- Who we are?
- Why we collect your information
- Types of Data collected and processed
- Who we get your personal data from?
- Our reason for holding your personal data
- How we use your personal data
- Who we share your information with?
- How Data is protected
- How long Data is stored
- International transfer of Data
- Data subject rights
- Privacy Notice Status and update
- How can you contact us?
- How to contact the appropriate authorities
Who we are?
The RGI Scheme is a statutory regulatory scheme for Registered Gas Installers and regulated gas works. Its national safety supervisory function aims to give assurance that not only are Registered Gas Installers qualified and competent in working with gas safely, but that the regulated works they have completed have been done in accordance with National Safety standards. A subsidiary of SGS Ireland Limited the RGI Scheme is operated by Walk Meadow Limited t/a Safe Energy Ireland, the designated Gas Safety Supervisory Body (GSSB), appointed by the Commission for Regulation of Utilities (CRU), Ireland’s independent energy and water regulator. Registered Gas Installers are required by law to register with the RGI Scheme, failure to do so will prevent a gas installer from performing gas works.
Walk Meadow Limited t/a Safe Energy Ireland adheres to the principles relating to the Processing of Personal Data set out in GDPR which requires Personal Data to be:
- Processed lawfully, fairly and in a transparent manner
- Collected only for specified, explicit and legitimate purposes
- Adequate, relevant, and limited to what is necessary in relation to the purpose for which it is processed
- Accurate and where necessary kept up to date
- Not kept in a form which permits identification of Data Subjects for longer than is necessary for the purposes for which the data is processed
- Processed in a manner that ensures its security using appropriate technical and organisation measures to protect against unauthorised or unlawful processing and against accidental loss, destruction, or damage
- Not transferred to another country without appropriate safeguards being and place; and
- Made available to Data subjects and allow data subjects to exercise certain rights in relation to their personal data.
Why we collect your information
To carry out its functions, Walk Meadow Limited t/a Safe Energy Ireland (“the Company”) needs to collect and use personal information about the individuals who come into contact with us. We collect data to ensure compliance with the Scheme.
Our website is regularly updated with current, valid Registered Gas Installers data.
Most of the personal information we process is provided to us directly by you for one of the following reasons:
- Information requests or queries
- Complaint resolution / Disciplinary hearings
- Safety-related complaints received in relation to electrical works
- Gas Safety Supervisory Body (GSSB) activities, information queries and inspection of Registered Gas Installers (RGIs)
- Protected disclosures to the CRU or the GSSB
The information is collected when you contact us with a query or request; through forms you complete, when you give us information verbally or in writing or when you visit our office.
We also receive personal information indirectly. This information received may happen in the following scenarios.
- Applications through the RGI Scheme
- Status of Registration
- Certificates of completion
- Notice of Hazard or Potential Hazard
- Notice of Emergency Works
- Audit and inspection of RGI’s, complaints, investigations and/or disciplinary proceedings
- Change of installer
- Information queries from the public
- An employee of ours gives your contact details as an emergency contact or referee
Types of Data collected and processed
To carry out its functions, the Data processed by the Company as a data controller will include:
- Name of: (i) gas installer; (ii) qualified certifier, (iii) trainee or apprentice, (iv) customer, homeowner, tenant, person associated with property, witness, and other members of the public; (v) SSB staff or inspector; (vi) authorised officer; (vii) CRU staff;
- Contact details for: (i) gas installer; (ii) qualified certifier, (iii) trainee or apprentice, (iv) customer, homeowner, tenant, person associated with property, witness, and other members of the public; (v) SSB staff or inspector; (vi) authorised officer; (vii) CRU staff;
- Address of: (i) gas installer; (ii) qualified certifier, (iii) trainee or apprentice, (iv) customer, homeowner, tenant, person associated with property, witness, and other members of the public; (v) SSB staff or inspector; (vi) authorised officer; (vii) CRU staff;
- Meter number GPRN;
- Personal data contained in “Certificates of Completion” (e.g., reference number and details of certifier);
- Notice of Hazard or Notice of Potential Hazard Reference Number;
- Notice of Emergency Works Reference Number;
- Status of Registration of gas installer including, where applicable, registration number and certificate;
