Candidate Privacy Notice
Purpose of this Notice
At Coolmine Therapeutic Community, we are committed to protecting the privacy and personal data of individuals engaging with our recruitment process. This notice outlines how we collect, use, share, and protect your personal information during your application process, in line with data protection regulations, including the General Data Protection Regulation (GDPR).
Information We Collect
To manage recruitment activities effectively, we process relevant categories of personal data. This may include:
Personal identifiers: Full name, address, date of birth, contact details, PPS number.
Application data: CVs, employment and education history, reference details, qualifications.
Identity verification: Passport, utility bill, or birth certificate.
Work eligibility information: Nationality or work permits in accordance with Irish employment laws.
Diversity data (optional): Racial or ethnic background, collected only for anonymised statistical reporting where applicable.
How We Obtain Your Data
We collect data through several channels:
• Information provided directly by you during the recruitment process.
• Data supplied via third-party recruitment partners acting on behalf of Coolmine.
• References from previous employers (with your consent).
• Verification checks where required.
Why We Use Your Data
We use your data to:
• Communicate with you throughout the recruitment stages.
• Facilitate interview arrangements and assessment processes.
• Verify credentials, qualifications, and right to work.
• Issue employment offers and prepare contracts, if your application is successful.
Coolmine Therapeutic Community may also use anonymised data for internal reporting or to meet external stakeholder requests (e.g. funding bodies or research institutions).
Who Has Access to Your Information
Access to your personal data is limited to:
• Coolmine HR and recruitment staff directly involved in the hiring process.
• Interview panels and independent assessors.
• Administrative staff responsible for onboarding.
• Verified external agencies working under data-sharing agreements.
All parties are required to comply with relevant confidentiality and data protection obligations.
How We Keep Your Information Secure
We implement robust technical and organisational measures to protect personal data from unauthorised access, disclosure, alteration, or destruction. All Coolmine staff receive data protection training and are bound by strict confidentiality agreements.
Our Legal Basis for Processing Your Data
Coolmine Therapeutic Community processes your personal data on the following grounds:
• Article 6(1)(e) GDPR – processing is necessary for the performance of a task in the public interest or in the exercise of official authority.
• Article 6(1)(b) GDPR – processing necessary for taking steps prior to entering into a contract.
Special category data (e.g. health data or ethnicity) is processed under:
• Article 9(2)(h) GDPR – for the purposes of health or social care management, where relevant to our services or employment criteria.
Data Retention
Your information will only be retained for as long as necessary for recruitment purposes and in accordance with our internal retention schedules and legal obligations.
Your Data Protection Rights
Under data protection law, you have the following rights:
• Access your data (subject access request).
• Request correction or deletion of inaccurate/incomplete data.
• Restrict or object to processing in specific circumstances.
• Request a copy of your data in a portable format.
• Lodge a complaint with the Data Protection Commission if you feel your data rights have been breached.
How to Exercise Your Rights
| Your Rights | How to exercise your rights |
|---|---|
| a right to get access to your personal information | You can access your personal records by making a subject access request (SAR). It is also sufficient to write to the coolmines Data Protection officer. It is important that you provide satisfactory evidence of identification and a sufficient description of the data that you are looking for. |
| a right to request us to correct inaccurate information, or update incomplete information; | You have the right to correct inaccurate information or update incomplete information does not apply to campaign application information (Employment / Education History and competencies) due to the nature of the applicants having a defined timeframe to provide information for assessment To request rectification of personal information please contact the data protection officer or please make contact to the HR@coolminetc.ie and request a Right to rectification/Erasure form. |
| a right to request that we restrict the processing of your information in certain circumstances; | Please make contact with the Data protection officer by email on DPO@coolminetc.ie |
| a right to request the deletion of personal information | Please make contact with the Data protection officer by email on DPO@coolminetc.ie |
| a right to object to us processing your personal information in certain circumstances; | Please make contact with the Data protection officer by email on DPO@coolminetc.ie |
| a right to lodge a complaint with the data protection commission. | https://www.dataprotection.ie/en/individuals/exercising-your-rights/complaints-handling-investigations-and-enforcement-individuals |
Third-Party Sharing
We may share relevant personal data with:
• Recruitment support agencies working on our behalf.
• Interview assessors or external panel members.
• Statutory bodies such as the Workplace Relations Commission (WRC) or professional registration bodies (e.g. CORU), when required under law.
Only data necessary for these functions will be shared, and appropriate safeguards are in place.
Contact Us
For any questions or to exercise your rights, contact:
Coolmine Therapeutic Community – Data Protection Officer
Email: DPO@Coolminetc.ie
Phone: 01 699 1587
Address:
Data Protection Officer,
Unit 1, Block 8,
Blanchardstown Corporate Park,
Dublin,
D15EE9T