Privacy Policy
Last updated: October 2026
1. Who We Are
Midlands Physio & Back Pain Clinic is the trading name of Midlands Physio Clinic Ltd, a company registered in Ireland.
Midlands Physio Clinic Ltd is the data controller responsible for the personal information described in this policy.
Contact details:
Midlands Physio & Back Pain Clinic
Church Street, Cartronkeel
Moate, Co. Westmeath, Ireland
Email: hello@midlandsphysio.ie
Telephone: 090 646 6761
2. Information We Collect
Depending on how you interact with us, we may collect:
• Your name, contact details and date of birth
• Appointment and booking information
• Relevant medical history and health information
• Physiotherapy assessment, treatment and exercise records
• Information provided through pre-assessment forms
• Website enquiries and correspondence
• Email subscription preferences and consent records
• Programme purchase and access information
• Technical information relating to website use
Health information is classified as special category personal data under GDPR and receives additional protection.
3. How We Use Your Information
We use personal information to arrange appointments, provide physiotherapy services, maintain clinical records, communicate about your care, respond to enquiries, deliver requested resources, manage programme purchases and meet applicable legal and professional obligations.
Where appropriate, we also use information to improve our website and services and to send marketing communications where we have a valid legal basis.
We process personal information under the applicable GDPR lawful bases, including where necessary to provide requested services, comply with legal obligations, pursue legitimate interests or act on consent.
Clinical health information is processed under the applicable additional conditions for special category data, including where necessary for the provision of healthcare by a professional subject to confidentiality obligations.
4. Physiotherapy Appointments and Clinical Records
Clinical Records and Information Security
We use Cliniko to manage appointments, pre-assessment information and electronic clinical records.
Some patient information and clinical records may also be retained in paper format at the clinic. Paper records are stored in a locked filing cabinet within a locked room.
We take appropriate measures to protect personal and health information against unauthorised access, loss, misuse or disclosure. Access to clinical records is restricted to authorised individuals.
Clinical records are retained in accordance with applicable legal, professional and data protection requirements and the clinic’s documented retention arrangements.
5. Website Enquiries
When you contact us through our website, we use the information provided to respond to your enquiry and, where requested, help arrange an appointment.
Please avoid including detailed or sensitive medical information in general website enquiry forms.
6. Free Guides and Email Communications
We use MailerLite to deliver requested resources and manage email communications.
If you request a free guide, we use your information to provide that guide.
Where you separately choose to receive educational or promotional emails, we may contact you with information about physiotherapy, exercise, running, clinic services and online programmes.
You can unsubscribe from marketing emails at any time using the unsubscribe link provided.
Requesting a free guide does not automatically mean you have agreed to receive unrelated marketing communications.
7. Online Programmes and Payments
We use ThriveCart to process purchases of our online programmes and provide access to purchased content.
Information such as your name, email address, purchase details and programme access may be processed for these purposes.
Payment details are handled through the relevant checkout and payment providers rather than through our general website enquiry form.
8. Service Providers and Sharing Information
We do not sell your personal information.
We use service providers to help operate the clinic and website, including Cliniko, MailerLite, ThriveCart and our website hosting and security providers.
Where providers process personal information on our behalf, appropriate data protection arrangements must be in place.
Some providers may process information outside the European Economic Area. Where this occurs, we rely on applicable lawful transfer mechanisms and safeguards.
[Before publication: confirm the relevant providers, processing arrangements and international transfer safeguards.]
9. Data Retention
We retain personal information for as long as necessary for the purposes for which it was collected, taking account of applicable legal, professional and regulatory requirements.
Retention arrangements differ depending on the information involved, including clinical records, website enquiries, programme purchases, email subscriptions and technical records.
[Before publication: insert the clinic’s actual retention periods or clearly defined review criteria.]
10. Security
We use Cliniko to manage appointments, pre-assessment information and electronic clinical records.
Some patient information and clinical records may also be retained in paper format at the clinic. Paper records are stored in a locked filing cabinet within a locked room.
We take appropriate measures to protect personal and health information against unauthorised access, loss, misuse or disclosure. Access to clinical records is restricted to authorised individuals.
Clinical records are retained in accordance with applicable legal, professional and data protection requirements and the clinic’s documented retention arrangements.
11. Cookies and External Services
Our website may use cookies and similar technologies for essential website functions and, where applicable, analytics or external content.
Non-essential cookies and services requiring consent will not be activated before the appropriate consent has been obtained.
Our website may include embedded services such as Google Maps and MailerLite forms. Further information is available in our Cookie Policy.
12. Your Data Protection Rights
Depending on the circumstances, you may have the right to:
• Access personal information we hold about you
• Request correction of inaccurate information
• Request erasure or restriction of processing
• Object to certain processing activities
• Request data portability where applicable
• Withdraw consent where processing is based on consent
Some rights are subject to applicable legal and professional requirements, including those relating to clinical records.
To exercise your rights, contact hello@midlandsphysio.ie.
You may also lodge a complaint with the Irish Data Protection Commission at www.dataprotection.ie.
13. Changes to This Policy
We may update this Privacy Policy to reflect changes in our services, technology or legal obligations. The latest version will be available on our website.
Advertising and Meta Pixel
With your consent, we may use Meta Pixel, a tracking technology provided by Meta Platforms, to understand how visitors interact with our website after viewing our Facebook or Instagram advertisements, measure advertising performance and help us improve our campaigns.
Depending on the configuration, this may involve collecting information about website visits, pages viewed, browser or device information and interactions with our website.
Information collected through Meta Pixel may be shared with Meta and processed in accordance with applicable data protection arrangements, including safeguards for international data transfers.
We do not intentionally send patient clinical records, medical information entered into forms or appointment details to Meta for advertising purposes.
You can change or withdraw your consent for marketing tracking through our website’s Cookie Settings.
Website Analytics
With your consent, we use Google Analytics, provided by Google, to understand website traffic and use and to help improve our website. Google may process technical information about your visit, including browser and device information and the pages visited, under its applicable privacy and data-processing arrangements. This may involve processing outside the European Economic Area.
Our theme does not send enquiry form contents, patient clinical records or appointment details to Google Analytics. Google advertising signals and advertising personalisation are disabled in the theme’s Analytics configuration.
You can decline Analytics without affecting access to the website, and change or withdraw your consent through Cookie Settings in the footer. For further information about Google’s processing, see Google’s Privacy Policy.