Privacy - Food Works

Bord Bia Privacy Notice

This Privacy Notice provides you (the data subject) with information about the processing of your personal data by Bord Bia in accordance with the General Data Protection Regulation (EU 2016/679), the Data Protection Act 2018, and the e-Privacy Regulations (together the “Data Protection Legislation”).

Who we are

Bord Bia, the Irish Food Board, is a state agency responsible for supporting and promoting the Irish food, drink and horticulture industries globally. As Data Controllers (the organisation that decide how your data is handled) we have a responsibility under Data Protection Legislation to safeguard your information and uphold your data subject rights.

Our lawful basis

As a state agency and Data Controller, we rely on the lawful basis of Public Task under legislation (Bord Bia Act 1994-2004) for processing your personal data. For some activities, Bord Bia relies upon other lawful bases such as consent (when you sign up to an optional newsletter), Contract (when a contract is entered into between Bord Bia and yourself which requires the processing of personal data), or Legitimate Interest (for the provision of internal ancillary services that are not covered under the other lawful bases).

Details of the processing we undertake

We process personal data about you from forms that you may complete or by interactions you have with us directly. For instance, personal data must be processed for a) individuals to participate in a Quality Assurance Scheme or b) when individuals apply for employment opportunities with us at Bord Bia.

The personal data which we process generally relates to individuals who are involved in the Irish and international food, drink and horticultural industries. We also process personal data concerning employees, candidates, participants in educational programmes, governmental stakeholders and members of the public.

We have provided a summary table at the end of this page, which describes Bord Bia’s key processes and information on how personal data is processed. If you would like further information relating to any of these processing activities, you may contact our Data Protection Officer.

Third Parties

As part of Bord Bia’s statutory remit to engage with and support industry, we engage with our parent department, the Department of Agriculture, Food and the Marine, industry stakeholders and educational institutions. In some instances, Bord Bia may pass on personal data to a relevant agency where Bord Bia, or a representative of Bord Bia, becomes aware of or suspects an animal welfare or child protection issue.

Service Providers

In the provision of both public and ancillary services, it is necessary to use the services of Data Processors, which may provide processing services or products that enable us to carry out our tasks. Where Bord Bia employs the services of a Data Processor, limited personal data will be made available for the purposes of carrying out the contracted task.

Location of processing

Bord Bia maintains its own servers located in Ireland. Where external hosting services are required, Bord Bia will opt for European Economic Area (EEA) based hosting except where transfers of personal data outside of the EEA are necessary and proportionate. Examples of such processing include processing that is necessary a) for the provision of Bord Bia services which take place within the Republic of Ireland or overseas, b) to facilitate student placements or c) to facilitate overseas activities such as trade missions.

Cookies

Cookies are a form of technology used in the delivery and analysis of a website. When you visit a website, small text files are placed onto your device temporarily. Some cookies are functional and necessary. Other cookies are used for marketing and analysis purposes. You may submit your consent preferences by using the banner, which will be visible when you visit our websites. To update your consent preferences, you can visit the consent preference page. For more information on what cookies are used on our websites, please visit the Cookies Policy.

Your data protection rights

Under Data Protection Legislation, where GDPR is applicable to you, a number of data subject rights apply. Data subject rights are not absolute. Each request will be reviewed on a case-by-case basis. However, Bord Bia will endeavour to uphold your rights where possible. We have listed these rights below, but you may find out more about your data subject rights by visiting www.dataprotection.ie.

Information: you have the right to information about how your personal data is handled, if you require additional information, you can receive this by submitting a query to the Data Protection Officer.
Access: you have the right to access copies of your personal data, which Bord Bia processes. This is known as a Subject Access Request.
Rectification: you have the right to request the correction of any inaccurate personal data held by Bord Bia.
Erasure: you have the right to request that we erase personal data that is no longer required for legal, regulatory or justified operational record-keeping purposes.
Restrict processing: you have the right to request that we restrict processing where the accuracy of the personal data is contested, the processing is unlawful, or where the personal data and/or evidence of its processing is required by you to establish, exercise or defend legal claims.
Data portability: you have the right to receive your personal data in a common, machine-readable format (where you have provided it initially in this format), to facilitate its transfer by you to another controller, where technically feasible and subject to specified conditions.
Object to processing: you have the right to object to the envisioned or current processing of personal data.
Challenge automated decision making: in many circumstances, you have the right not to be subject to a decision based solely on automated processing (including profiling).

