Privacy Policy — Updated 22 October 2025 

This Privacy Policy ("Policy") explains how information about You (the data subject) is collected, used, and disclosed by your interactions with Us (the data controller). 

By consenting via our Consent Form / Waiver, you accept the terms and conditions of this Policy. 

This Policy applies to information disclosed by you to us for the purposes of maintaining a contemporaneous and comprehensive medical file. 

We are not responsible for the content or privacy practices on any other website/third party service provider not operated by Us to which our site (www.totalperformancephysioireland.com) links or that links to this site. 

We respect children’s privacy. All communications and collection of relevant data of children under the age of 16 will be solely directed through their parent/guardian. 

If you are under the age of 16, please do not submit any personal information to Us, and rely on a parent or guardian to assist you. 

Information Collection 

We can collect information from you, with your consent, directly in person, over the phone or via our online booking system. 

At your initial consultation we will seek the following : 

Name, 
Date of Birth, 
Phone Number, 
Email address, 

Name of your GP/Consultant/Referring Physician/Past or Relevant Medical History 

We will contact your GP/Consultant/Physician/Relevant Personnel only with your consent. This information will only be used as outlined below: Your details outlined above will only be used for the purposes of official correspondence as necessary between us, you and relevant medical personnel for medical reasons only. 

With your consent, we can forward relevant information to your personal trainer/coach/team manager, but ONLY with your prior consent. 

Your details outlined above will be used for the purposes of communication between us and you, us and your GP/Referring Consultant (only with your consent) and to send on relevant medical details/educational information/exercise programmes and for creating, rescheduling or cancelling appointment bookings and/or injury progress updates and to wish you a happy birthday. 

During appointment booking and/or before your appointment, you will be asked to provide us with certain personal information, such as your name, postal address(es), phone number, email address, gender, GP name/contact details, relevant medical history, occupation (and job description as relevant to your presenting complaint) and how you heard about us. This information is required to help us provide you with the best possible service in order to resolve your complaint as early as possible. 

In addition, we may also ask you for your country of residence and/or your organisation’s country of operation, so we can comply with applicable laws and regulations. These kinds of personal information may be required in some cases for billing purposes. If we encounter a problem in this regard at any stage your personal information may be used to contact you. 

In order to save time on the day of your appointment and to maximise our time with you, we aim to gather the majority of this relevant information via an online consent form in advance of your appointment. 

A copy of this consent form can be found here : https://forms.finger-ink.com/mcentee-physio/consent-form 

In addition to this, we securely process a deposit and collect your credit card details to hold on file in case any agreed fees become outstanding — for example, in the event of a late cancellation or if you miss an appointment without notice. 

No charge will be made during onboarding. Your card will only be charged if our cancellation policy applies or if a payment remains unpaid. 

Your card details are encrypted and securely stored using Stripe, a trusted and PCI compliant payment provider. Full disclosure & your consent is obtained via the above form in advance prior to proceeding to an appointment. 

Website Privacy Policy & Terms of Use 

This is the website of Total Performance Physio Ireland. We respect your right to privacy. The following discloses our data gathering and dissemination practices relating to this website. In order to fully understand your rights, we encourage you to read this Privacy Policy. By using this website, you signify and express your acceptance of this document. We are not responsible for the content or privacy practices of other websites. If you do not agree with, or you are not comfortable with any aspect of the Privacy Policy, your only remedy is to discontinue use of the website. We reserve the right to modify this Privacy Policy at any time. Each time you use this website you shall be bound by the then current Privacy Policy and accordingly you should review the Privacy Policy each time you use this website. 

Information We Collect via our Website/Over the Phone : 

Online Query – Name, Phone Number & Email 
Online Appointment Booking – Name, DOB, Email Address, Phone Number, Postal Address, you have the option of making an online payment, which can be made via a secure payment link hosted by Stripe. 
Phone Booking – Name, DOB, Email Address, Phone Number, Postal Address, and you also have the option of providing some brief background info re the nature of your injury if you so wish. If you choose to pay over the phone please be informed that we do not keep any payment details on file and use payment companies SumUp / Stripe for such transactions, who have the highest level of security for payment processing. See “Offline Collection Use and Disclosure” below. We may contact you in advance of your appointment should we require further information relevant to your complaint, or should there be a need to reschedule your appointment. 
Phone Query – Name and contact number/email address so we can call you back to discuss your query. 

All of the above information is stored securely on an encrypted database and used for the sole purpose of communication with you regarding your reason for making contact with us.

Squarespace, our website host, uses cookies and similar technologies on our website to operate and secure our services and to optimise your experience on our website, to view their Cookie Policy please visit www.squarespace.com. 

