Privacy Statement

This is the Privacy Statement for the Health Management Institute of Ireland (HMI). It tells you which personal/sensitive information we collect about you and the reasons why. We only collect the minimum information that is necessary to allow us to subscribe you as a member, process your query, your booking, or to process requests for the services or products which you have purchased. We understand that the privacy of your data is important to you and to us. The administration of our organisation is managed our behalf by our partners THE LEARNING ROOMS, who have access to your data in order to conduct our business lawfully and appropriately. This includes our membership management, activities associated with our training and other events and our annual conference. We will treat your data with respect and not share it with other third parties without your prior consent.

This statement covers:

  • Who we are
  • What we do
  • How to contact us
  • When do we collect Personal Data?
  • What Personal Data we handle
  • What we do with your Personal Data
  • How long we retain your Personal Data
  • Data security
  • Marketing
  • Your rights
  • Other websites
  • How to make a complaint
  • Changes to this statement

Who we are

The HMI is the professional body for healthcare managers across all sectors of the health services in Ireland. Its overall aim is the development of standards of management competence and practice. We inform, educate and involve members and stakeholders in professional development and networking activities.

What we do

As a membership organisation we provide a number of management and soft skills training to our members and others. This can be by way of tutor led, either face to face, or via the Zoom platform. We also provide blended and fully online learning. Other areas of engagement with our members includes our regional events (face to face and live online) and our annual conference. We also keep our members updated through the circulation of our online journal Health Manager.

How to contact us

If you have any questions about this privacy statement or about any information we may have about you, you can:

  • Email us at info@hmi.ie
  • Write to us at HMI, Unit 7, 78 Furze Road, Sandyford, Dublin D18 YW20

When do we collect Personal Data?

  • When you visit our website
  • When you submit an application for membership
  • When you enquire about any of our services or products, either online or via email or telephone
  • When you book to attend and pay for a course, buy a product or service
  • When you book to attend a regional meeting or other event
  • When you book and pay to attend the annual conference
  • When you subscribe to our online journal Health Manager or to receive updates via email
  • When you complete a customer or learner feedback form, either manually or online
  • For QQI certification
  • When conducting surveys

What Personal Data we handle

We collect information:

  • When you visit our website: Cookies are used to collect standard log information and visitor behaviour information and helps us to compile statistics about website activity using Google Analytics. The information tells us about pages visited, what is looked at and how long a visitor stays on the website. It collects the IP address but no other personal data. Google Analytics is a web analysis service provided by Google Inc which prepares reports and shares with other Google services. We retain this information for 50 months.Cookies are created when you use your browser to visit a website that uses cookies to keep track of your movements within the site, help you resume where you left off, remember your registered login, theme selection, preferences and other customisation functions. You can choose to accept or not accept cookies when you visit our website. However, if you turn off cookies, it may happen that some of our website features will not function.
  • When we respond to a query made online or via email or telephone: we collect name, email address and a contact number in order to forward a response to your query.
  • When you book to enrol and pay for a course, buy a product or service; we process different sets of data to deliver our service to you.
    • Contact details to allow us to provide the service: name, email, contact number, preferred address, employer details if applicable. We retain this information for a year following the completion of the course or transaction.
    • Virtual tutor led training courses: we deliver many of our courses in a face-to-face environment. We use the Zoom platform to deliver tutor led interactive training courses. Please note these training courses are not recorded unless specifically requested to do so by a client for an in-company course only. If this is requested, participants will be advised at the start of the course and advised to approach their organisation should there be any issues arising.
    • Payment processing details: invoicing details/card payment details/electronic fund transfer details. If payment is made online, this is processed via PayPal. All payments are processed using secure payment gateways, either PayPal or SAGE with some historical data on WAVE. All services employ encryption protocols to keep your personal data secure. We are not responsible for any data breach that may occur on these sites. You can check their privacy statements on their respective websites. We retain payment processing details in accordance with our legal obligations. Any data taken manually is destroyed once the payment has been processed electronically.
    • Online learner data: our learning management system is a secure Moodle based system available at https://learn.thelearningrooms.com . Within Moodle, learners complete our online courses and participate in online discussion forums. Learner data is collected and reported on for certification purposes. Some data is available to other learners enrolled in the same course. The personal data collected includes: name, email address, completion data, discussion forum posts. We retain this data for a year following completion of courses.
  • When you complete a customer/learner feedback form: on the completion of a course, all participants are requested to complete a feedback form. The purpose of this is to evaluate the training delivered and to make improvements to course delivery if necessary. On occasion, we may use quotations from our courses on our promotional materials. Such use is always anonymised. If we require a direct quotation, we will always contact the person for permission. We retain this information for a year following completion of a course.
  • For QQI certification: Some of our training courses lead to a QQI qualification and for this we are required to look for additional information on behalf of QQI. We collect this information via our Participant Details Form. This includes your PPS number and your date of birth and the signifier of Male or Female as prescribed by QQI. These must match the name on the QQI database. If a difficulty arises, proof of identity will also be sought, e.g. copy of passport or driving licence etc. This data is destroyed once the matter is resolved with QQI and as per out data retention policy. We also look for relevant work details including any education qualification attained to assess that the participant is suitable to undertake the course in question. We retain Participant Details forms for a year following certification. In order for course participants to be submitted for certification with QQI, they are required to complete assessments relevant to their particular course of study. These assessments are held for one year following receipt of certification and are then destroyed in accordance with our data retention policy. We also retain results sheets for each cohort of participants, which list, name, PPS number, mark and grade obtained. These sheets along with assessor marking sheets are retained indefinitely.
  • Webinars. Our regional events are held via webinar. Members and others who wish to attend will be required to register via the Zoom website. The registration process will ask for name and contact email address only, to allow for the appropriate link to be issued to registered attendees.  Attendee lists are not circulated. Only the names, images, and audio of the panel of speakers is captured during the event. Each event is recorded where permission has been given by all panel members.  We request that attendees should avoid sharing personal data in any shared ‘chat’ facility as this will be captured in the recording of the event. Where events feature a moderated Q&A, attendees who choose to interact with the Q&A may have their comments published and viewed by others at the event and they will also form part of the recording notification when an event is being recorded. Recorded events are circulated to those who have registered/attended and are also placed on our website.
  • Surveys: Data and information received in response to a client organisation survey are treated on a highly confidential basis. All responses are anonymised and aggregated when being returned to the organisation. The results are treated in line with our service level agreement and shared only with relevant personnel, both internally and externally. We use the electronic survey tool, SurveyMonkey to gather data and to assist us in analysing it.

