Data Privacy

1. Background 

This privacy notice lets you know what happens to any personal data that you give to us, or any that we may collect from or about you. It applies to all instances where we collect your personal data. 

This privacy notice applies to personal information controlled by The Irish FA Coach Education Department. Please use the links below to find out more about how we use your personal information: 

  • Who are we and how do you contact us?
  • What kinds of personal information about you do we process?
    What is the source of your personal information?
  • What do we use your personal data for?
    What are the legal grounds for our processing of your personal information (including when we share it with others)? 

What should you do if your personal information changes? For how long is your personal information retained by us? What are your rights under data protection laws? 

Changes to this privacy notice 

We may change this privacy notice from time to time by updating this page in order to reflect changes in the law and/or our privacy practices. We encourage you to check this privacy notice for changes whenever you visit this website. 

Who are we?
We’re the Irish Football Association Coach Education Department. We are a data controller of your personal data. We also act as a data processor, making sure that your use of the Irish FA Learning Platform works and that your learning online can proceed. We are based at the National Football Stadium, Donegal Ave, Belfast, N Ireland, BT12 6LU

2. What kinds of personal information about you do we process? 

Personal information that we’ll process in connection with your course and the Irish FA Learning Platform includes: 

  • Personal and contact details, such as title, full name, residential address, date of birth and contact details, including your email address and telephone number and nationality
  • Records of your contact with us such as via the ticket based help desk and will include your computer's IP address at the time you contact us;
  • Courses that you have access to from us, and the associated payment method used, if any;
  • Access to your course and supporting resources (and details related to this), as well as your coursework submissions;
  • Notifications sent to you regarding your course and the revalidation of your current award/licence, analysing data, including the history of those communications, whether you open them or click on links, and information about other courses, products or services we think you may be interested in, and analysing data to help target offers to you that we think are of interest or relevance to you. Offers may include other online learning opportunities.  

3. What is the source of your personal information? 

We’ll collect personal information from the following general sources: 

  • From sign up forms on the Irish FA Learning site, or, if this system is used by your employer and we are acting as their data processor, we may have been given your data to process so that you can access the website and your coursework within it. 
  • Information generated about you when you access the platform and your course, such as your achievements, progress within a course or your date and time of accessing the system.  

4. What do we use your personal data for?

We use your personal data, including any of the personal data listed in section 1 above, for the following purposes:

  • To run the system and provide the different aspects that it offers you, such as finding and accessing your courses, seeing how well you are doing or to ensure that your current award/licence is accurately recorded so that you can revalidate it in 3 years time, in accordance with Irish FA Coaching and UEFA requirements;
  • To perform and/or test the performance of,  products, services and internal processes;
  • To improve the operation of our education provision and that of our business partners; 
  • To follow guidance and best practice under the change to rules of governmental and regulatory bodies; 
  • To monitor and to keep records of our communications with you and our staff (see below); 
  • To provide personalised content and services to you, such as relevant courses and products suited to your current award/licence or as a result of having passed or completed a piece of online learning; 
  • To develop new products and services and to review and improve current products and services; 
  • To comply with legal and regulatory obligations, requirements and guidance; 
  • To provide insight and analysis of our users helping us improve our systems, or to assess or improve the operating of our education programmes.

5. What are the legal grounds for our processing of  your personal information (including when we share it with others)?

We rely on the following legal bases to use your personal data:

5.1. Where it is needed to provide you with access to;

  • 5.1.a.  the Irish FA online learning platform in order for you to access and complete your coursework;
  • 5.1.b.  Recording your current award/licence in order that you may successfully revalidate on the third (3rd) anniversary of the original award date.
  • 5.1.c. Updating your records 
  • 5.1.d.  All stages and activities relevant to managing the product or service including searching, application for a course, enrolling in a course, administration and management of course records 

5.2. Where it is in our legitimate interests to do so, such as: 

  • 5.2.a.  Managing your course access and services relating to that, updating your records, producing reports and emailing responses and course related communications.
  • 5.2.b.  To perform and/or test the performance of, the platform, services and internal processes.
  • 5.2.c.  To follow guidance and recommended best practice of government and regulatory bodies, including UEFA and FIFA.
  • 5.2.d.  For management and audit of our education programmes and business operations. 
  • 5.2.e.  To carry out monitoring and to keep records of our communications with you and our staff (see below).
  • 5.2.f.  Where we need to share your personal information with people or organisations in order to run our education programmes or comply with any legal and/or regulatory obligations.

