Privacy Policy

Last updated: 11th September 2026

Mindology Wellness Centre (“Mindology”, “we”, “us” or “our”) respects your privacy and is committed to protecting your personal information.

This Policy explains what information we collect, why and how we use and share it, how long we keep it, and your rights under the General Data Protection Regulation (GDPR) and Irish data-protection law.

1. Who We Are

Mindology Wellness Centre provides therapy and wellness services from centres in County Kildare, Ireland.

Mindology is the data controller for personal information used in connection with our website, enquiries, therapist matching, administration, booking support, the Mindology Low-Cost Therapy Service, complaints and marketing.

Independent practitioners working from Mindology have separate responsibilities for information they collect and use within their own clinical practice.

2. Information We Collect

Depending on how you interact with us, we may collect:

• your name, contact details, age or date of birth where relevant;
• information submitted through enquiry or booking forms;
• information about the therapy or service sought;
• information you choose to provide about your mental or physical health, symptoms, circumstances or reasons for seeking therapy;
• information provided by a parent or guardian about a child or young person;
• appointment, referral and administrative information;
• correspondence with Mindology;
• information relating to complaints or concerns;
• marketing preferences; and
• website usage and cookie information.

We collect only information reasonably necessary for the relevant purpose.

3. Health and Special Category Information

Information about physical or mental health, and certain other sensitive information, may be special category personal data under GDPR. Where requested during an enquiry or booking process, this information is used only where relevant to understanding your enquiry, assessing the service sought or identifying an appropriate therapist.

Where required, we rely on your explicit consent. You do not need to provide more health information than reasonably necessary at the initial enquiry stage. You may withdraw consent at any time without affecting processing that was lawful before withdrawal. Other lawful grounds may apply where processing is required by law, for safeguarding or in other circumstances permitted by data-protection legislation.

4. How We Use Your Information

We may use personal information to:

• respond to enquiries and understand the service or therapist sought;
• identify an appropriate therapist and pass relevant information to a proposed or selected practitioner;
• arrange or support appointments and provide administrative services;
• operate the Low-Cost Therapy Service;
• communicate about services and respond to questions, complaints or concerns;
• maintain appropriate business and administrative records;
• meet legal, safeguarding, insurance or regulatory obligations;
• protect the safety, security and integrity of our services;
• operate and improve our website and manage cookies and analytics; and
• send marketing communications where you have chosen to receive them.

Therapy enquiry information is not used for marketing unless you separately consent.

5. Lawful Bases for Processing

Depending on the purpose, we may rely on:

Consent – including marketing consent and, where appropriate, explicit consent for special category information.

Contract or steps taken at your request – where information is needed to respond to or arrange a service.

Legitimate interests – where processing is reasonably necessary for Mindology’s operation and administration and does not override your rights and freedoms.

Legal obligation – where processing is required by law.

Where special category information is processed, an additional condition permitted under Article 9 GDPR will also apply.

6. Independent Practitioners

Most therapists and other professionals working from Mindology operate as independent practitioners.

Mindology may collect limited information at enquiry or referral stage to help connect you with an appropriate practitioner and may pass relevant information to that practitioner.

Once therapy begins, the practitioner is responsible for the personal and clinical information they collect and maintain, including clinical notes, assessments, therapeutic records, information disclosed during therapy and direct correspondence.

Mindology does not ordinarily hold or access the content of therapy sessions or clinical notes maintained by independent practitioners.

Practitioners are responsible for their own data-protection, confidentiality, professional and record-keeping obligations and may provide additional information about how they handle your data.

7. Mindology Low-Cost Therapy Service

The Low-Cost Therapy Service operates differently from therapy provided by independent practitioners and is delivered by supervised trainee therapists undertaking an approved clinical placement.

Mindology may hold limited contact, referral, booking and suitability information required to operate the service.

Clinical notes are maintained by the trainee therapist in accordance with placement, supervision, training-provider, professional and legal requirements.

Where appropriate, relevant information may be discussed with or accessed by the trainee’s clinical supervisor and/or training provider for supervision, training, safeguarding or professional purposes. Only information reasonably necessary for those purposes should be shared.

Trainee therapists are subject to confidentiality and data-protection requirements.

8. Children and Young People

Mindology provides access to certain services for children and young people. Where a parent or guardian makes an enquiry, we may collect relevant information about both the adult and the child or young person. Once therapy begins, how information is handled will depend on the child’s age, the service provided, consent arrangements and the practitioner’s professional responsibilities.

Practitioners working with children and adolescents will explain confidentiality, consent, record-keeping and parental or guardian involvement as appropriate.