- Level and details of insurance held by relevant gas installer (R44 form);
- Details of complaints received in respect of gas installer;
- Details of disciplinary actions in respect of gas installer;
- Details of educational records and employment history of (i) gas installer (including status such as whether an applicant, registered, suspended, or revoked); (ii) qualified certifier, trainee, or apprentice; (iii) SSB staff or inspector; (iv) authorised officers; or (v) CRU staff;
- Details or identification confirmation of: (i) gas installer; (ii) qualified certifier; or (iii) trainee or apprentice; and
- Findings of investigation and nature of enforcement action taken by the CRU;
- Status of Registration of: (i) qualified certifier; (ii) trainee or apprentice; (iii) SSB staff or inspector
- Transaction information including VAT details, Bank Details, Credit Card details, PIN and other information required to complete transactions;
- Medical information as is necessary or provide by you as and for the purpose so provided;
- Website user statistics – Location, time, date, and details of visit to our website (as anonymous statistics);
- Other personal information – Telephone recordings (made to our call centre); CCTV images at our offices; Information in relation to FOI / Data Protection requests (including proof of identity if required); Responses to Company surveys
Who we get your personal data from?
- You, or your employer, provides your personal data to us.
- If a complaint is made about any regulated gas works you have performed, the complainant will provide us with the information to identify you.
- We receive current registration details and any history (including complaints, investigations, or audits) from another Gas Safety Supervisory Body when you transfer registration to us.
- We may make enquiries to verify application details, for example to verify any training you claim to have completed
- From a registered gas installer, who is a member of RGI Scheme, that you have employed to do regulated gas works. From you, if you contact us with a query about RGI, or you make a complaint about the quality of a regulated gas work, performed by a member of RGI or from you in any other context including but not limited to application for registration, making a Subject Access Request (SAR) or application for membership of the scheme or for the purpose of seeking employment.
- We also get personal data from you, when you apply for a role with us. With your consent, from your previous employers when we perform a reference and background check to validate your previous employment history. With your consent, from educational bodies you have attended or professional bodies you are a member of to validate any educational or membership claims
Our reason for holding your personal data
- Your contact details, insurance coverage, qualifications, history of complaints, investigations and audits are held on a statutory basis specified by the provisions of the Gas Safety Supervisory Criteria Document issued by CRU under The Electricity Regulations Act (ERA) 1999 Section 9D.
- Your contact details are included on the Completion Certificate in accordance with the Regulation of Gas Installers with respect to safety Criteria Document issued by CRU
- We retain contact information in relation to potential gas hazards or non-conformances in order to instruct you to have these issues rectified by a Registered Gas Installer.
- We retain contact information for complaints by consent of the complainant. If the complainant does not wish to provide contact details, we are unable to progress their complaint.
- Where a complainant consents but then wishes to withdraw consent, we will abandon the complaint unless doing so interferes with the installer’s fundamental right to defend their good name or where the complaint causes a potential gas hazard to be identified.
- We may hold this information to facilitate entering a contract with your organisation or to facilitate the performance of our contract with your organisation.
- Complying with our legal obligations, such as, complying with your information rights, complying with binding requests from regulatory bodies, facilitating the making of a Protected Disclosure, complying with court orders arising in civil or criminal proceedings.
How we use your personal data
- We publish a publicly accessible register of currently Registered Gas Installers to enable members of the public to verify that a gas installer is qualified, competent, and insured to undertake gas works. This register can be inspected online.
- Your data may be used to contact you for processing of applications, suspensions, revocations, inspections, installations, grant applications, investigations, renewals, annual subscriptions, appeals, to raise awareness of issues, complaints, hazards, or other incidents or to notify you regarding Annual General Meeting (AGM), roadshows or other publications.