If you have any queries about how we process your data, or if you wish to exercise any of your data protection rights, please contact our Data Protection Officer (DPO) who has been appointed to help ensure your rights are upheld. The contact details for the Bord Bia DPO are as follows:

Bord Bia Data Protection Officer

Email: dpo@bordbia.ie

Post

Data Protection Officer
Corporate Services
Clanwilliam Court
Lower Mount St
Dublin 2
Ireland
D02 A344

If you believe that Bord Bia has processed your data incorrectly, please contact the Bord Bia DPO in the first instance for assistance. If you continue to be unsatisfied with how your personal data has been processed, you are also able to request support from or submit a complaint to the Data Protection Commission (DPC). We encourage you to visit their website as they provide useful explanations of your rights and our obligations. The contact details for the DPC are:

Data Protection Commission
Website	www.dataprotection.ie
Email	info@dataprotection.ie
Post	21 Fitzwilliam Square Dublin 2 D02 RD28 Ireland

You may also contact another Data Protection Supervisory Authority of your choosing. However, the DPC acts as the lead Supervisory Authority for Bord Bia. This means that this Supervisory Authority has a primary responsibility in dealing with cross-border matters. If you wish to contact Bord Bia directly, you may do so by using the appropriate contact point listed at https://www.bordbia.ie/about/contact-us/.

Changes to this Notice

This notice is under regular review and is therefore subject to change.

Summary of Processing by Bord Bia

We have included a summary table below, to help you learn more about what the core processes are at Bord Bia and how personal data is processed.

Summary of Processing by Bord Bia
Description of processing as part of Bord Bia’s public task	Types of personal data include	Retention of personal data	Parties
Bord Bia websites	IP address, cookie data.	IP addresses are retained for security purposes and additional purposes such as analytics and marketing.	Bord Bia
EU Programmes To assist in the delivery of Bord Bia services.	Name, title, contact details.	Personal data is retained to allow for the administration of the programme and to retain a record of the delivery of the programme for EU auditing purposes.	Bord Bia, Joint parties under the programme.
Client and Industry Engagement In order to fulfil Bord Bia’s statutory remit, it is necessary for Bord Bia to engage with various sectors to support in the development, to survey and to disseminate information amongst other activities, including to support sectors, conduct surveys, advertise and support the integrity of the food, drink and horticultural industries.	Name, title, contact details.	Content generated for the purposes of Bord Bia’s public task is retained for archiving purposes as a record of the activities in which Bord Bia engaged in with industry. Contacts relating to industry stakeholders are also maintained for the purposes of engaging with relevant sectors.	Bord Bia, Department of Agriculture, Food and the Marine, industry stakeholders.
Quality Assurance Scheme The delivery of Quality Assurance Scheme (QAS) as per Bord Bia’s statutory remit to support the integrity and development of the relevant sectors.	For further information please visit the Bord Bia QAS Privacy Statement.
Bord Bia Industry and Educational Content To provide content in support of Bord Bia’s statutory remit. This content is distributed using both traditional and new media channels such as social media and digital advertising.	Name, title, written content, video, photography, audio recordings.	Retained indefinitely for archiving purposes.	Bord Bia, Content is generally released to the public.
Bord Bia Events To deliver Bord Bia or joint events for educational purposes and to support Bord Bia industries.	Name, title, contact details.	Retained to allow for the review of previous attendance to assist in industry engagement and the organisation of current events.	Bord Bia, Joint event organisers.
Bord Bia University Programmes and Placements To jointly deliver Bord Bia University Programmes for educational purposes and to support Bord Bia industries.	Name, title, contact details, recruitment and assessment data, health data (if voluntarily provided unless required for a visa/insurance application).	Retained to allow for the administration of the participant’s engagement in the programme and to retain a record of recent programmes.	Bord Bia, University jointly delivering the programme.
Bord Bia Newsletter (Consent) To provide an additional newsletter relevant to Bord Bia sectors.	Name, title, contact details.	Contacts removed from the mailing list once consent is withdrawn.	Bord Bia.
Bord Bia public communications To provide service updates and client communications.	Name, title, contact details.	Contacts are maintained on the CRM as a live database.	Bord Bia.
Trade Missions To administer arrangements for trade missions in the delivery of Bord Bia’s statutory remit.	Name, title, contact details, visa, identification documents.	Core documentation retained for archiving purposes.	Bord Bia, Joint event organiser, and attendees.
Carbon Navigator Tool To deliver the Carbon Navigator Tool a reporting and analysis tool which is used to calculate carbon emissions among other sustainability metrics on behalf of Teagasc.	Name, title, location, sector, contact details, farming activity data.	Retained indefinitely for archiving purposes and traceability.	Bord Bia acting as a data processor on behalf of Teagasc.
CCTV For the purpose of health, safety, the protection of property, deterring illegal or anti-social behaviour and to assist in investigations.	CCTV footage.	CCTV footage is retained to allow for the identification and retrieval of incident footage.	Bord Bia, CCTV Footage may be provided to law enforcement or necessary third parties such as insurance.
Recruitment To identify candidates and hire employees.	Name, title, contact details, recruitment and assessment data, educational certificates, identification documents, health data (if voluntarily provided directly or if required to be processed by a company doctor).	Unsuccessful application data is retained for a minimum period of 18 months from the end of the selection process to allow for the review of previous selection competitions. Successful application data is retained on the employee personnel file.	Bord Bia, Office of the Revenue Commissioners.
Statutory Requests To process requests made under legislation.	Name, title, contact details, verification information, details contained within response.	Dependent on request type, identification information is deleted after the request has been fulfilled, further records relating to the request are retained to verify details of the request fulfilment for three years.	Bord Bia