personal data:

  • Right of access—you have the right to request a copy of the information that we hold about you. (Article 15)
  • Right of rectification—you have the right to correct data that we hold about you that it inaccurate or incomplete. (Article 16)
  • Right of erasure – in certain circumstances, you can ask for the data we fold about you to be erased from our records. (Article 17)
  • Right to restriction of processing—where certain conditions apply to have a right to restrict the processing e.g., transferring data to third parties. (Article 18)
  • Right to data portability—which means you have the right to receive your personal data in a structured, commonly used and machine-readable format with the aim of transmitting that data to another controller (organisation/hospital/research body) without hindrance. (Article 20)
  • Right of objection—you have the right to withdraw your consent at any time to having your data processed under this scheme. (Article 21)

Any requests or objections should be made in writing to the University Data Protection Officer:

The Data Protection Officer,
University of Galway,
Room A129,
The Quadrangle,
NUI Galway,
University Road,

How to make a complaint

If you are unhappy with the way in which your personal data has been processed, you may in the first instance contact the University Data Protection Officer using the contact details above.

If you remain dissatisfied, then you have the right to apply directly to the Data Protection Commissioner for a decision. She can be contacted at: -

Telephone: +353 57 8684800 +353 (0)761 104 800
Lo Call Number: 1890 252 231
Fax: +353 57 868 4757
Postal Address: Data Protection Commissioner, Canal House, Station Road, Portarlington, R32 AP23, Co. Laois