Children’s personal information is handled with particular care and protection.

9. Sharing Your Information

Mindology does not sell personal information.

Where reasonably necessary, information may be shared with:

• a practitioner you have asked to contact or whom we propose as an appropriate therapist;
• trainee therapists, supervisors or training providers involved in the Low-Cost Therapy Service;
• public authorities where disclosure is required by law; or
• appropriate services where disclosure is necessary for safeguarding or another serious legal or safety obligation.

Providers acting on our behalf must handle information appropriately and only for authorised purposes.

We aim to share only the minimum information reasonably necessary.

10. Confidentiality and Safeguarding

Information provided to Mindology is treated confidentially, but confidentiality is not absolute. Information may be disclosed where required by law or where safeguarding, child-protection or other serious legal obligations arise. Clinical confidentiality within therapy is primarily governed by the therapist’s professional obligations and client agreement.

11. Marketing

Marketing consent is separate from consent relating to a therapy enquiry or booking, and you do not need to consent to marketing to access Mindology services.

If you choose to receive newsletters, updates or other marketing communications, you may withdraw consent at any time using the unsubscribe option provided or by contacting info@mindology.ie.

Withdrawing marketing consent will not affect your ability to access our services.

12. Cookies and Website Analytics

Our website uses cookies and similar technologies.

Strictly necessary cookies may operate without consent where required for the website or a service you request. Other cookies may be used for preferences, analytics, statistics, performance, marketing or advertising where applicable and will only be used where the required consent has been provided.

Our cookie controls allow you to accept, reject or manage non-essential cookies and change or withdraw your preferences at any time. The cookie-management tool provides up-to-date information about the cookies in use and their purposes.

Where analytics are used, they may collect information such as pages visited, approximate location, device or browser type, referring website, time spent on pages and general website interaction.

Rejecting non-essential cookies will not prevent access to the website’s core functions.

13. Third-Party Websites

Our website may contain links to external websites. Mindology is not responsible for the privacy practices of third-party websites. If you follow an external link, you should review that organisation’s privacy information.

14. International Transfers

Some organisations providing website, email, technology or other services to Mindology may process personal information outside Ireland or the European Economic Area (EEA). Where information is transferred outside the EEA, we will use an appropriate lawful transfer mechanism and safeguards required by GDPR, such as a European Commission adequacy decision or approved contractual safeguards.

15. Data Security

Mindology takes reasonable technical and organisational measures to protect personal information against unauthorised access, accidental loss, inappropriate disclosure, alteration or destruction. Access is limited to those who reasonably require the information for an authorised purpose. Although no electronic transmission or storage system can be guaranteed completely secure, we take proportionate steps to protect information entrusted to us.

16. How Long We Keep Information

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected and to meet applicable legal, professional, insurance or administrative requirements.

Retention periods depend on the type of information and factors including:

• why it was collected;
• whether an enquiry became an ongoing service;
• legal, regulatory or safeguarding requirements;
• the need to establish, exercise or defend legal claims; and
• any continuing legitimate administrative need.

Marketing information is retained until you unsubscribe or withdraw consent, although a minimal record may be kept to ensure your preference is respected.

Independent practitioners set and apply appropriate retention periods for their own clinical records.

Clinical records within the Low-Cost Therapy Service are retained in accordance with applicable placement, professional, training-provider and legal requirements.

Information no longer required will be securely deleted or anonymised where appropriate.

17. Your Data-Protection Rights

Depending on the circumstances, you may have the right to:

• be informed about how your information is used;
• access personal information held about you;
• correct inaccurate or incomplete information;
• request deletion or restriction of processing in certain circumstances;
• object to certain processing;
• receive certain information in a portable format where applicable;
• withdraw consent where processing is based on consent; and
• complain to the Data Protection Commission.

These rights are not absolute and may be subject to legal limitations.

To exercise a right relating to information held by Mindology, contact info@mindology.ie.

Where your request relates to clinical information held independently by your therapist, you should normally contact that therapist directly.

You may also complain to the Irish Data Protection Commission (DPC). Further information is available at www.dataprotection.ie.

18. Automated Decision-Making

Mindology does not use personal information for solely automated decision-making or profiling that produces legal or similarly significant effects.

Therapist matching may involve consideration of information you provide, but recommendations or suitability decisions are not made solely by an automated system.

19. Changes to This Policy

We may update this Privacy Policy to reflect changes in our services, website, technology or legal obligations.

The current version will be published on the Mindology website with the date of the most recent update.

20. Contact Us

For questions about this Policy or how Mindology handles personal information, contact:

Mindology Wellness Centre

Email: info@mindology.ie