Privacy policy

Last updated: 12 September 2026

Munster Menopause Clinic, operating at Tallow Family and Women’s Clinic, respects your privacy and is committed to protecting your personal data. This notice explains how we use personal data collected through this website and when you contact or receive care from us.

Who is responsible for your data?

Munster Menopause Clinic is the data controller for the personal data described in this notice.

Munster Menopause Clinic
Tallow Family and Women’s Clinic
Barrack Street, Tallow, Co. Waterford, P51 YY7X
Telephone: 058 61686
Email: menopause@tfwc.ie

Information we collect

When you submit an appointment request, we collect your name, email address, telephone number, Eircode, how you heard about us, requested appointment type and any preferred appointment date or time you provide. An appointment request may also reveal information about your health because it shows that you are seeking menopause care.

Please do not include symptoms, medical history or other clinical information in the appointment request form. If you proceed with an appointment, the clinic will collect the additional information needed to provide healthcare through its separate patient-registration and clinical-record processes.

When you use the website, our systems may process limited technical information, such as your IP address, request time and information needed to deliver and protect the service. We do not use this information to make decisions about your care.

How and why we use your information

We use personal data to:

• receive, review and respond to appointment requests;
• contact you to arrange, confirm or change an appointment;
• provide healthcare and maintain appropriate clinical and administrative records if you become a patient;
• keep the website and booking service secure, prevent misuse and troubleshoot failures;
• meet our legal, regulatory and professional obligations; and
• establish, exercise or defend legal claims where necessary.

Depending on the circumstances, we process ordinary personal data because it is necessary to take steps at your request before providing services, to meet a legal obligation, or for our legitimate interests in operating a safe and effective clinic. Where we process health data, we do so where necessary for the provision or management of healthcare by professionals who are subject to confidentiality obligations, or under another condition permitted by applicable law. Where the law requires consent for a particular use, we will ask for it separately. You may withdraw that consent at any time without affecting earlier lawful processing.

How the online appointment request works

The website is hosted using Amazon Web Services (AWS). An appointment request is transmitted securely through AWS and sent using Amazon Simple Email Service to the clinic’s dedicated Google Workspace address at menopause@tfwc.ie. Authorised clinic staff use that inbox to respond.

The booking system does not retain your name, email address, telephone number, Eircode, referral source or appointment preferences in its booking database. It stores a protected request fingerprint and delivery status for up to seven days to prevent duplicate submissions. A protected network identifier used to limit misuse expires after approximately 30 minutes. Operational logs are retained for a limited period and are configured not to record the contents of your appointment request.

Who receives your information?

Access is limited to authorised clinic staff and healthcare professionals who need the information for their work. We may also share relevant information with laboratories, specialists, healthcare providers or professional advisers where this is necessary for your care, with your knowledge where appropriate, or where the law permits or requires it.

We use service providers, including AWS for website hosting and email transmission and Google Workspace for clinic email. These providers process information on our behalf under contractual and security obligations. We may disclose information where required by law, to protect a person’s vital interests, or to establish, exercise or defend legal claims. We do not sell personal data.

International transfers

We choose service configurations in Ireland or the European Union where available. Some service providers may process personal data outside the European Economic Area. Where this happens, we require an approved transfer mechanism and appropriate safeguards, such as an adequacy decision or the European Commission’s standard contractual clauses, as applicable.

How long we keep information

We keep personal data only for as long as necessary for the purpose for which it was collected and to meet legal, regulatory, professional and insurance requirements. Appointment-request emails are kept only while needed to arrange and administer your care. If you become a patient, relevant information may form part of your clinical or administrative record and will be retained in line with the clinic’s record-retention obligations. Requests that do not lead to an appointment are deleted when they are no longer needed for follow-up or accountability.

When deciding how long to retain information, we consider its nature and sensitivity, the reason it was collected, the risk of harm from unauthorised use, and applicable legal or professional requirements.

How we protect information

We use appropriate technical and organisational safeguards designed to protect personal data against accidental loss and unauthorised access, use, alteration or disclosure. These include encrypted connections, restricted access, private cloud storage, access controls, anti-abuse measures, backups and service monitoring. Access to clinic systems is limited according to role and confidentiality obligations.

No internet service can guarantee absolute security. If a personal-data breach occurs, we will assess it, take appropriate action and notify the Data Protection Commission and affected individuals where required by law.

Your data-protection rights

Subject to applicable law, you may ask us to:

• give you access to your personal data;
• correct inaccurate or incomplete information;
• erase information or restrict how it is used;
• provide certain information in a portable format;
• honour an objection to processing based on legitimate interests; or
• withdraw consent where processing relies on consent.

Some rights are limited where we must retain or use information to provide healthcare or comply with legal and professional duties. To make a request, contact us using the details above. We may need to verify your identity before acting on it.

You may also complain to the Irish Data Protection Commission at www.dataprotection.ie. We would appreciate the opportunity to address your concern directly first.

Cookies and external links

This version of the website does not use advertising or analytics cookies. Essential technical storage may be used where strictly necessary to provide or secure a feature. If we introduce optional cookies or similar technologies, we will update this notice and request consent where required.

The website may link to services operated by other organisations. Their privacy notices apply when you use those services.

Changes to this notice

We may update this notice when our services, providers or legal obligations change. The current version and its update date will always be published on this page.