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23 July 2024  

Data Protection and Privacy at NUI

The National University of Ireland is committed to a policy of protecting the rights and privacy of individuals (including students, staff and others) in accordance with Irish Data Protection Act 2018 and the European General Data Protection Regulation (GDPR) (Regulation (EU) 2016/679)).

NUI treats all personal data with care, and uses it fairly and transparently, in line with stated business activities and functions. NUI never discloses personal data to an unlawful third party. NUI also has agreements in place with CAO (Central Applications Office) and its constituent universities and recognised colleges, setting out principles governing the control and processing of shared personal data.

Business purposes

NUI uses personal data for the following lawful business purposes, (identified in Appendix 2 of the policy) relating to identifiable individuals and groups:

  • NUI students: data is used to administer Awards and Grants competitions and to reach decisions on NUI matriculation exemptions. These decisions are transmitted to CAO.
  • NUI Graduates: data is received from NUI’s constituent universities, their associated colleges and NUI’s recognised colleges and NUI uses this data to produce parchments for conferring ceremonies to award degrees and other qualifications. NUI also produces duplicate testimonia, upon application from graduates.
  • NUI Graduates: following the award of degrees and other qualifications. NUI uses graduate data to maintain and update the NUI Convocation (Graduate) Register (statutory function).
  • NUI Graduates: for those graduates who claim their entitlement to vote, data is used to produce the Seanad Éireann (NUI constituency) electoral register. In exercise of its powers under Article 18 of the Irish Constitution Bunreacht na hÉireann, NUI administers the electoral ballot, in accordance with the provisions of the Seanad Electoral (University Members) Acts, 1937- 2015, as amended.
  • Archival research: NUI can assist persons to undertake archival research in respect of matriculated students of the University, since inception in 1908 (and prior to NUI, the Royal University, established 1880).
  • HR functions, to recruit and employ staff and process payroll and pension-related functions
  • Suppliers and contractors: data is used to contract and to pay for services
  • Compliance: data is used to comply with legal monitoring and reporting obligations to funding bodies and government bodies e.g. Irish Revenue.

Data Protection Policy

NUI’s full Data Protection Policy

pdfNUI’s Data Protection Policy (404kb)

Please download the pdf to your computer (right click and save) and complete the form using Adobe Reader as not all internet browsers support on screen completion of pdf documents

NUI Web Privacy – Cookies

NUI does not collect any personal information about individuals via its website without clear and informed permission.

For more information, please access our full Web Privacy statement.

Data Subject Personal Data Request

Individuals have the right to request access to the personal data that they believe is held by NUI.

NUI prefers that such requests are made using a form designed for this purpose. This ensures that we have the correct information to process the request. Enquiries can alternatively be made via e-mail, using the e-mail address: data-protection@nui.ie or over the phone to NUI.

The Personal Data Request form is available below to download, complete and return by post, to the main NUI postal address, or as an attachment to an email that is sent to data-protection@nui.ie (please use the subject line “Personal Data Request” in your email)

Data Subject Personal Data Request Form

Data Protection Queries

Please email the address: data-protection@nui.ie, with any query, to which NUI will respond promptly.

NUI’s Data Protection Officer is Mr Cian Spillane, AO Registrar's office.