Equipeople is committed to protecting your privacy on this website. Please read this Privacy & Cookie Statement carefully so that you understand how we collect and use your personal data.
This Privacy & Cookie Statement applies to all personal information collected and used by the Equipeople entity responsible for the relevant part of the website. The Privacy & Cookie Statement is based on the Equipeople Privacy Code for Customer, Supplier and Business Partner Data. The Equipeople entity which is responsible for the relevant part of the website is hereinafter referred to as “Equipeople”.
Equipeople respects your privacy and complies with the provisions of the Irish Act on the Processing of Personal Data and the EU-privacy legislation.
We shall only store so called “cookies” on your computer when you have provided us with your consent by clicking on the appropriate button(s) during your visit of our website. Cookies are small text files that your browser stores locally on your computer. Cookies allow us to recognize your computer the next time you visit us. By doing so, Equipeople is able to improve user-friendliness of the website and to adjust the website to your needs. Most Internet browsers are set to accept these cookies automatically.
The type of personal information we collect as a result of a cookie is specific to your computer and may include the Internet Protocol (IP) address, the date and time you access our website and what parts of the website are visited. We collect the foregoing personal information to monitor the usage and usefulness of our website, for statistical purposes and to send you information about our company and our (new) products and services, which suit your interest.
You may set your browser to notify you when you receive a cookie or to refuse receiving it. You can also withdraw your consent at all times by re-entering our website and select the right options. By changing settings, you can also determine that your browser will not accept cookies from this website. Be aware that in such events you may no longer be able to use all the possibilities and features of our website.
Collection of data, purpose and recipients
We collect personal data when you provide it to us (e.g. name, address, postal code, city, phone number and e-mail address), through registration, completion of forms or e-mails, as part of an order for products or services, inquiries or requests or other situations in which you have chosen to provide personal information to us.
Your data shall be processed for the purposes of realization of any agreement, between you and Equipeople, fulfilling a request from you for information or advice, meeting statutory or other legal requirements, providing an optimal service and sending you information about our company and our (new) products or services, which suit your interest.
We may provide your data to our Equipeople group companies for the same purposes as referred to above. Our group companies will also process your data in accordance with the Equipeople Privacy Code for Customer, Supplier and Business Partner Data and this Privacy & Cookie statement .
Your personal data will only be provided to (or used on behalf of) third parties for direct marketing purposes after you have been offered the opportunity to object thereto. These third parties will not use your personal information for any other purposes than what we have agreed with them, within the scope of the Equipeople Privacy Code for Customer, Supplier and Business Partner Data. Equipeople requests those third parties to implement adequate levels of protection in order to safeguard your personal information. Your personal data will not be transferred to parties located in countries outside the European Economic Area, which do not have an adequate level of protection according to the Equipeople Privacy Code for Customer, Supplier and Business Partner Data.
All Equipeople group companies and third parties will process your personal data according to instructions of Equipeople.
Please be aware that the Equipeople Privacy & Cookie Statement does not apply to other non-Equipeople websites, also:
if you access these other sites using a link on our website; or
if you link to our site from another website.
Right to access / rectification / object
At all times you can request access to and/or rectification and/or deletion of your data if such data are incorrect or irrelevant for the mentioned purposes. For these purposes please send us your request for access, correction or removal of your personal data to email@example.com.
At all times you can object against the use of your data for direct marketing purposes.
Equipeople will not retain the personal data that are obtained through this website for longer than necessary, unless the data has to be kept for a longer period according to the Equipeople Privacy Code for Customer, Supplier and Business Partner Data.
Security of your data
The storage and transfer of your data through the internet are secured by means of the current usual techniques.
1. Who are we?
Equipeople Ltd is an independent organisation that offers work experience placement in the green sector in Ireland for students of relevant education from abroad (inbound). We also offer an outbound program for Irish youngsters to undertake placements in Europe, Australia, New Zealand, Canada and the United States of America. In addition to this we organise study tours and work in partnership with AmeriCamp to offer summer camp placements for young Irish equestrians.
2. The types of personal data that we process.
2.1 From an applicant
a. Name, passport number and other identity details
b. Your contact details
c. Information about training and work experience
d. Information about your trip and insurance
e. Our communication with you
f. Information that you want to share with us
2.1.2 Special personal data
Certain categories of personal data that we collect and use, such as information about your health and religion, are seen as special categories of personal data.
2.1.3 Personal data of criminal law.
Certain categories of personal data that we collect, such as Garda Vetting certificates, are regarded as personal data of criminal law. In the case of an outbound student travelling to Canada, we only share this data from an applicant with the partner organisation and Canadian government for obtaining a work permit.
2.2 From a host or external housing
a. Name, family members’ names and childrens’ dates of birth
b. Your contact details
c. Placement information
d. Preferences for a trainee
e. Our communication with you
f. Information that you want to share with us
2.2.2 Personal data of criminal law.
Certain categories of personal data that we collect, such as Garda Vetting certificates, are regarded as personal data of criminal law.
3. How do we collect your data?
3.1 Students coming to Ireland. Equipeople Ltd receives the data from an inbound applicant via the application form, either by email or by mail from the sending institution (school or agency.) This material is scanned or saved as a PDF on the Equipeople system.
3.2 Irish student going abroad. Equipeople Ltd receives the data from an Irish applicant via application forms provided by the Partner organisation in the receiving country. In some cases this may be via an online portal. This material is scanned or saved as a PDF on the Equipeople system.
