REQUEST FOR TENDER
DATA PROTECTION OFFICER (DPOAAS)
BACKGROUND:
Threshold is a national Housing charity, founded in **Apply on the
website**, with regional advice centres in Dublin, Cork, Limerick and
Galway. Threshold provides frontline advice, advocacy and support
services to those facing housing problems in Ireland and operates the
national Tenancy Protection Service. Threshold promotes policy and
legal change in housing provision through research and evidence-based
solutions.
Threshold is an organisation with over * staff
in five office locations with staff working in a hybrid basis. Since
* we have been using a salesforce database,
commencing with a client case management system and adding various
modules (HR, donor management) in the interim. We use a separate
accounting package. In late * we moved our
email system to Office *, followed by moving
files to the cloud in early *. We use a
cloud-based phone system to run a national helpline and have just
added drop-down menus / attribution codes to that system.
REQUEST FOR TENDER:
We are currently inviting Tenders for the provision of outsourced Data
Protection Officer as a Service (DPOaaS) for the organisation. The
duties and responsibilities of the successful tenderer, as DPO of
Threshold, are as set out in the applicable data protection
legislation, and will include, but are not limited to:
* General Advisory
* Breach Management
* Data Protection Impact Assessment (DPIA)
* Data mapping and updating the Records of Processing Activities
* Assisting with Subject Access Requests
* Risk Assessments as requested
* Reviewing DPIA and consent forms for various service functions
* Reviewing Data Protection Language in contracts and service level
agreements
* Reviewing data processing agreements
* Assistance with Policy and Process development
SPECIFIC ACTIONS:
The Successful Service Provider will:
* Register as the site Data Protection Officer of Threshold with the
Data Protection Commission and act as the point of contact for the
supervisory authority for the site;
* Inform and advise Threshold, and any staff members who process
personal data, of the obligations pursuant to the GDPR and any other
relevant Irish and EU data protection legislation;
* Monitor Threshold`s compliance with the Data Protection Acts
*, Data Protection Act **Apply on the
website**, Health Research Regulations and GDPR and any other Irish or
EU data protection law on an on-going basis and issue regular reports
on compliance to management;
* Assist and advise Threshold in maintaining appropriate data
protection policies and documenting those policies;
* Monitor Threshold`s compliance with data protection policies
including the assignment of responsibilities, supporting the HR
manager and Legal Officer with awareness training and training of
staff involved in processing operations and the related audits;
* Advise on what technical and organisational measures should be
implemented to meet the requirements of the GDPR in mitigating the
risk to data subjects’ personal data;
* Provideadvice on the completion of data protection impact
assessments and consulting with the supervisory authority;
* Assist Threshold in creating appropriate data maps and
inventories;
* Assist the Threshold HR Manager and Legal Officer in providing
on-going staff training in relation to its function as data controller
and processor, as appropriate;
* Act as the principal point of contact for Threshold for both data
subjects, and the relevant supervisory authority on issues relating to
data within the organisation;
* Advise Threshold`s response in respect of Subject Access Requests
that may be received;
* Advise Threshold`s response to any data breaches that may occur,
including liaising with the Data Protection Commission where required.
The DPO as appointed will liaise in the first instance with Chief
Operating Officer in Threshold, and other relevant staff or Board
Sub-Committees as appropriate.
TENDER SUBMISSION
The submission structure should include a table of content, a summary
of the consultant’s previous experience and qualifications, contact
details of referees, a timeline for all work activities, the
approximate number of monthly days to carry out the work, details of
costs and relevant appendices.
THE TENDERER MUST CONTAIN SPECIFIC DETAILS REGARDING THE FOLLOWINGS:
KNOWLEDGE AND EXPERIENCE:
* Demonstrated knowledge of data protection law and ability to
address the requirements and experience of similar, relevant projects
* Details of the account team who will manage this project
* The ‘value-added’ that the bidder can deliver as part of the
tender response
PROPOSED PLAN AND METHODOLOGY AND RISKS:
* Initial work required to gain in-depth knowledge of Threshold, its
services and organisational processes.
* How they will work with management to ensure all Threshold
policies and procedures are appropriately documented in line with best
practice
* On-going monitoring and review of the organisation’s processes
and procedures in relation to its position as data controller and data
processor, and reporting and advising on compliance on a regular
basis.
* On-going provision of advice to Threshold management and staff as
required in relation to specific queries that may arise on an ad hoc
basis.
* Risks associated with delivery of the programme of work and how
the bidder intends to mitigate against such risks;
* Indicative availability and work flexibility
COMMUNICATION OF SERVICE PROVISION:
* A process for measuring the tenderers performance in the delivery
of the service, communicated to Threshold on a regular basis during
the lifetime of the project.
COSTS AND RELATED:
* Proposed Cost Schedule
* Invoices and other billing documentation must be accurate, i.e.
correct contract prices including VAT, details of the services
rendered in the period, credit notes and payments
* Valid Tax Clearance Certificate
* Evidence of relevant insurances
DOCUMENTATION
Any further information required in relation to the Invitation to
Tender document.
TENDER ASSESSMENT WILL BE BASED ON THE FOLLOWING:
* Applicant’s ability to demonstrate a clear understanding of the
tender request.
* Applicant’s understanding of the DPOaaS needs of a small to
medium sized organisation such as Threshold, ideally in the not-for
profit sector
* Experience of having previously conducted similar projects.
* Quality of the tender document submitted, including clarity,
accessibility and simplicity of language.
* The project’s value for money and price competitiveness
TIMELINE AND BUDGET
The deadline for receipt of applications is 5 PM, FRIDAY, NOVEMBER
**APPLY ON THE WEBSITE**TH, **APPLY ON THE WEBSITE**.
The DPOaaS provider will be in place from Feb 1st **Apply on the
website** for an initial 2 year period, with built in reviews at 6
month intervals.
The fee will be inclusive of all costs (for example, administrative
costs, VAT and travel)
Price increases during the term of contract will not be accepted.
Please include two references from a similar recently completed
projects.
ALL ENQUIRIES SHOULD BE DIRECTED TO CORMAC LALLY, CHIEF OPERATING
OFFICER AT **APPLY ON THE WEBSITE**
GDPR
All parties agree to hold confidential all information, documentation
and other materials received, provided or obtained arising from their
participation in this process.
All the information requested from you and collected by Threshold
during this Tender application process is necessary and relevant to
the performance of the process. Threshold will treat all information
you supply with the utmost confidentiality and in line with current
data protection law.
If you have any questions about the use of your data during the Tender
process, or wish to know how your data will be treated during your
service with Threshold, please contact our *
We need : English (Good)
Type: Permanent
Payment:
Category: Others
