contact us

22 Victoria Road
Derry~Londonderry
Northern Ireland
BT47 2AB

Tel: +44 (0) 28 7134 2100
Email: general@loughs-agency.org

Dundalk Street,
Carlingford,
Co Louth,
Rep. of Ireland

Tel: +353 (0) 42 938 3888
Email: carlingford@loughs-agency.org

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Cookies

Last updated 23/05/18

The information below covers our cookie and privacy notices.

Cookie Notice

When you access our website you agreeing to our privacy and cookies notice. Otherwise, by continuing to use our websites, products or services, you agree to the use of cookies as described in this notice.

You should be aware that when you access our content, products and services, we may collect information from the devices you use to access the Loughs Agency’s websites, social media pages etc. by using ‘cookies’.

What are cookies and how do they work?
Cookies are small bits of text that are downloaded to the devices you use to access the Loughs Agency’s online content. Your browser makes these cookies available every time you visit the website again, so it can recognise you and can then tailor what you see on your device.

What do you use cookies for?
Cookies are an important part of the internet. They make using devices and accessing online information much smoother and affect lots of the useful features of websites. There are many different uses for cookies, but they fall into four main groups.

1. Cookies that are needed to provide the content or service you have asked for.  Some cookies are essential to help your devices download or stream the information, or so you can move around websites and use their features. Without these cookies, content or services you’ve asked for can’t be provided.  Here are some examples of essential cookies:
• Positioning information on a smartphone screen, tablet device or other screen so that you can see the website and use its functionality.
• Some are session cookies which make it possible to navigate through the website smoothly.
• Keeping you logged in during your visit or enabling you to stream content; without cookies you might have to log in on every website you visit or repeatedly adjust your volume and viewing settings.

2. Improving your browsing experience
Cookies allow the application or website to remember choices you make, such as your language or region and they provide improved features.  For example:
• Remembering your preferences and settings, including marketing preferences, such as choosing whether you wish to receive marketing information.
• Remembering if you’ve filled in a survey, so you’re not asked to do it again.
• Remembering if you’ve been to the website before.
• Showing you information that’s relevant to content or services that you receive.
• Giving you access to content provided by social-media sites like Facebook or Twitter.
• Showing ‘related article’ links that are relevant to the information you’re looking at.

3. Analytics
We like to keep track of what websites, information and links are popular and which ones don’t get used so much, to help us keep our information relevant and up to date. It’s also very useful to be able to identify trends of how people navigate our information and when and where ‘error messages’ may originate.

This group of cookies, often called ‘analytics cookies’ are used to gather this information. The information collected is grouped with the information from everyone else’s cookies. We can then see the overall patterns of usage rather than any one person’s activity. Analytics cookies are used to improve how an application, a website and its pages work.

Our web locations, websites and communications you get from us contain small invisible images known as ‘web beacons’ or ‘ pixels’. These are used to manage the interaction between you and the online information or email and allows us to assess the effectiveness of the communication.


Last updated 23/05/18

Privacy notice

GDPR legislation replaced the Data Protection Act, giving more rights to you as an individual and more obligations to organisations holding your personal data.  One of the rights is a right to be informed, which means we have to give you even more information than we do now about the way in which we use, share and store your personal information.  This new privacy notice informs you that you can access this information, along with information about the increased rights you have in relation to the information we hold on you and the legal basis on which we are using it.

How we use your information
This privacy notice tells you what to expect when the Loughs Agency collects personal information. It applies to information we collect about:
• visitors to our websites;
• people who purchase an angling licence or permit from the Agency;
• people who subscribe to our newsletters;
• job applicants and our current and former employees;

Visitors to our websites
When someone visits www.loughs-agency.org we use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website. If we do want to collect personally identifiable information through our website, we will be up front about this. We will make it clear when we collect personal information and will explain what we intend to do with it.

E-newsletter
We use a third party provider, Wix ShoutOut, to deliver our monthly e-newsletters. We gather statistics around email opening and clicks using industry standard technologies including clear gifs to help us monitor and improve our e-newsletter. For more information, please see Wix ShoutOuts’s privacy notice.