3.3 Hosts. Equipeople Ltd receives the data from a host via application material by e-mail or by mail. Information is stored electronically (by scan in the case of training agreement and risk assessment and in the form of the Placement Advice in the case of contact details and personal information) and in hard copy.
3.4 Young people going abroad for a camp counselling placement. Equipeople Ltd receives the data from an AmeriCamp applicant via an online registration form which is hosted on the AmeriCamp servers. After Stage 2 of the application process, this data becomes available to AmeriCamp camp directors.
4. The purposes for which we use your data
The main purposes for which we use your data are to provide information, organise an internship for and in the case of outbound students to take care of the related paperwork such as a contract, work permit and visa.
4.1 Data inbound applicant
The data of an inbound applicant is used for the purpose of finding and securing a placement in Ireland. Contact details will be used for contacting the student when on their placement in Ireland.
4.2 Data outbound applicant
The details of the outbound applicant are used for searching and finding a suitable training placement, requesting a visa and / or work permit and sending out invitation letters to apply for a visa.
4.3 Data host
Data from the host is used among other things for sending information about our program, for sending a newsletter, searching and finding a suitable trainee, preparing a placement advice, preparing travel arrangements and for contact during the placement. Host data may also be used to prepare mobility passes or funding documents for students.
4.4 External housing data
The details of external housing, such as a host family, are used to organise accommodation for a trainee if the placement cannot provide this.
4.5 Data AmeriCamp applicant
Data is used for the purpose of seeking and securing a suitable camp placement for the applicant and for sending information about the program, orientations and for requesting information for visas.
5. Provide access or share data with third parties
Your data will not be shared with third parties for commercial purposes.
5.1 Data inbound applicant
5.1.1 Some general and special personal data are shared with hosts who might be able to offer a training placement and, if necessary, with external housing. The data that is shared pertains to the trainee such as name, nationality, date of birth, contact details, emergency contacts, education, work experience, purpose of the internship and relevant health information. Hosts are asked to use this information for these purposes only and then to destroy it.
5.1.2 Data of criminal law, such as a police certificate, are only requested when relevant to the placement, for instance when an applicant would be in close contact with young people or vulnerable adults through their work.
5.1.4 General details of the applicant (such as name and nationality) are shared with other applicants on their arrival in Ireland.
5.2 Data outbound applicant
5.2.1 The data of the outbound applicant is shared with the foreign partner organisation in order to assist them in finding an internship and applying for the necessary permits. This foreign partner organisation can share your information with a company that might be able to offer you a training placement.
5.2.2 Data of criminal law is only requested and shared with a partner organisation and governmental authority if this is necessary for obtaining a visa.
5.3 Data host
5.3.1 General host family details, placement details and contact details are used in the Placement Advice once a host has offered a placement to an applicant. This is then shared with the contact person at the foreign partner organisation or school, who makes it available to the applicant. Contact details are used in the travel arrangement for an applicant, in some documents required by funding bodies and in the case of an applicant from outside of Europe, in a letter provided for immigration at the airport of arrival in Ireland.
5.3.2 Host details such as name, general area and phone number are shared with applicants upon their arrival in Ireland for the purpose that applicants may contact others currently on placement in Ireland.
5.3.3 Placement contact details are shared with an external host family where necessary for the safety of an applicant in the event of an emergency.
5.4 Data external housing
The data of external housing is shared with both the training company and the applicant as well as the partner organisation if the training company requires external accommodation.
6. Security and storage
6.1 Equipeople Ltd stores data in both hard copy and electronic formats. Electronic data is stored on our secure server and hard copy data is stored in our offices which are locked at all times when a member of staff is not present.
6.2 The website and the online system are managed in house by Equipeople Ltd staff. We have firewalls in place to protect your information.
6.3 Employees of Equipeople Ltd will process your data with care. We are a small organization and when we can access all data, we can respond quickly to situations and questions.
6.4.1 The data of applicants is stored digitally as well as in paper for a period of three years, unless extenuating circumstances dictate otherwise. Then data is stored for as long as deemed necessary.
6.4.2 The data of a host will be removed from the system on request.
6.4.3 If Equipeople Ltd terminate the agreement between a host and the placement, data will be destroyed after three years.
6.4.4 The data of external housing or a host family will be removed from the system on request.
7. International transfer of data
7.1 Equipeople Ltd pass on the details of a host to our contact person at a foreign partner or school and subsequently, the applicant. This is only done once a host has offered a placement to an applicant and is done for the purposes of informing the applicant that they may accept the placement offer. The legislation in other countries may differ from the legislation in Ireland. Each applicant signs a GDPR agreement in their application, stating how host data should be handled.
7.2 Equipeople Ltd can pass on the details of an outbound applicant to our contact person at our foreign partners in order that they may arrange a placement for the applicant, or as process for obtaining a visa.
8. Your rights
8.1 Right of inspection
You can ask us to view your personal data in the form of a copy. If you require any further information, we can give you extra information such as the purpose of the data processing.
8.2 Right to rectification
You have the right to rectify your data if your data is incomplete and / or contains errors. We will correct incorrect personal or company data on request.
8.3 Right to delete data
You have the right to have your personal data deleted. This means that your data will be deleted by us. The deletion of your personal data is only possible if your personal details are no longer required for the initial purpose for which they were processed and the mandatory statutory retention period has expired. Because of the way certain services are set up, it may take some time before backups are deleted.
9. Incidents management
Every incident will be reported to the person it concerns including all relevant information about the nature of the incident, the personal data it concerns, the possible consequences of the incident and the measures taken to solve the incident and to confine the damage.
11. Questions and complaints