On visiting www.totalperformancephysioireland.com you are agreeing to accept the Squarespace cookie policy. 

Information Use and Disclosure Communications with You 

We may send you a service-related announcement on the rare occasions when it is necessary (for example, if we must temporarily suspend our service) Also, you may submit your email address for reasons such as to register for a contest or to sign up for email newsletters and special offers. If you submit your email address, We use it to deliver the information to you. We always permit you to unsubscribe or opt out of future emails. 

Transcription 

Automated Note Generation In line with Article 6(1)(f) and, where applicable, Article 9 of the General Data Protection Regulation (GDPR), we may temporarily record consultations using secure software for the legitimate purpose of generating accurate clinical notes. These recordings are processed in real-time and are not stored or retained once the clinical notes have been generated. This ensures your data is handled with the highest level of privacy. Only authorised healthcare professionals have access to the generated notes. You will be informed if a recording is taking place, and explicit consent will be requested when required under GDPR. 

External Use 

Except as otherwise set forth below, we do not sell, rent, trade, licence or otherwise disclose your specific personal information or financial information to anyone. 

We may disclose information to third parties (data processors) that perform specific functions on our behalf (the data controllers), such as name, date of birth and email address to process and deliver your exercise programme to you via third party software. This will only be disclosed with your consent and We will only disclose the information that is necessary for them to perform their service. 

Privacy Policies of all third party service providers that we work with can be found on their relevant websites. 

Our website host: Squarespace 

Exercise Prescription Software: Physitrack 

Practice Management Software: Cliniko, Cliniq Apps, Allie Clinics, ClinicNotesai, FingerInk EPOS/Online Payments: SumUp & Stripe 

Email: Google Workspace, Fyxerai 

Printing: HP

Where we store personal data 

We generally store personal data on servers located inside the European Economic Area. However, in certain cases it may be necessary for us to transfer certain data to servers located outside of the EU. It is important to be aware that the privacy protections in certain jurisdictions may not be equivalent to those in Europe. We only transfer your data outside the EEA where permitted by law and ensure that it is subject to appropriate protections. 

We may disclose personal information or financial information in response to requests from law enforcement officials conducting investigations; subpoenas; a court order; or if We are otherwise required to disclose such information by law. 

We also will release personal information where disclosure is necessary to protect our legal rights, enforce our Terms and Conditions or other agreements, or to protect ourselves or others. 

Data Security 

We take reasonable measures, including administrative, technical, and physical safeguards, to protect information about you from loss, theft, misuse, unauthorised access, disclosure, alteration, and destruction. 

Computers, tablets, iPads & other such devices are secure via password protected screen-lock, names are blanked out on the appointment schedule when visible to a patient, paperwork is stored in a secure cabinet until it is scanned to our secure cloud based system (Cliniko via Google Drive Scanning software) and then shredded before being disposed of for recycling. 

Over-the-phone payments are processed securely via SumUp whose Privacy Policy is available on their website. In the interest of confidentiality, We don't call your card number back to you for verification as there may be other persons present in the office, instead, we ask you (the client) to recall the card number for verification prior to processing. 

Opt Out/Corrections 

Upon your request, We will (a) correct or update your personal information; (b) stop sending emails to your email address; and/or (c) disable your account to prevent any future correspondence. 

We are legally obliged by law to retain your medical records (info relating to your injury/medical complaint only) for 7 years. You can make these requests by emailing us at totalperformancephysioireland@gmail.com. 

Please do not send your credit-card number or other sensitive information in an email or text. 

Offline Collection Use and Disclosure 

We also may collect information via phone (such as your name, date of birth, phone number and/or email address) for the purposes of confirming or changing an appointment booking. We will treat any information collected in this manner that is consistent with this Policy. 

One example involves someone calling Us to book an appointment or to ask questions in relation to making an appointment/seeking advice re an injury. When someone calls, we will ask only for the personal information we need in order to book the appointment or to answer the question as outlined above. When we need to store information, we will enter it into our database which has multi-level encryption. 

Updates to this Policy 

If we change or update this Privacy Policy, we will post changes and updates on Our website so that you will always be aware of what information we collect, use and disclose. We encourage you to review this Policy from time to time so you will know if the Privacy Policy has been changed or updated. If you have any questions about our Privacy Policy, or have any concerns with a certain aspect of our Privacy Policy please contact us at totalperformancephysioireland@gmail.com 

Data Controller : Total Performance Physio Ireland 
Data Processor : Cliniko, Physitrack, Squarespace, AIB, SumUp, Stripe, HP 
Data Subject : You, the patient 
For enquiries email : totalperformancephysioireland@gmail.com