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Last updated: 16 October 2026
City Clinic (“we”, “us”, “the Clinic”) respects the privacy of patients, website visitors and people contacting us. This notice explains how we handle personal information in connection with our dental and medical services, appointments, website, communications and administration.
We process personal data under the EU General Data Protection Regulation (GDPR), the Data Protection Act 2018 and other applicable Irish healthcare and confidentiality requirements.
City Clinic is a trading name of My Clinic Plus Limited, which is the data controller for personal information processed by the Clinic. Certain visiting or independent practitioners may act as separate controllers for their own clinical activities; where this applies, their roles and contact arrangements are explained to patients.
Privacy requests: [email protected]; telephone 021 242 7230; postal address: East Village Medical Centre, Church Rd, E Douglas St, Douglas, Cork, T12 WF69, Ireland.
We may collect identity and contact details, date of birth, address, emergency contacts, parent/guardian details, appointment and correspondence records, billing information, and information provided in website or telephone enquiries.
For clinical care we may collect medical and dental histories, symptoms, diagnoses, medications, allergies, examinations, treatment plans, consultation notes, referrals, prescriptions, laboratory results, dental charts, scans, radiographs, clinical photographs, consent records and relevant communications with healthcare providers.
Our website and IT systems may process IP addresses, browser/device details, security logs, cookie choices, page interactions and advertising identifiers, subject to the controls described below.
Health information is special-category personal data. Where necessary for diagnosis, treatment, preventative care, clinical record keeping and healthcare management, we generally rely on Article 9(2)(h) GDPR together with applicable Irish law and professional confidentiality safeguards. Other Article 9 conditions may apply in particular circumstances, including explicit consent where required.
Consent to a medical or dental procedure is distinct from consent under data protection law; clinical consent does not automatically determine the lawful basis for processing patient records.
We process information to provide healthcare, assess and treat patients, maintain clinical records, manage appointments, issue reminders, arrange referrals and laboratory services, respond to enquiries, take payments, meet professional and legal duties, and secure our website and systems.
Depending on the activity, Article 6 lawful bases include: performance of a contract or steps taken at your request before a contract; compliance with legal obligations; legitimate interests in operating a secure and effective clinic; consent for optional activities where required; and vital interests in appropriate emergencies. An additional Article 9 condition is required for health information.
Where we rely on legitimate interests, we consider the impact on individual rights. Optional electronic marketing and non-essential tracking are subject to the relevant consent and electronic communications rules.
We obtain information directly from patients and their representatives, through appointment and contact channels, during consultations, and where appropriate from referring clinicians, hospitals, laboratories, diagnostic services and other healthcare professionals involved in care.
We do not sell patient records. Where necessary and lawful, we may share relevant information with treating clinicians, specialists, hospitals, dental and medical laboratories, diagnostic providers, payment providers, IT and hosting suppliers, professional advisers, insurers, regulators and public authorities.
Clinical information is subject to professional confidentiality and access restrictions. Disclosures are limited to what is necessary, and processors acting on our behalf are subject to appropriate contractual protections. Information may also be disclosed where required or permitted by law, including safeguarding and serious safety situations.
The Clinic uses electronic and/or paper systems for patient care, appointment management and administration. Patient information in these systems may include clinical histories, consultation notes, appointments, treatment records, images, correspondence and billing details. Access is restricted to authorised staff and clinicians with a legitimate need.
We use contact details to respond to enquiries, confirm and reschedule appointments, provide reminders and communicate about care. Routine messages contain no more sensitive information than necessary.
General website forms are intended for enquiries and appointment requests, not for transmitting detailed medical histories, diagnostic records or other highly sensitive documents unless a specifically secured process is provided. An enquiry is not a confirmed appointment. Our forms are protected by Google reCAPTCHA to prevent spam and abuse.
The website uses Google Tag Manager to administer website tags and uses Google Analytics, Google advertising/remarketing technology and Meta Pixel for statistics, advertising measurement and related purposes. These tools may process online identifiers, page interactions, browser details and advertising events depending on configuration.
Non-essential analytics and advertising tags and cookies do not activate before you give consent through our cookie banner. You can reject non-essential tracking and withdraw or change your preferences at any time.
Healthcare-related visits and activity are not used to create prohibited personalised advertising or remarketing audiences. The Clinic does not intentionally transmit diagnoses, treatment details, medical-history form contents, patient identifiers or sensitive appointment information to Google, Meta or other advertising platforms.
Cookie names, providers, purposes and durations are listed in our Cookie Policy.
The Clinic may publish educational material and information about its services on social media and may run advertisements. Platforms such as Meta process data under their own terms. We will not use identifiable clinical photos, testimonials or patient stories for publicity without an appropriate lawful basis and any required specific permission.
Marketing communications are sent only where permitted by law. You may opt out of direct marketing at any time. We do not use confidential patient health records for advertising profiling.
Some website, IT, communications or advertising providers may process information outside the European Economic Area. Where restricted international transfers occur, we use an appropriate GDPR transfer mechanism, such as an adequacy decision or Standard Contractual Clauses, together with supplementary safeguards where required.
We keep information for as long as needed for clinical care, patient safety, legal and professional obligations, complaints, accounting and appropriate medico-legal purposes. We apply different retention periods to different record categories.
Adult dental records are generally kept for a minimum of eight years after the last attendance under Dental Council guidance; special provisions apply to records of children and younger patients. Medical records follow a separately documented retention schedule appropriate to the record and applicable guidance. Financial, website enquiry, security log and marketing records are retained for their respective lawful periods. Records are securely deleted, destroyed or anonymised when no longer required.
We use proportionate safeguards such as role-based access, authentication, HTTPS, software maintenance, secure backups, staff confidentiality and controlled access to physical and electronic records. No system can guarantee absolute security.
We assess and document suspected personal data breaches and notify the Data Protection Commission and affected individuals when the GDPR notification thresholds apply.
Subject to legal conditions and exemptions, you may request access, rectification, erasure, restriction, portability, object to relevant processing, withdraw consent where relied upon, and exercise rights concerning qualifying solely automated decisions.
Requests can be sent to [email protected]. We may verify identity and will normally respond within one month, subject to lawful extensions. The right to erasure is not absolute and may be limited by clinical record-keeping and other legal obligations.
Patients may request copies of their medical or dental records. We verify identity and authority where appropriate, protect third-party confidentiality and assess any applicable legal restrictions. Requests concerning children or representatives are considered in light of the child’s rights, maturity and relevant law. Outstanding fees alone are not a reason to refuse a valid data access request.
We may process children’s contact details, clinical histories, treatment and appointment records, and relevant parent or guardian information. Confidentiality, consent and access requests are assessed according to the child’s age, maturity, rights and applicable professional and legal requirements; parents do not necessarily have unrestricted access to all information.
Radiographs, scans and photographs may be part of confidential clinical records when used for care. Any identifiable patient images proposed for social media, education or promotional use are assessed separately and require an appropriate lawful basis and any necessary specific consent. Declining optional promotional use does not affect access to treatment.
The Clinic does not ordinarily make legally or similarly significant clinical decisions solely through automated processing. If relevant automated decision-making is introduced, we will provide the required information. External websites and booking platforms have their own privacy notices and security arrangements.
We may update this policy when our services, systems or legal requirements change. The current version is published at cityclinic.ie/privacy-policy/ with its revision date.
For questions or complaints contact City Clinic, East Village Medical Centre, Church Rd, E Douglas St, Douglas, Cork, T12 WF69, Ireland; [email protected]; 021 242 7230. You may also complain to the Irish Data Protection Commission without contacting us first.