- Your data is used to raise awareness of industry safety campaigns, to contact you in relation to your membership, registration, to investigate complaints made about gas works you have performed.
- Your financial details are used to collect annual subscriptions to the RGI Scheme, purchase of completion certs or for any other service we provide.
- Your contact details will be used to organise an inspection of gas works carried out, to inform you of any steps you need to take to make your gas installation safe, or to update you on the progress of your complaint. Your personal information is used to process queries, complaints, notice of potential hazard, registration applications, Safety notices, suspensions, revocations, membership renewal, Subject Access requests, employment applications, employment, publication list of registered gas installers and any other requirements of the scheme and for which the purpose the information was disclosed for.
Who we share your information with?
- We publish details of your current registration with us to a publicly accessible register which can be inspected online by any member of the public.
- We provide details of your current registration and any history (including complaints, investigations, and audits) to CRU on request to provide assurance to CRU that the registration scheme is operating within the terms of the Gas Safety Supervisory Criteria Documentation.
- We will transfer your current registration and any history to another Gas Safety Supervisory body when you transfer registration to a different Gas Safety Supervisory Body.
- If a potential gas hazard is identified at your premises, The Registered Gas installer will issue a notice of potential hazard to you and provide the GSSB with a copy of the hazard notice which will include contact details to ensure the hazard has been rectified.
- We do not disclose your personal data to anyone else without your consent, unless required to do so by law or court order
- If you make a complaint, we will normally disclose your identity to the person you are making the complaint against. This is to ensure fairness in the process
- In certain circumstances to protect you or the greater public’s vital interest it may be necessary to disclose or process your data.
- We provide a summary of your personal data to the CRU to enable them to audit that as an organisation our staff are competent and capable in the areas, they are employed.
- In certain circumstances, we may share and / or are obliged to share your Data with third party statutory or regulatory bodies in accordance with Data Protection Legislation. These may include the courts and those appointed by the courts, government department, statutory and regulatory bodies including:
- The Data Protection Commission
- The Office of the Information Commissioner
- An Garda Siochana
- The Revenue Commissioners
The Company will comply with Freedom of Information (“FOI”) and GDPR legislation
How Data is protected
The Company implements appropriate technical and organisational measures to protect personal data against unauthorised, accidental, or unlawful destruction, loss, alteration, misuse, disclosure, or access and against all other unlawful forms of processing. These security measures have been implemented taking into account the state of the art of technology, their cost of implementation, the risks presented by the processing and the nature of the personal data, with particular care for sensitive data. In particular, adequate awareness, confidentiality undertakings and training are in place to ensure that Data is not shared or disclosed to unauthorised persons.
How long Data is stored
The Data will be stored on paper and/or electronically for only the time necessary for the purposes for which it was collected, respecting the principles of limitation of conservation and minimisation.
The Data will be kept complying with regulatory obligations and to pursue the above-mentioned purposes, in compliance with the principles of necessity, minimisation and adequacy
The Company may retain Data after termination of the contractual relationship to fulfil regulatory and/or contractual and tax obligations or in case of legal claims. Subsequently, when the reasons for the processing will cease, the Data will be anonymised, deleted, or destroyed.
