PRIVACY POLICY

1. WHO WE ARE

Climate Cocktail Club is a purpose-driven community connecting and catalysing action on nature and climate through live and online events, gatherings and campaigns. This Privacy Policy explains how Climate Club Limited, trading as Climate Cocktail Club (“we”, “us”, “our”, or “the Club”), collects, uses, shares and protects your personal data when you visit our website, join our mailing list, attend or register for our events, or engage with us on social media.
We are the data controller responsible for your personal data. This policy is written to comply with the EU General Data Protection Regulation (Regulation (EU) 2016/679) (“GDPR”) and the Irish Data Protection Act 2018.
Our guiding principle is simple: we collect as little personal data as possible, and we keep it only for as long as we need it to keep you up to date on our events and activities. You can unsubscribe or ask us to delete your data at any time.

2. HOW TO CONTACT US
If you have any questions about this policy, wish to unsubscribe, or want to exercise any of your data-protection rights, please contact us at:
Organisation: Climate Club Limited (trading as Climate Cocktail Club)
Email: info@climatecocktailclub.org
Website: www.climatecocktailclub.org
We aim to respond to all privacy-related requests within one month, in line with GDPR.

3. What personal data we collect
Depending on how you interact with us, we may collect the following categories of personal data:

3.1 Information you give us
Contact details – such as your name, email address and, where you choose to provide it, your organisation, role, phone number or city.
Event registration details – information you provide when you register for or buy a ticket to a live or online event, including any dietary, accessibility or other requirements you tell us about.
Communications – the content of emails, messages, survey responses and feedback you send to us.
Newsletter and mailing-list preferences – the fact that you have subscribed and any preferences you have set.

3.2 Information we collect automatically
Website usage data – when you visit www.climatecocktailclub.org, our website platform (Wix) may automatically collect limited technical information such as your IP address, browser type, device information and pages visited, through cookies and similar technologies (see Section 9).

3.3 Information from events, recordings and social media
Photographs, audio and video – we film, photograph and record our live and online events (see Section 7).
Social media engagement – where you tag us, comment on, share or interact with our content on platforms such as LinkedIn, Instagram and others (see Section 6).
We do not intentionally collect special categories of personal data (such as data about health, political opinions or beliefs). Please do not send us such information unless it is strictly necessary (for example, an accessibility requirement for an event), in which case we will treat it with particular care.

4. How and why we use your personal data (lawful bases)
Under the GDPR we must have a lawful basis for processing your personal data. We rely on the following bases:

4.1 Your consent
To send you our newsletter and updates about our events and activities by email, where you have subscribed.
To use photographs, audio or video of you captured at events, in the ways described in Section 7.
You can withdraw your consent at any time, without affecting the lawfulness of processing carried out before you withdrew it (see Sections 7, 8 and 10).

4.2 Performance of a contract
To register you for an event, issue and manage your ticket, and provide you with the information you need to attend.

4.3 Legitimate interests
Where it does not override your rights and freedoms, we may rely on our legitimate interests to:
respond to your enquiries and communicate with you about the Club;
keep records of our supporters and attendees so we can keep them up to date on events and activities;
promote our events and mission, including by sharing content from our events on social media; and
maintain the security and proper functioning of our website.

4.4 Legal obligation
Where we are required to process your data to comply with a legal or regulatory obligation.
Importantly, we keep your data only for the purpose of keeping you up to date on our events and activities. We do not sell your personal data, and we do not use it for unrelated purposes.

5. Live and online events
When you register for or attend one of our live or online events, we collect the registration details described in Section 3 in order to manage your attendance and keep you informed. Online events may be hosted on third-party platforms (for example, video-conferencing or webinar services); when you join, your interaction is also subject to that platform’s own privacy policy.

All tickets to our events are issued subject to our Terms & Conditions, which include a term permitting us to film, photograph and record the event for our own use. You may opt out of appearing in our recordings – see Section 7.

6. Social media: LinkedIn, Instagram and other platforms
We maintain a presence on social media platforms, including LinkedIn and Instagram, and may use others from time to time. Through these platforms we:
publish posts, event listings and LinkedIn Events to promote our activities and invite people to take part;
share photographs, video and other content from our events; and
tag, re-share, or respond to content where you or others tag us, mention us, or engage with our posts on Instagram, LinkedIn and other platforms.
If you tag us, comment on our posts, register for a LinkedIn Event we host, or otherwise interact with us on social media, that engagement (including your username, profile name and public comments) may be visible to us and to others, and we may re-share or reference it in connection with our events and campaigns. If you would prefer that we did not share or tag content featuring you, please let us know at info@climatecocktailclub.org and we will remove or untag it where we are able to.
Please note that each social media platform is an independent data controller for the data it holds about you and processes it under its own privacy policy, which we do not control. We recommend you review the privacy and cookie settings of any platform you use.

