DATA PROTECTION - STUDENTS

THE HONORABLE SOCIETY OF KING’S INNS

1. Overview

This section of the Data Protection Statement supplements our General Data Protection Statement and covers the processing of Personal Data relating specifically to students. King’s Inns primary purpose is the training of barristers. The school of law provides a full–time and part–time professional course – The Barrister-at-Law Degree Course that enables graduates to be admitted to the degree of Barrister–at–Law and to be called to the Bar of Ireland. The King’s Inns also offers the Diploma in Legal Studies as well as numerous Advanced Diploma Courses.

2. How Do We Collect Personal Data?

We will only ever source Personal Data relating to students in a way that would be generally expected. The primary source of Student Personal Data is directly from the student. We may also receive Personal Data about Students indirectly, including from:

• Teachers, examiners and invigilators of the student

• Anyone providing a reference for the student

• Third parties and public sources

• Class/Exam recordings and tutorials

3. Categories Of Student Personal Data

The table below sets out the general categories of Personal Data that we collect in relation to Students. We have provided information about the Personal Data types that may be included in each Personal Data Category. We will always seek to minimise the Personal Data we process, and the relevant Personal Data types will only be collected where required for the purpose.

Personal Data Category Description
Contact Data may include a person’s email address, phone number, postal address, other communication details
Identification Data may include a person’s name, date of birth, driver’s license and passport information
Communications Data may include Personal Data included
Parking Data may include vehicle make and model and vehicle registration number
Financial Data -
Application Data -
Grant/Bursary Data -
Education Data -
Student Record Data -
Library Data -
Special Category of Personal Data -

4. Our Processing Activities

Some of the Personal Data we collect comes from the application form that you must complete if you wish to participate in one of our educational courses.

We also obtain Personal Data while you are a student at the King’s Inns. This includes, in particular, Personal Data about your academic performance during the course of your studies.

We have set out in the table below, the general purpose of processing, the categories of Personal Data processed and the related lawful basis for processing.

Purpose/Activity Type of Personal Data Lawful Basis for processing
Student Applications • responding to queries • reviewing student applications received • entrance examinations • acceptance/rejection of application; • offer of a place • Application Data • Communications Data • Grant/Bursary Data • Financial Data • Contract • Consent
Admission of students to all courses • responding to queries • completion of admissions procedures • address any health related requirements of Student • registering student on a course This review may include criminal conviction information • Admission Data • Communications Data • Health Data • Contract • Consent • Explicit consent for special category of Personal Data
Course Management • Provision of teaching and associated services • Undertaking of Academic examinations and related administration • Student communications • Delivery of online classes and tutorials • Recording of classes • Examination of students • Contact Data • Identity Data • Education Data • Health Data • Communications Data • Contract • Legal Obligation • Consent • Explicit consent for special category of Personal Data
Student Administration • Maintaining student records • Providing student ID cards • Library services • IT and communication services • Management of grievances and disciplinary actions • Dealing with complaints and enquiries • Contact Data • Identity Data • Education Data • Student Record Data • Communication Data • Library Data • Contract
Student Finance • Management and administration of student fees • Financial Data • Contact Data • Identity Data • Contract
Graduation • Production of Parchments and Certificates • Conferring details • Contact Data • Identity Data • Education Data • Student Record Data • Contract
Dining • to schedule dining and take reservations • to manage dietary requirements • to ensure Students meet requirements for dining • for administration of the dining hall and numbers and to take payments • Contact Data • Health Data (for Dietary requirements) • Financial Data • Contract • Consent • Explicit consent for special category of Personal Data

5. Retention Of Student Personal Data

We will only retain your Personal Data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal or reporting requirements. This means that the period of time for which we store your Personal Data may depend on the type of data we hold. To determine the appropriate retention period for Personal Data, we consider the amount, nature and sensitivity of the Personal Data, the potential risk of harm from unauthorised use or disclosure of your Personal Data, the purposes for which we process your Personal Data and whether we can achieve those purposes through other means, and the applicable legal requirements.

The table below outlines a general summary of our retention periods:

Purpose of Processing Retention Period
Student Applications 12 months for unsuccessful applicants, 24 months for appeal Until the student completes the course, plus one year or until any relevant appeals process or statutes of limitation of appeals have expired
Admission of students Until the student completes the course, plus one year or until any relevant appeals process or statutes of limitation of appeals have expired as per the rules of the School. Student Declarations for the Degree of Barrister at Law is held in perpetuity
Course Management Until the student completes the course plus one year, or until any relevant appeals process or statutes of limitation of appeals have expired. Exam Scripts and Recordings are retained for 13 months
Student Administration Until the student completes the course plus one year, or until any relevant appeals process or statutes of limitation of appeals have expired
Student Finance Payment details are deleted once the payment has been received. Record of the payment is maintained for 7 years
Graduation In perpetuity
Dining Attendance is kept until the student completes the course.
Student Transcripts Student transcripts, attempts and sittings to include bursaries and prizes are held in perpetuity

We may retain certain Personal Data beyond the periods specified herein in some circumstances such as where required for the purposes of legal claims. We may also delete Personal Data earlier than the specified Retention Period where the Personal Data is no longer required for the purpose.

