Specialisterne Ireland – Privacy Policy
1. Introduction
Specialisterne Ireland is committed to protecting the privacy and personal data of all individuals we engage with. This includes candidates, employees, clients, partners, service users, and website visitors.
This Privacy Policy explains how we collect, use, store, share, and protect personal data in accordance with the General Data Protection Regulation (GDPR), the Data Protection Act 2018, and other applicable Irish and EU data protection laws.
We recognise the importance of handling personal data responsibly, especially given our work supporting and recruiting neurodivergent (ND) individuals, which may involve sensitive personal information.
2. Who We Are
Specialisterne Ireland is a specialist organisation focused on inclusive recruitment and employment support, particularly for neurodivergent individuals.
We act as a Data Controller for the personal data we collect and process unless otherwise stated.
3. Scope of This Policy
This policy applies to:
- Candidates and job applicants
- Employees, contractors, interns, and volunteers
- Clients and partner organisations
- Website users and enquiry contacts
- Any individual whose personal data is processed by Specialisterne Ireland
4. What Personal Data We Collect
We may collect and process the following categories of personal data:
4.1 Identity/Contact Data
- Name
- Address
- Email address
- Phone number
- Age
4.2 Recruitment and Employment Data
- CVs and application forms
- Interview notes and assessments
- Work history and qualifications
- References
- Job performance and training records
4.3 Communication Data
- Emails, messages, and correspondence
- Notes from meetings or calls (where appropriate)
- Feedback or enquiries submitted to us (where appropriate)
4.4 Technical and Usage Data
- Website usage data (cookies, analytics, IP address)
- System access logs where applicable
4.5 Special Category Data (Sensitive Data)
Where necessary and lawful, we may process sensitive personal data such as:
- Neurodivergence-related/disability information
- Health information relevant to workplace support or accommodations
- Accessibility or reasonable adjustment requirements
We only process this type of data where there is a lawful basis and appropriate safeguards in place.
5. How We Collect Personal Data
We collect personal data through:
- Recruitment and application processes
- Direct communication (email, phone, forms)
- Website enquiries and online forms
- Meetings, interviews, and assessments
- Partner organisations or referrals (where applicable)
- Employment-related processes
6. Purpose of Processing Personal Data
We process personal data for the following purposes:
- Recruitment and candidate assessment
- Employment and HR administration
- Service delivery and client engagement
- Communication with stakeholders
- Managing training, events, and programmes
- Legal and regulatory compliance
- Improving our services and operations
- Ensuring accessibility and reasonable accommodations
7. Lawful Basis for Processing
Under GDPR, we process personal data based on one or more of the following lawful bases:
- Consent – where you have given clear permission
- Contractual necessity – to fulfil employment or service agreements
- Legal obligation – to comply with laws and regulations
- Legitimate interests – where processing is necessary for organisational operations
- Employment and social protection law obligations
For special category data, additional safeguards and legal conditions apply.
8. How We Use Your Information
Your personal data may be used to:
- Assess suitability for roles or opportunities
- Provide employment support and/or workplace accommodations
- Communicate important updates
- Manage organisational records and administration
- Meet legal and compliance requirements
- Improve accessibility and service delivery e.g sharing information with relevant external agencies for the purpose of assisting SPI’s candidates in finding employment. In such circumstances, no information will be shared without candidates consent by use of a consent form
We will not use your data for purposes incompatible with those stated above.
9. Data Sharing
We may share personal data with trusted third parties where necessary, including:
- Employers or recruitment partners (with appropriate safeguards)
- Service providers (e.g. IT systems, cloud storage, payroll providers)
- Professional advisers (legal, HR, or compliance support)
- Regulatory or legal authorities where required by law
All third parties are required to handle data securely and in compliance with GDPR.
We do not sell personal data.
10. Data Retention
We only retain personal data for as long as necessary for the purposes for which it was collected.
Retention periods vary depending on the type of data and legal requirements. For example:
- Recruitment data: typically 6–12 months for unsuccessful candidates
- Employee records: typically up to 7 years after employment ends
- Financial records: typically 7 years
- Safeguarding or legal records: retained as required by law
Once no longer required, data is securely deleted or anonymised in line with our Records Retention Policy.
11. Data Security
We take appropriate technical and organisational measures to protect personal data, including:
- Access controls and user permissions
- Password protection and multi-factor authentication where appropriate
- Encryption and secure storage systems
- Regular system updates and monitoring
- Staff training on data protection and cybersecurity
- Secure disposal of data when no longer required
Only authorised personnel can access personal data on a need-to-know basis.
12. Your Data Protection Rights
Under GDPR, you have the following rights:
- Right of access – to request copies of your personal data
- Right to rectification – to correct inaccurate data
- Right to erasure – to request deletion in certain circumstances
- Right to restrict processing – to limit how we use your data
- Right to data portability – to receive your data in a usable format
- Right to object – to certain types of processing
- Right to withdraw consent – where processing is based on consent
You also have the right to lodge a complaint with the Data Protection Commission (DPC) in Ireland.
13. Cookies and Website Data
If you use our website, we may collect limited technical data using cookies or similar technologies to:
- Improve website functionality
- Analyse website usage
- Enhance user experience
Where required, consent will be obtained for non-essential cookies.
14. Special Considerations (Neurodiversity and Accessibility)
As part of our mission, we may collect information relating to neurodivergence or accessibility needs.
We are committed to:
- Minimising the amount of sensitive data collected
- Using it only for support, accommodation, or service delivery purposes
- Treating it with strict confidentiality
- Ensuring respectful and inclusive handling of all personal information
15. Complaints
If you are unhappy with how your personal data has been handled, you can:
We encourage you to contact us first so we can attempt to resolve the issue.
16. Changes to This Policy
We may update this Privacy Policy from time to time to reflect:
- Legal or regulatory changes
- Operational updates
- Changes in technology or services
The most current version will always be available through our official channels.
17. Contact Us
If you have any questions about this Privacy Policy or how we handle your data, please contact hilary.martin@specialisterne.com OR info.ireland@specialisterne.com or barry.hennebry@specialisterne.com or through the official communication channels listed on our website.
Policy Owner: Barry Hennebry, Specialisterne Ireland
Effective Date: December 2025
Review Date: December 2027
Approved By: Barry Hennebry, CEO
