Last Updated: October 2025
Introduction
Function First Rehab (“we,” “our,” or “us”) respects your privacy and is committed to protecting your personal data. This Privacy Policy explains how we collect, use, store, and protect your information when you use our website or services.
Information We Collect
Personal Information You Provide
When you use our services or contact us, we may collect:
- Contact Details: Name, email address, phone number, postal address
- Health Information: Medical history, injury details, treatment goals, physical assessment data
- Booking Information: Appointment dates, service preferences, payment information
- Account Information: Username, password (encrypted), communication preferences
- Communication Records: Correspondence via email, phone, WhatsApp, or in person
Information Collected Automatically
When you visit our website, we automatically collect:
- Technical Data: IP address, browser type, device information, operating system
- Usage Data: Pages visited, time spent on site, click patterns, referral sources
- Location Data: Approximate geographic location (city/region level)
- Cookies: See our Cookies Policy for detailed information
Information from Third Parties
We may receive information from:
- Healthcare Providers: Referral letters, medical reports (with your consent)
- Insurance Companies: Claim information (with your authorization)
- Payment Processors: Transaction confirmation (they process payment details, not us)
How We Use Your Information
We use your personal data for the following purposes:
Providing Healthcare Services
- Conducting assessments and treatments
- Creating personalized rehabilitation programs
- Tracking your progress and outcomes
- Communicating about your appointments and care
Business Operations
- Processing bookings and payments
- Managing your account and preferences
- Responding to enquiries and support requests
- Sending appointment reminders and follow-ups
- Improving our services and website
Marketing Communications (with your consent)
- Sending newsletters and health tips
- Informing you about new services and classes
- Sharing relevant educational content
- Promoting special offers or events
Legal and Compliance
- Maintaining health records as required by law
- Protecting against fraud and abuse
- Complying with regulatory requirements
- Defending legal claims
Legal Basis for Processing
We process your data based on:
- Consent: Marketing communications, non-essential cookies
- Contract Performance: Providing therapy services you’ve requested
- Legal Obligation: Maintaining medical records, health and safety compliance
- Legitimate Interests: Improving services, website analytics, fraud prevention
How We Share Your Information
We do not sell your personal data. We may share your information with:
Service Providers
- Cliniko: Practice management and appointment scheduling
- Payment Processors: Secure payment processing (we don’t store card details)
- Email Service Providers: Sending communications and newsletters
- Website Hosting: Storing website data securely
- Analytics Tools: Google Analytics (anonymized data)
Healthcare Professionals (with your consent)
- Your GP or referring physician
- Other healthcare providers involved in your care
- Insurance companies for claims processing
Legal Requirements
- When required by law or court order
- To protect our rights or the safety of others
- In connection with business transfers or mergers
All third parties are required to protect your data and use it only for specified purposes.
Data Security
We implement robust security measures:
- Encryption: SSL/TLS encryption for data transmission
- Access Controls: Limited access to authorized personnel only
- Secure Storage: Encrypted databases and secure servers
- Regular Audits: Security assessments and vulnerability testing
- Staff Training: All staff trained in data protection
- Physical Security: Secure premises and locked filing cabinets
Data Retention
We retain your data for:
- Clinical Records: 7 years from last appointment (healthcare requirement)
- Financial Records: 6 years (tax and accounting requirements)
- Marketing Consent: Until withdrawn or 3 years of inactivity
- Website Data: Up to 24 months (analytics)
After retention periods expire, we securely delete or anonymize your data.
Your Rights
You have the right to:
- Access your personal data
- Correct inaccurate information
- Request deletion of your data
- Object to processing
- Restrict processing
- Data portability
- Withdraw consent
- Lodge a complaint with the Data Protection Commission
To exercise these rights, contact: [email protected]
Children’s Privacy
Our services are not intended for children under 16 without parental consent. If treating a minor, we require parental/guardian authorization and maintain appropriate safeguards.
International Transfers
We primarily store data within the EU. Any international transfers comply with GDPR requirements through appropriate safeguards.
Changes to This Policy
We may update this Privacy Policy periodically. Changes will be posted on this page with an updated revision date. Significant changes will be communicated via email.
Contact Us
For questions about this Privacy Policy or how we handle your data:
Email: [email protected]
Phone: 089 449 1706
Address: Function First Rehab, Longford Arms Hotel Leisure Centre, Main St, Townparks, Longford, N39 X4H6, Ireland
To lodge a complaint:
Data Protection Commission
21 Fitzwilliam Square South, Dublin 2, D02 RD28, Ireland
Phone: +353 (0)761 104 800
Website: www.dataprotection.ie