1. Overview

This section of the Data Protection Statement supplements our General Data Protection Statement and covers the processing of Personal Data relating specifically to students. King’s Inns primary purpose is the training of barristers. The school of law provides a full–time and part–time professional course – The Barrister-at-Law Degree Course that enables graduates to be admitted to the degree of Barrister–at–Law and to be called to the Bar of Ireland. The King’s Inns also offers the Diploma in Legal Studies as well as numerous Advanced Diploma Courses.

2. How Do We Collect Personal Data?

We will only ever source Personal Data relating to students in a way that would be generally expected. The primary source of Student Personal Data is directly from the student. We may also receive Personal Data about Students indirectly, including from:

• Teachers, examiners and invigilators of the student

• Anyone providing a reference for the student

• Third parties and public sources

• Class/Exam recordings and tutorials

3. Categories Of Student Personal Data

The table below sets out the general categories of Personal Data that we collect in relation to Students. We have provided information about the Personal Data types that may be included in each Personal Data Category. We will always seek to minimise the Personal Data we process, and the relevant Personal Data types will only be collected where required for the purpose.

Personal Data Category Description
Contact Data may include a person’s email address, phone number, postal address, other communication details
Identification Data may include a person’s name, date of birth, driver’s license and passport information
Communications Data may include Personal Data included
Parking Data may include vehicle make and model and vehicle registration number
Financial Data -
Application Data -
Grant/Bursary Data -
Education Data -
Student Record Data -
Library Data -
Special Category of Personal Data -

4. Our Processing Activities

Some of the Personal Data we collect comes from the application form that you must complete if you wish to participate in one of our educational courses.

We also obtain Personal Data while you are a student at the King’s Inns. This includes, in particular, Personal Data about your academic performance during the course of your studies.

We have set out in the table below, the general purpose of processing, the categories of Personal Data processed and the related lawful basis for processing.

Purpose/Activity Type of Personal Data Lawful Basis for processing
Student Applications • responding to queries • reviewing student applications received • entrance examinations • acceptance/rejection of application; • offer of a place • Application Data • Communications Data • Grant/Bursary Data • Financial Data • Contract • Consent
Admission of students to all courses • responding to queries • completion of admissions procedures • address any health related requirements of Student • registering student on a course This review may include criminal conviction information • Admission Data • Communications Data • Health Data • Contract • Consent • Explicit consent for special category of Personal Data
Course Management • Provision of teaching and associated services • Undertaking of Academic examinations and related administration • Student communications • Delivery of online classes and tutorials • Recording of classes • Examination of students • Contact Data • Identity Data • Education Data • Health Data • Communications Data • Contract • Legal Obligation • Consent • Explicit consent for special category of Personal Data
Student Administration • Maintaining student records • Providing student ID cards • Library services • IT and communication services • Management of grievances and disciplinary actions • Dealing with complaints and enquiries • Contact Data • Identity Data • Education Data • Student Record Data • Communication Data • Library Data • Contract
Student Finance • Management and administration of student fees • Financial Data • Contact Data • Identity Data • Contract
Graduation • Production of Parchments and Certificates • Conferring details • Contact Data • Identity Data • Education Data • Student Record Data • Contract
Dining • to schedule dining and take reservations • to manage dietary requirements • to ensure Students meet requirements for dining • for administration of the dining hall and numbers and to take payments • Contact Data • Health Data (for Dietary requirements) • Financial Data • Contract • Consent • Explicit consent for special category of Personal Data

5. Retention Of Student Personal Data

We will only retain your Personal Data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal or reporting requirements. This means that the period of time for which we store your Personal Data may depend on the type of data we hold. To determine the appropriate retention period for Personal Data, we consider the amount, nature and sensitivity of the Personal Data, the potential risk of harm from unauthorised use or disclosure of your Personal Data, the purposes for which we process your Personal Data and whether we can achieve those purposes through other means, and the applicable legal requirements.

The table below outlines a general summary of our retention periods:

Purpose of Processing Retention Period
Student Applications 12 months for unsuccessful applicants, 24 months for appeal Until the student completes the course, plus one year or until any relevant appeals process or statutes of limitation of appeals have expired
Admission of students Until the student completes the course, plus one year or until any relevant appeals process or statutes of limitation of appeals have expired as per the rules of the School. Student Declarations for the Degree of Barrister at Law is held in perpetuity
Course Management Until the student completes the course plus one year, or until any relevant appeals process or statutes of limitation of appeals have expired. Exam Scripts and Recordings are retained for 13 months
Student Administration Until the student completes the course plus one year, or until any relevant appeals process or statutes of limitation of appeals have expired
Student Finance Payment details are deleted once the payment has been received. Record of the payment is maintained for 7 years
Graduation In perpetuity
Dining Attendance is kept until the student completes the course.
Student Transcripts Student transcripts, attempts and sittings to include bursaries and prizes are held in perpetuity

We may retain certain Personal Data beyond the periods specified herein in some circumstances such as where required for the purposes of legal claims. We may also delete Personal Data earlier than the specified Retention Period where the Personal Data is no longer required for the purpose.