Online reporting tool
We collect information volunteered by members of the public about pollution and illegal fishing using an online reporting tool called Waterwatch created by Inland Fisheries Ireland (IFI).

Security and performance
The Loughs Agency uses a third party service to help maintain the security and performance of the Loughs Agency website. To deliver this service it processes the IP addresses of visitors to the Loughs Agency website.

WordPress
We use a third party service, WordPress.com, to publish information on our work and share our latest new. These sites are hosted at WordPress.com, which is run by Automattic Inc. We use a standard WordPress service to collect anonymous information about users’ activity on the site, for example the number of users viewing pages on the site, to monitor and report on the effectiveness of the site and help us improve it. WordPress requires visitors that want to post a comment to enter a name and email address. For more information about how WordPress processes data, please see Automattic’s privacy notice.

People who contact us via social media
We use various social media channels including Facebook, Twitter, Youtube, etc. If you send us a private or direct message via social media the message will be stored for 12 months. It will not be shared with any other organisations.

People who email us
We use multiple layers of security appliances to secure, encrypt and protect email traffic in line with recommended standards. If your email service does not support TLS, you should be aware that any emails we send or receive may not be protected in transit.
We will also monitor any emails sent to us, including file attachments, for viruses or malicious software. Please be aware that you have a responsibility to ensure that any email you send is within the bounds of the law.

People who make a complaint to us
When we receive a complaint from a person we make up a file containing the details of the complaint. This normally contains the identity of the complainant and any other individuals involved in the complaint.

We will only use the personal information we collect to process the complaint and to check on the level of service we provide. We do compile and publish statistics showing information like the number of complaints we receive, but not in a form which identifies anyone.

We usually have to disclose the complainant’s identity to whoever the complaint is about. This is inevitable where, for example, the accuracy of a person’s record is in dispute. If a complainant doesn’t want information identifying him or her to be disclosed, we will try to respect that. However, it may not be possible to handle a complaint on an anonymous basis.

We will keep personal information contained in complaint files in line with our retention policy. This means that information relating to a complaint will be retained for two years from closure. It will be retained in a secure environment and access to it will be restricted according to the ‘need to know’ principle.

Similarly, where enquiries are submitted to us we will only use the information supplied to us to deal with the enquiry and any subsequent issues and to check on the level of service we provide.
When we take enforcement action against someone, we may publish the identity of the defendant in our Annual Report or elsewhere. Usually we do not, identify any complainants unless the details have already been made public.

People who use the Loughs Agency services
The Loughs Agency offer various services to the public. We have to hold the details of the people who have requested the service in order to provide it. However, we only use these details to provide the service the person has requested and for other closely related purposes. For example, if someone has purchased an angling licence and provided an email address, we may contact them to update them amendments to regulations to ensure compliance.

Job applicants, current and former Loughs Agency employees
The Loughs Agency is the data controller for the information you provide during the process unless otherwise stated.

All of the information you provide during the process will only be used for the purpose of progressing your application, or to fulfil legal or regulatory requirements if necessary.

We will not share any of the information you provide during the recruitment process with any third parties for marketing purposes or store any of your information outside of the European Economic Area. The information you provide will be held securely by us and/or our data processors whether the information is in electronic or physical format.

We will use the contact details you provide to us to contact you to progress your application. We will use the other information you provide to assess your suitability for the role you have applied for.
What information do we ask for, and why?

We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary.

The information we ask for is used to assess your suitability for employment. You don’t have to provide what we ask for but it might affect your application if you don’t.

Application stage
We ask you for your personal details including name and contact details. We will also ask you about your previous experience, education, referees and for answers to questions relevant to the role you have applied for. Our recruitment team will have access to all of this information.
You will also be asked to provide equal opportunities information. This is not mandatory information – if you don’t provide it, it will not affect your application. This information will not be made available to any staff outside of our recruitment team, including hiring managers, in a way which can identify you. Any information you do provide, will be used only to produce and monitor equal opportunities statistics.

