Privacy Policy

This privacy policy is meant to help you understand what information we collect, how we use it, what is it's purpose, how we manage and use your information and delete your information upon request.

When you subscribe to our mailing list, the only personal data that we collect and use is your Name and Email which is stored in our safe server.  We will not release your information to third parties without your consent.

The purpose of this data collection is to allow you to avail of the latest news, updates, courses, seminars, conferences and other resources and events. We only use your information to keep you up to date with our work in real time, and for you to be the one to avail of it.

If you choose to no longer receive any information from us, you can ask to unsubscribe from our mailing list, by contact us at info@halcyonenterprises.ie

The Site contains links to other websites, like links to social media platforms.  These sites may request information from you. In such instances, the collection and use of your personal information will be governed by the privacy policy applicable to that site. We do not control the privacy policies, contents or links that appear on these sites. We encourage you to review the privacy policies of any third party sites or services before providing any of them with your personal information.

Users of our Sites hereby understand that the tools, processes, strategies, materials and information presented on our Sites are copyrighted and proprietary, so users agree not to record, duplicate, distribute, teach or train from our information in any manner whatsoever without our express written permission. Any unauthorized use or distribution of our Sites proprietary concepts, materials, and intellectual property by you or your representatives is prohibited and Halcyon Enterprises Group and Halcyon Health Services Ltd. will pursue legal action and full damages if these terms are violated, in order to protect their rights.

These terms of use apply only to our websites.  We do not maintain, create, endorse or take any responsibility for the contents, advertising, products of other materials made available through any other sites, including those we link to.  Under no circumstances can we be held responsible directly or indirectly for any loss or damage caused to you, in connection with your use of any content, goods or services available on any other website.

Third party websites may link to our websites by permission only. Please contact us at info@halcyonenterprises.ie  to  ask for this permission. We reserve the right to rescind any permission granted to any person or organisation, that was previously approved, and to require the termination of any such links to our sites, at our discretion at any time.

When you choose to book a therapy session with us, you will need to provide us with the following personal Data:

- Name and Phone number (to secure booking and enable reminder texts)

- Email (automatic if the booking is made through our online booking system)

- Date of Birth (to confirm adult or minor status)

Once treatment starts, you will be additionally asked for a full medical history, the contact details for your GP, any medical red flags, any referral data, any relationship to other clients and you will also be asked to sign a consent form for treatment and retention of data.

On our company computer, we hold only the client name and their Chart numbers, for security of access only, should connectivity go down, or the booking system go offline.  No data is stored on mobile devices such as phones.

Our online booking system holds client Names, Chart Numbers, Contact Details, Medical red flags, referral data and any information pertaining to a relationship to other clients. It additionally holds payment history and appointment schedules.

Our Paper records hold all the above plus medical history, treatment notes, reports from clients relating to their condition, and correspondence relating to their case.

Our cloud-based online booking system is used to track and take bookings.  This has extensive encryption security built into it and complies with the General Data Regulation 2018.  This data is locked through a password system that is known only to the Therapist. This cloud-based system is run by a third party company and we encourage you to view their privacy policy.

Paper records are kept are kept manually in a locked filing cabinet in a locked room, the key to which is kept by the Therapist in a safe.

Client details are not saved into phones in order to ensure that numbers remain anonymous.

Our insurance provider requires us to retain all records for a period of 7 years after the final appointment, or in the case of minors, 7 years after their 18th birthday.

THE ONE EXCEPTION IS WHEN WE TAKE CARD PAYMENTS OVER THE PHONE, THE CARD NUMBER IS TYPED DIRECTLY INTO THE TERMINAL AND IS NEVER WRITTEN OR STORED ANYWHERE.

AMENDING DATA

A CHANGE OF NAME, ADDRESS, PHONE NO, EMAIL, DOCTOR, ETC. IS DONE BY THE THERAPIST IN THE CLINIC. ONCE THE CHANGE NEEDED HAS BEEN BROUGHT TO THE THERAPIST ATTENTION DIRECTLY BY A CLIENT OR BY ANY THERAPIST ON Behalf OF THE CLIENT, THE DATA WILL BE UPDATED ON THE Online BOOKING SYSTEM STRAIGHT AWAY AND SO IS THEIR PAPER RECORDS WILL BE PULLED AND THE UPDATE WILL BE MADE TO THIS FILE ALSO.

TRANSFERING DATA

UPON RECEIVING A Request From A CLIENT TO TRANSFER DATA TO ANOTHER THERAPIST, SOLICITOR, MEDICAL PROFESIONAL, A PHOTOCOPY OF THE PAPER RECORDS INCLUDING THE MEDICAL HISTORY AND TREATMENT HISTORY WILL BE SENT BY REGISTERED POST, WITH NO AMENDMENTS, TO THE ADDRESS PROVIDED BY THE CLIENT. THE CLIENT MUST SIGN IN A CONSENT FORM FOR TRANSFER Which STATED THE DATE, THE NAME, AND ADDRESS AT THE Recipients And ACKNOWLEDGEMENT OF Permission TO SEND.THIS WILL BE KEPT WITH THEIR ORIGINAL RECORDS, AS A RECORD OF TRANSFER AND REQUEST TO DO SO.

DESTROYING DATA

DATA WILL ONLY BE DESTROYED AFTER THE ALLOTED TIME FRAME AS QUOTED ABOVE.

THE ONLINE BOOKING SYSTEM CAN FULLY DELETE ANY DETAILS. THE CLIENT RECORDS IN QUESTION WILL BE ARCHIVED AS PER THEIR SYSTEM AND THEN DELETED COMPLETELY.

THE RECORD OF CLIENT NAME AND CHART NO LISTED IN OUR COMPUTER WILL CONTINUE TO BE LISTED WITH A HIGHLIGHTED NOTE INDICATING THE DATE OF ITS DESTRUCTION.

THE PAPER RECORD WILL BE REMOVED AND SHREDDED ON SITE THESE ARE BROUGHT HOME IN 2SEPARATE BAGS, ONE AT THE TIME, TO BURN IN A FIRE, CHECKING THAT ALL PAPER IS PROPERLY BURNED AND NOTHING IS REMAINING.

DATA BREACHES

A DATA BREACH IS WHEN OUR ONLINE SYSTEM HAS BEEN ACCESSED AT THE CORE OR IF OUR ACCOUNT HAS BEEN ACCESSED AT OUR LEVEL OR IF THE PERSON HAS GOT Access TO OUR PREMISES. IF OUR WORK PHONES ARE Accessed THEY HOLD NO RISK AS THEY HOLD NOTHING IN THEM. OUR PERSONAL SMART PHONES WHERE WE HAVE ACCESSED OUR ONLINE BOOKING SYSTEM POSE MORE OF A RISK AND SHOULD BE WELL LOCKED AND PROTECTED.

WE SHOULD BE NOTIFIED IF YOU Notice ANY UNUSUAL ACTIVITY ON OUR SITE AS SOON AS POSSIBLE AND WE WILL TAKE THE CORRECT MEASURE TO DO A FULL CHECK AND REMEDIATE THE PROBLEM.