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Privacy Notice – Coolmine Therapeutic Community – Sober October Campaign

1. Introduction

At Coolmine Therapeutic Community, we respect your right to privacy and are committed to protecting your personal data. This Privacy Notice explains how we collect, use, and safeguard your information when you participate in the Sober October fundraising challenge, visit our website soberoctober.ie, or interact with us in connection with this event.

We process your personal data in accordance with the General Data Protection Regulation (EU) 2016/679 (“GDPR”), the Data Protection Acts 1988–2018, and other relevant Irish and EU data protection law.

This Notice sets out:

  • The types of personal data we collect,
  • How and why we use your data,
  • The lawful bases on which we process your data,
  • How long we keep your data,
  • How we protect your data, and
  • The rights you have in relation to your data.

By registering for Sober October, making a donation, or otherwise engaging with the campaign, you acknowledge and agree that your personal data will be processed in line with this Notice.

2. Categories of Data We Collect

We may collect the following types of data:

  • Contact details (e.g. name, email, phone number).
  • Registration details (e.g. name, email, phone number, eircode)
  • Donation details (if donating ).
  • Communications (queries, support requests, feedback).
  • Technical data (IP address, device/browser information, cookies).
  • Free text – optional – You should not include personal data about other people. You should not provide information about your own health or other special category data
  • Uploading photos – optional – You should not upload photographs of other individuals without their knowledge and consent. You should not include images or text that disclose special category data (such as health information) as Coolmine does not have a legal basis to process this information.

3. Purposes, Legal Bases, and Retention

Purpose of ProcessingLegal BasisRetention Period
Set up and maintain your Sober October fundraising profile (registration, account)Performance of a contract (necessary to deliver the service)Duration of the campaign + up to 12 months for audit/review purposes
Process donations, payments, and issue confirmationsLegal obligation (charity/tax law compliance); Legitimate interest (records)7 years (to comply with charity/tax and accounting regulations)
Send newsletters, promotional materials, and fundraising appealsConsent (you may withdraw at any time)Until consent is withdrawn, or up to 24 months after last interaction
Respond to queries, complaints, or support requestsLegitimate interest (support and participant care)For as long as needed to resolve the issue, then up to 24 months for record purposes
Technical operation of the website (cookies, analytics, fraud prevention, security)Legitimate interest (site performance and security); Consent (non-essential)Session duration for functional cookies; up to 24 months for analytics, unless user withdraws consent

4. International Transfers

Some of our service providers (for example, payment processors, cloud storage, or email providers) may transfer or store your personal data outside the European Economic Area (EEA). Where this occurs, we ensure that appropriate safeguards are in place, such as:

  • An adequacy decision from the European Commission confirming equivalent data protection standards;
  • Standard Contractual Clauses (SCCs) approved by the European Commission; or
  • Other legally recognised transfer mechanisms that ensure your data is protected to EU standards.

5. Security

We use appropriate technical and organisational measures to protect your personal data, including SSL encryption, restricted access, and secure storage. Please note, however, that no system can guarantee complete security.

6. Your Rights

Under data protection law, you have the following rights:

  • Right to be informed – to know how we collect and use your personal data.
  • Right of access – to request a copy of the personal data we hold about you.
  • Right to rectification – to correct inaccurate or incomplete personal data.
  • Right to erasure (“right to be forgotten”) – to request that we delete your data where there is no legal or legitimate reason for us to continue processing it.
  • Right to restrict processing – to ask us to limit how we use your data in certain circumstances.
  • Right to data portability – to request that your data is provided in a machine-readable format so it can be transferred to another provider (where applicable).
  • Right to object – to object to our use of your data for direct marketing or other processing based on legitimate interests.
  • Rights relating to automated decision making and profiling – we do not carry out automated decision making or profiling.

To exercise any of these rights, please contact us using the details below. You also have the right to lodge a complaint with the Data Protection Commission (www.dataprotection.ie).

7. Contact Us

If you have any questions or concerns about how your personal data is handled, or if you wish to exercise your rights, please contact us:

  • Email: soberoctober@coolmine.ie
  • Telephone – 01 699 1587

 Last revise date – July 8, 2026