Assessments
We might ask you to participate in assessment days; complete presentations, tests or occupational personality profile questionnaires; and/or to attend an interview – or a combination of these. Information will be generated by you and by us. For example, you might complete a written test or we might take interview notes. This information is held by the Loughs Agency.
We may ask if you would like your details to be retained on the reserve list for the role you applied for up to a period of 12 months. If you say yes, we would proactively contact you should a further vacancy arise.

Conditional offer
All offers of employment are conditional based on satisfactory pre-employment checks. You will be required to complete an Access NI Disclosure application and we will ask you for information so that we can carry out pre-employment checks. You must successfully complete pre-employment checks to progress to a final offer. We are required to confirm the identity of our staff, their right to work in the United Kingdom and Ireland and seek assurance as to their trustworthiness, integrity and reliability.
You will therefore be required to provide:

• Proof of your identity – you will be asked to attend our office with original documents, we will take copies.
• Proof of your qualifications – you will be asked to attend our office with original documents, we will take copies.
• You will be asked to complete a criminal records declaration to declare any unspent convictions.
• We will contact your referees, using the details you provide in your application, directly to obtain references
• We will also ask you to complete a questionnaire about your health. This is to establish your fitness to work.

If we make a final offer, we will also ask you for the following:
• Bank details – to process salary payments
• Emergency contact details – so we know who to contact in case you have an emergency at work
• Post start date

Our Code of Conduct requires all staff to declare if they have any potential conflicts of interest. If you complete a declaration, the information will be held on file.

Personnel Administration Management System (PAMS)
If you accept a final offer from us, some of your personnel records will be held on PAMS which is an internally used HR records system.

HMRC
If you are employed by the Loughs Agency, relevant details about you will be provided to HMRC who provide payroll services to the Loughs Agency. This will include your name, bank details, address, date of birth, National Insurance Number and salary.

Health Management
Occupational Health, Risk and Disability (OHRD) provide our Occupational Health service. If we make you a conditional offer, we will ask that you complete a questionnaire which will help to determine if you are fit to undertake the work that you have been offered, or advise us if any adjustments are needed to the work environment or systems so that you may work effectively.

The information you provide will be held by Loughs Agency and shared with OHRD only if it is deemed necessary to obtain a fit to work certificate or a report with recommendations. You are able to request to see the report before it is sent to us. If you decline for us to see it, then this could affect your job offer. If an occupational health assessment is required, this is likely to be carried out by OHRD.

Sponsor Departments
Senior vacancies may be carried out by our Sponsor Departments i.e. Department Agriculture, Environment and Rural Affairs (DAERA) in the North or Department of Communication, Climate Action and Environment (DCCAE) in the South. They will collect the application information.

Recruitment Agencies
We sometimes advertise through Recruitment Agencies. On these occasions the Recruitment Agency will be the information owner and processor.

How long is the information retained for?
If you are successful, the information you provide during the application process will be retained by us as part of your employee file for the duration of your employment plus 6 years following the end of your employment. This includes your criminal records declaration, fitness to work, records of any security checks and references.

If you are unsuccessful at any stage of the process, the documentation you have provided until that point will be retained for 12 months from the closure of the campaign.

Information generated throughout the assessment process, for example interview notes, is retained by us for 12 months following the closure of the campaign.

Equal opportunities documentation is retained for 12 months following the closure of the campaign whether you are successful or not.

How we make decisions about recruitment?
Final recruitment decisions are made by hiring managers and members of our recruitment team. All of the information gathered during the application process is taken into account.

Complaints or queries
The Loughs Agency tries to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures.

Access to personal information
The Loughs Agency tries to be as open as it can be in terms of giving people access to their personal information. Individuals can find out if we hold any personal information by making a ‘subject access request’. If we do hold information about you we will:
• give you a description of it;
• tell you why we are holding it;
• tell you who it could be disclosed to; and
• let you have a copy of the information in an intelligible form.

To make a request to the Loughs Agency for any personal information we may hold, you need to put the request in writing.
If you agree, we will try to deal with your request informally, for example by providing you with the specific information you need over the telephone.

Loughs Agency
22 Victoria Road
Prehen
Derry~Londonderry
BT47 2AB
Northern Ireland