5.3. To comply with our legal obligations.

5.4. With your consent or explicit consent:
5.4.a. For some direct marketing communications  

6. When do we share your personal information with other organisations? 

We may share information with the following third parties for the purposes listed above: 

• back up and server hosting providers, IT software and maintenance providers, document storage providers and suppliers of other back office functions  

7. How and when can you withdraw your consent? 

Where we’re relying upon your consent to process personal data, you can withdraw this at any time by contacting us using the details below.  (However this will prevent us from being able to maintain accurate records of their current award/licence and will result in their award/licence being revoked.) 

8. Is your personal information transferred outside the UK or the EEA? 

We’re based in Northern Ireland and our servers and hosting are all within the UK.We do not normally transfer any information outside of the UK for any reason, however the nature of the internet means that we cannot guarantee that no information ever gets routed outside of the UK or European Economic Area.That will depend on the global internet infrastructure, over which we have no control. However, we do not expect any significant personal data to be transferred that is not required in order to efficiently operate the learning platform.  

9. What should you do if your personal information changes? 

You are able to update your personal information yourself within your learner dashboard area. If for some reason you are unable to then you should tell us so that we can update our records using the help desk, or the Contact Us section of the platform.We’ll then update your records if we can.  

10. Do you have to provide your personal information to us? 

We’re unable to provide you with access to your course, services or receive your coaching award/licence if you do not provide certain information to us. In cases where providing some personal information is optional, we’ll make this clear.

11. Do we do any monitoring involving processing of your personal information? 

In this section monitoring means any: listening to, recording of, viewing of, intercepting of, or taking and keeping records (as the case may be) of calls, email, text messages, social media messages, in person (face to face) meetings and other communications. 

We may monitor where permitted by law and we’ll do this where the law requires it, or to comply with regulatory rules, to prevent or detect crime, in the interests of protecting the security of our systems and for quality control and staff training purposes.This information may be shared for the purposes described above.  

12. For how long is your personal information retained by us? 

Unless we explain otherwise to you, we’ll hold your personal information based on the following criteria: 

  • For as long as we have reasonable business needs, such as recording your current award/licence, ensuring that your award/licence has been successfully revalidated, managing our relationship with you and managing our operations.
  • For as long as we provide courses and/or services to you and then for as long as someone could bring a claim against us; and/or
  • Retention periods in line with legal and regulatory requirements, including FIFA and UEFA or guidance.  

13. What about 'Cookies' and 'Log Files'?

Cookies: A 'cookie' is a text file that is sent to your computer when you open a web page. It can be used for many things but we use just two that are essential to your use of this system. Both of the cookies we send you help us to identify you when you log in so that you see the pages and content that you are allowed to see. There is nothing in the cookie that identifies you as such, but it is associated with your IP address so we know that it comes from a particular place and we can authenticate your account. It will contain just a string of characters which helps us confirm that we are sending the right content to the right places.

Cookies are deleted when you log out of the system, unless the Data Controller has implemented any analytics or tracking tools, or added in any social media features, such as their 'Twitter' feed.

Log Files: Log files are automatically created by the web server whenever there is an event such as someone requesting a web page or if there is an error when a web page is served. Each time a person visits a new page or clicks a link the log file will record that as an event. Additionally, log files are created whenever an email is sent from the server and will record whether it was sent successfully.

Log files therefore do contain some personal data. In the case of a mail log, it will record the email address for outgoing mail. In an access or error log it will contain an IP address. We keep log files for a maximum of one month after which they are deleted.

14. What are your rights under data protection laws? 

Here is a list of the rights that all individuals have under data protection laws.They don’t apply in all circumstances. If you wish to use any of them, we’ll explain at that time if they are engaged or not.The right of data portability is only relevant from May 2018. 

  • The right to be informed about the processing of your personal information 
  • The right to have your personal information corrected if it is inaccurate and to have incomplete personal information completed 
  • The right to object to processing of your personal information 
  • The right to restrict processing of your personal information 
  • The right to have your personal information erased (the “right to be forgotten”) (This will result in their licence being cancelled)
  • The right to request access to your personal information and to obtain information about how we process it 
  • The right to move, copy or transfer your personal information (“data portability”) 
  • Rights in relation to automated decision making which has a legal effect or otherwise significantly affects you 
  • You have the right to complain to the Information Commissioner’s Office which enforces data protection laws: can contact us using the details below. 

15. Your right to object 

You have the right to object to certain purposes for processing, in particular to data processed for direct marketing purposes and to data processed for certain reasons based on our legitimate interests.You can contact us by going to the Helpdesk, or the Contact Us section of our website to exercise these rights.  

Contact Us 

If you have any questions about this privacy notice, or if you wish to exercise your rights, you can contact us by going to the Contact Us section of the Irish FA Learning Platform website. Alternatively, you can email us via or write to The Irish FA Coach Education Department, The Irish Football Association, National Stadium, Donegal Avenue, Belfast, Northern Ireland. 

Last modified: Thursday, 24 May 2018, 6:32 PM