Privacy Policy

Web Privacy Policy - Special Olympics Ireland

Introduction

The mission of Special Olympics Ireland (SOI) is to provide year-round sports training and athletic competition in a variety of Olympic-type sports for children and adults with an intellectual disability, giving them continuing opportunities to develop physical fitness, demonstrate courage, experience joy, and participate in a sharing of gifts, skills, and friendships with their families, other Special Olympics athletes, and the community.

Special Olympics Ireland is a registered charity (registered charity number CHY 7556).

This policy relates to our privacy practices in connection with the SOI website. We are committed to ensuring that personal data (also called “personal information”) that we collect, process, and use is managed with the highest standards of security and confidentiality, strictly in accordance with:

• The Data Protection Acts 1988 and 2003 (Ireland)
• The Data Protection Act 2018 (UK)
• The General Data Protection Regulation 2016/679 (“GDPR”)

Location of the SOI Web Privacy Policy

The SOI Web Privacy Policy is available via the “Privacy Policy” link at the bottom right of each page of the Special Olympics Ireland, and our Ireland Games website here

Overview of This Policy

Our Web Privacy Policy explains our approach to data protection and covers the following areas:

• Introduction
• Location of the SOI Privacy Policy
• Terms and Conditions
• Scope of Our Privacy Policy
• What Information Does SOI Hold on Me?
• Disclosure of Who We Share Your Information With
• Security of Information
• Your Rights
• Changes to Our Privacy Policy
• How to Contact Us
• How to Contact the Data Protection Commissioner
• Cookie Policy

Terms and Conditions

Your use of the SOI website is bound by our Terms and Conditions of Use for the Special Olympics Ireland Website.

This Privacy Policy is a statement of our Web Privacy Policy and commitment to data protection and is not subsidiary to the Terms of Use document. In the event of a conflict between this Privacy Policy and the Terms of Use, the Terms of Use shall prevail.

A link to the Terms of Use is published under Information on our Special Olympics Ireland website and at the bottom right of our Ireland Games website.

Scope of Our Privacy Policy

This Privacy Policy explains how we collect personal information via the website and how we use it. SOI’s Web Privacy Policy forms part of our overall General Data Protection Policy, which is available under Resources on our Special Olympics Ireland website.

Please read this policy carefully. We are not responsible for the content or privacy practices of other websites. Any external links to other websites are clearly identifiable.

What Information Does SOI Hold on Me?

This Privacy Policy explains the purposes for which personal data are processed and the legal basis for that processing.

Collection and Use of Technical Information

A cookie is a small piece of data that a website asks your browser to store on your computer or mobile device. Cookies allow a website to “remember” your actions or preferences over time.

More information about the nature and use of cookies on the SOI website platform may be found on the DotNetNuke (DNN) website (external link).

How May I Decline Cookies?

The legal basis for processing cookie information on our website is consent obtained by implication.

Most browsers provide a “privacy” option within their settings, allowing you to:

• Accept cookies
• Refuse cookies
• Delete cookies
• Manage third-party cookies
• Control cookies from specific websites

Note: If you do not allow websites to save cookies, most websites requiring sign-in will not function correctly. Declining cookies or requesting notification each time a cookie is sent may affect your experience of the website.

Types of Cookies Used

Like many websites, SOI uses session cookies, which are transferred to your device for the duration of your visit.

• SOI does not set first-party cookies
• We use third-party services that set their own cookies (e.g. Google Analytics)
• Session cookies are used to track progress through the website and maintain data security and integrity

Use of Technical Information

Some technical information is used to create anonymised summary statistics that help us to:

• Assess the number of visitors to our website
• Identify frequently accessed pages
• Improve website usability

This information is anonymised prior to publication and may be included in the Special Olympics Ireland Annual Review, available under Resources on our website.

For general web browsing, no personal information is revealed. However, statistical information available via our internet service provider may include:

• IP address
• Top-level domain name (e.g. .ie, .com, .org)
• Browser type (e.g. Chrome, Firefox, Safari)
• Internet address used to link to our site
• Date and time of access

Please see the Cookie Policy page for further details.