How long HMI retains your data

HMI has a defined data retention policy, and it will process (that is, collect, store and use) the information you provide in a manner that is compatible with data protection legislation and the GDPR.

Data Security

  • Your personal data may be stored securely on a number of information systems, Dropbox Business Account; Mailjet ( email distribution) and The Learning Rooms Moodle for digital learning course management. All computers with access to this information are encrypted and password protected. Access to information is limited to relevant staff only.
  • We ensure we have appropriate data sharing agreements in place before sharing your personal data. We do not sell your personal data to third parties under any circumstances, or permit third parties to sell on the data we have shared with them. HMI is committed to working in a transparent, ethical, responsible and honest way.
  • All of our partners (for example, our Moodle platform hosts) have data protection policies in place
  • We do not share your data with third parties without your consent.

Marketing

Part of our role as a membership organisation is to keep members up to date with our training courses, products and services. We would like to send this information to others who are interested. If you have consented to receive such marketing information, you may opt out at a later date. You have a right at any time to ask us not to contact you for marketing purposes. If you no longer wish to be contacted for marketing purposes, you can email us at info@hmi.ie or by clicking the unsubscribe button on the bottom of an email you have received from us.

Your rights

Under GDPR, as a Data subject you have a number of rights regarding your personal information. These include:

  • The right to request a copy of any personal data we hold about you. If you wish to have a copy of this, please email info@hmi.ie and we will forward a Data Request Form. Alternatively, you can write to us indicating relevant dates, courses attended, etc. to assist us in locating the correct data. We will forward a copy within 30 days. You can email us at info@hmi.ie or write to us at HMI, Unit 7, 78 Furze Road, Sandyford, Dublin D18 YW20.
  • The right to be forgotten. You can ask us to delete any personal information that we hold about you in any format.
  • The right to accuracy. You have the right to ensure that any data we have is correct and accurate and to have it rectified if necessary.
  • In certain instances, you have the right to object to processing, for example, marketing purposes. This will not otherwise impact on you receiving any of our products or services.

Other Websites

In some of our articles and blogs, we may reference other websites and provide links. HMI is not responsible for the privacy policy of these websites. You will need to read their own policies. We do not accept responsibility or liability for the products, services or information available from other websites.

Your right to complain

We try to meet the highest standards when collecting and processing personal information. If you have a query or complaint about the use of your personal information by us, please contact our office directly in the first instance.

You also have the right to lodge a complaint with the Data Protection Commission.  The Data Protection Commission can be contacted at:

Changes to our privacy statement

We will review this policy regularly and update as necessary and relevant.

How to contact us?

If you have any questions about this privacy statement or about any information we may have about you, you can:

  • Email us at info@hmi.ie
  • Write to us at HMI, Unit 7, 78 Furze Road, Sandyford, Dublin D18 YW20