- All data captured in RGI Scheme Application for registration process shall be retained for 3 years plus 1 day
- All data captured in the RGI Scheme Registration process shall be retained for the duration of a RGIs registration plus 7 years plus 1 day
- All data captured in the RGI Scheme Certificate Management process shall be retained for 3 years plus 180 days
- All data captured in the RGI Scheme Audits & Inspections Management process shall be retained for 7 years plus 1 day
- All data captured in the RGI Scheme Change of Installer process shall be retained for 3 years plus 180 days
- All data captured in the RGI Scheme Notice of Potential Hazard and Emergency works process shall be retained for 3 years plus 1 day
- All data captured in the RGI Scheme Complaints and Disciplinary management Complaint’s process shall be retained for 3 years plus 180 days
- All data captured in the RGI Scheme Complaints and Disciplinary management Disciplinary hearing process shall be retained for 6 years plus 1 day
- All data captured in the RGI Scheme Suspension, Revocation and Termination Suspension process shall be retained for 3 years plus 180 days
- All data captured in the RGI Scheme Suspension, Revocation and Termination, Revocation & Termination process shall be retained for 3 years plus 180 days
- Contact details from the general public collected in customer queries, requests for information and general emails received by Safe Energy Ireland shall be retained for 12 months from closure of query or earlier if ceases to be of administrative use
- Applications for Recognition of EU Professional Qualifications (Gas Installers) shall be retained for 5 years from date of receipt of application
- CCTV footage for the safety of our staff and security of our premises, access to recorded footage is strictly limited to authorised personnel. Footage is retained for 28 days, except where incidents or accidents have been identified in which case such footage is retained specifically in the context of an investigation of that issue.
- Voice recordings, all voice calls to Safe Energy Ireland are recorded, retained for 28 days, recordings are strictly limited to authorised personnel. Voice recording are used to substantiate and document complaints and to identify ways for the Company to improve its quality of service.
International transfer of Data
When Data is transferred, the Company will ensure that we have taken steps to protect the Data before transfer. We may transfer or allow the transfer of information about you only when, this is justified for business purposes, and safeguards have been implemented to ensure that Data will continue to be protected at a minimum with the same level of protection required in the jurisdiction of origin. To ensure this level of protection for your personal information, we may use a data transfer agreement with the third-party recipient based on standard contractual clauses approved by the European Commission or ensure that the transfer is to a jurisdiction that is the subject of an adequacy decision by the European Commission.
Any transfer of the Data to international organisations and/or non-EEA countries will take place according to one of the methods permitted by current legislation
Data Subject rights
Your rights under data protection law may include the following (where applicable) You may contact us using the contact details provided below to request:
The right to access – Subject to certain conditions, you can obtain information relating to the processing of your Data and a copy of such Data.
The right to rectification – Where you consider that your Data is inaccurate or incomplete, you can request that such Data be modified accordingly
The right to erasure – You can request the deletion of your Data, to the extent permitted by law.
The right to restrict processing – You can request the restriction of the processing of your Data, subject to certain conditions
The right to object to processing – You can object to the processing of your Data, on grounds relating to your particular situation. In cases of opposition to the processing of data, the Company reserves the right to assess the application, which will not be accepted if there are legitimate reasons to proceed with the processing that prevail over your freedoms, interests, and rights.
The right to withdraw consent – Where you have given your consent for the processing of your Data, you have the right to withdraw your consent at any time.
The right to data portability – You have the right to request that we transfer the data we have collected directly to you, which is processed by us by automated means, in a commonly-used machine readable format, subject to certain conditions
If you make your request electronically, we will, where possible, provide the relevant information electronically unless you ask us otherwise.
The company will comply with any Freedom of Information Requests (“FOI”) and GDPR legislation
Privacy Notice Status and update
We may update our privacy notice from time to time. Any changes we make to our privacy notice in the future will be made available on this web page and, where appropriate, notified to you by e-mail.
How can you contact us?
If you would like to contact us in relation to your rights or if you are unhappy with how we have handled your information, you may contact us by sending a letter:
Data Protection Specialist
Walk Meadow Limited t/a Safe Energy Ireland
Or sending an email to firstname.lastname@example.org
How to contact the appropriate authorities
If you are not satisfied with our response to any complaint or believe our processing of your information does not comply with data protection law, you can make a complaint to the Data Protection Office:
Data Protection Commissioner
21 Fitzwilliam Square
Telephone: +353 0 761 104 800 or Lo Call Number 1890 252 231