Direct Marketing and Profiling

We do not utilise automated decision-making processes.

We will not use your personal data for direct marketing (including profiling) without your explicit consent. Some marketing emails include tracking functionality to help assess campaign performance.

• Consent is obtained through an opt-in
• Marketing emails include an unsubscribe option

You have the right to object to processing for direct marketing (including related profiling) at any time and free of charge.

Collection and Use of Personal Information

We collect personal information when you register or complete an online form on the website. This may include non-sensitive personal data and children’s data.

During registration, and with your prior consent, you may provide information such as:

• Name
• Email address
• Subscription preferences

Personal Information Categories

Website User Records

We process personal information when a website user:

• Expresses interest in SOI events or activities
• Subscribes to SOI Updates or the CONNECT newsletter
• Registers for events online

Consent is obtained via an opt-in.

Financial Records

This includes personal information provided by donors who make financial contributions to SOI.

We do not process personal information for donations made:

• By text
• Online

These donations are processed by third-party providers such as Idonate, LIKECHARITY and Stripe.

We process personal information for donations made by:

• Direct debit
• Post
• Cheque, bank draft, money order, or bank lodgement

Consent is obtained via an opt-in.

Personnel Records (Volunteers)

This includes personal information provided by volunteers.

• Volunteers under 18 require parental or guardian consent
• Documentation is processed as part of the volunteer application process

When applying to become a volunteer, we request references and conduct vetting as required by law:

• Ireland: National Vetting Bureau Acts 2012–2016
• Northern Ireland: Safeguarding Vulnerable Groups (NI) Order 2007

No volunteering can commence until vetting has been completed and approved.

We also process personal information when:

• Volunteers create profiles for re-vetting
• Volunteers register for SOI events or activities

Other Records

We process personal information when:

• A complaint is made
• An enquiry is submitted

Contact details are shared internally as appropriate to resolve the issue.

Retention Periods

We retain personal information only for as long as necessary for the purpose for which it was collected or as required by law.

Retention decisions are based on:

• Historical value
• Legal or regulatory requirements
• Good practice
• Administrative or operational needs

Disclosure of Who We Share Your Information With

We may share personal information with data processors acting on our behalf. Appropriate Data Processor Agreements are in place to ensure safeguards.

We do not share personal information without consent unless permitted by law, legitimate business interest, or contractual necessity.

Examples of Data Recipients

Transfers of Personal Information Outside Europe

In some cases, personal data may be shared within the wider Special Olympics organisation, including regions outside the EEA.

• Privacy protections may differ outside Europe
• Transfers occur only where permitted by EU law
• Safeguards such as model contractual clauses are used

SOI uses:

• An Irish-based membership management platform
• A UK-based fundraising CRM platform

We do not rely on the EU–US Privacy Shield Framework.

Security of Information

We apply industry-standard technical and organisational safeguards.

• All SOI laptops and USB keys are encrypted
• Physical security measures are in place
• Confidential destruction of waste paper is enforced
• Staff and volunteers receive data protection training

You are encouraged to protect your information by keeping login details confidential and using strong passwords.

Your Rights

Under the GDPR, you have the right to:

1. Access
2. Rectification
3. Erasure (“right to be forgotten”)
4. Restrict processing
5. Object
6. Refuse automated decision-making or profiling
7. Data portability

You may withdraw consent at any time where consent is the legal basis for processing.

Children may consent to internet services in accordance with Irish law and not below age 13.

Changes to Our Privacy Policy

We keep this Privacy Policy under regular review. Updates will be published on this webpage.

Continued use of our services after changes come into force constitutes acceptance of the revised policy.

How to Contact Us

Data Controller: Special Olympics Ireland
Contact: Data and Records Manager, Operations

Address:
Special Olympics Ireland Central Office
National Sports Campus
Snugborough Road
Dublin 15, D15 PC63
Ireland

Contact Details for the Data Protection Commissioner

Address:
Canal House, Station Road
Portarlington, Co. Laois
R32 AP23, Ireland

Email: info@dataprotection.ie
Telephone: +353 57 868 4800
Website: dataprotection.ie