7. Filming, photography and recording
Our events are documented and celebrated. By purchasing a ticket and attending a live or online event, you acknowledge that, as set out in our ticket Terms & Conditions, we may film, photograph and audio-record the event, and that you may appear in that material. We use these recordings to promote the Club and its mission – for example on our website, in newsletters, in presentations and on social media.

7.1 How to opt out
You can opt out of appearing in our recordings. To do so, you can:
tell a member of our team or event host before or during the event that you do not wish to be filmed or photographed;
position yourself away from designated filming areas at a live event, or keep your camera off and use a chosen display name at an online event; and/or
contact us afterwards at info@climatecocktailclub.org to ask us to remove or blur footage or images featuring you.
Where you opt out in advance we will make reasonable efforts to ensure you do not feature in material we publish. Where you ask us to remove existing material, we will manually remove or edit it as soon as we reasonably can, subject to technical limitations of third-party platforms on which it may already have been shared.

8. Unsubscribing and deletion of your data
You can unsubscribe or request deletion of your data at any time. You can do this by:
clicking the “unsubscribe” link at the bottom of any of our marketing emails; or
emailing us at info@climatecocktailclub.org with your request.
When you unsubscribe or ask to be removed, your details will be manually deleted from our records. We keep personal data only for as long as it is needed to keep you up to date on our events and activities; once you unsubscribe, or where your data is no longer needed for that purpose, we delete it, except where we are required to retain limited information to comply with a legal obligation or to keep a record of your request not to be contacted.

9. Cookies and our website
Our website is hosted on the Wix platform. Wix and our website may use cookies and similar technologies to make the site work, to keep it secure, and to understand how visitors use it. Cookies are small text files stored on your device.
Where required, we will ask for your consent to non-essential cookies. You can control or delete cookies through your browser settings, and you can withdraw consent at any time. Disabling some cookies may affect how the website functions.

10. Your data-protection rights
Under the GDPR, you have the following rights in relation to your personal data:
Right to be informed – about how we use your data (this policy).
Right of access – to receive a copy of the personal data we hold about you.
Right to rectification – to have inaccurate or incomplete data corrected.
Right to erasure – to ask us to delete your data (“the right to be forgotten”).
Right to restrict processing – to ask us to limit how we use your data.
Right to data portability – to receive your data in a portable format.
Right to object – to object to processing based on our legitimate interests, and to direct marketing at any time.
Rights around automated decision-making – we do not use your data for automated decision-making or profiling.
Right to withdraw consent – at any time, where we rely on your consent.
To exercise any of these rights, contact us at info@climatecocktailclub.org. We will not charge you for making a request and will respond within one month.

11. Who we share your data with
We do not sell your personal data. We share it only with trusted service providers who help us operate, and only as necessary. These may include:
Website and data hosting – our website and stored data are hosted on the Wix platform and secure cloud infrastructure.
Event and ticketing tools – platforms used to register attendees, issue tickets and host online events.
Email and communication tools – services used to send our newsletters and updates.
Social media platforms – such as LinkedIn and Instagram, as described in Section 6.
These providers act as our data processors and are required to keep your data secure and use it only on our instructions. We may also disclose data where required by law.

12. International transfers
Some of our service providers (for example, Wix and social media platforms) may store or process data outside the European Economic Area (EEA). Where this happens, we rely on appropriate safeguards – such as the European Commission’s Standard Contractual Clauses or an adequacy decision – to ensure your data receives an equivalent level of protection.

13. How we keep your data secure
We store your data in secure cloud environments and take appropriate technical and organisational measures to protect it against unauthorised access, loss or misuse. Access to personal data is limited to those who need it to run the Club’s events and activities. No method of transmission or storage is completely secure, but we work to protect your data and to review our practices regularly.

14. How long we keep your data
We keep your personal data only for as long as necessary to keep you up to date on our events and activities, or as required by law. If you unsubscribe or ask us to delete your data, we will manually remove it from our active records, keeping only the minimum information needed to honour your request or meet a legal obligation.

15. Children
Our events and communications are intended for adults (18 and over). We do not knowingly collect personal data from children. If you believe we have inadvertently collected data relating to a child, please contact us and we will delete it.

16. Complaints
If you have a concern about how we handle your personal data, we would like the chance to resolve it – please contact us first at info@climatecocktailclub.org. You also have the right to lodge a complaint with the Irish supervisory authority:
Data Protection Commission (Ireland)
Website: www.dataprotection.ie
Address: 21 Fitzwilliam Square South, Dublin 2, D02 RD28, Ireland

17. Changes to this policy
We may update this Privacy Policy from time to time to reflect changes in our practices or the law. The latest version will always be available at www.climatecocktailclub.org, and the “Last updated” date at the top shows when it was last revised. Where changes are significant, we will take reasonable steps to let you know.

Climate Club Limited t/a Climate Cocktail Club · www.climatecocktailclub.org