Privacy Policy

Airmid Therapies privacy policy

June 2026 version - Legal reference date 30 June 2026

Who we are and how to contact us

Airmid Therapies Ltd, trading as Airmid Therapies, is responsible for deciding how personal information is used for the clinic services covered by this notice. This is known as being the data controller.

Address: 27 Newtown Road, Cloughogue, Newry, Co. Down, BT35 8NN, Northern Ireland
Email: info@airmidtherapies.com
Telephone: 077 0838 2931
Website: www.airmidtherapies.com
Please address privacy enquiries to: Anne-Marie McQuaid

This notice explains how we use information about clients, people enquiring about treatments and website visitors.

Information we collect and where it comes from

We collect information you provide when you enquire, book, complete a consultation form, receive treatment or contact us. This may include your name, contact details, date of birth or age, appointment history, payment and receipt records, correspondence and marketing preferences.

For safe, suitable treatment, we collect relevant health and lifestyle information, such as medical conditions, medication, allergies, pregnancy, symptoms and treatment notes. Health information receives additional protection under data protection law. We ask only for information relevant to the service.

If someone books for you, they may give us your name and contact details. We check the details with you and provide this notice. Relevant information may also come from a parent, guardian or another practitioner with appropriate authority. Website and booking services may collect technical information such as your IP address and browser details.

Why we need information

We use information to answer enquiries, arrange appointments, assess treatment suitability, tailor sessions, record treatment and aftercare, take payment and issue receipts. If information essential for a safe treatment is unavailable, we may be unable to provide that treatment. Optional marketing consent is never a condition of receiving a service.

Our lawful reasons for using information

We follow the UK General Data Protection Regulation, the Data Protection Act 2018 and applicable privacy and electronic communications rules, including amendments in force by 30 June 2026 under the Data (Use and Access) Act 2025.

Contract — Article 6(1)(b): we use information necessary to take steps at your request before a booking and to provide the service agreed with you, including appointment administration, treatment and payment.

Legal obligation — Article 6(1)(c): we use information where necessary to meet applicable legal duties, including tax and accounting requirements and responding to valid legal demands.

Legitimate interests — Article 6(1)(f): we use information where necessary to manage enquiries, protect records and systems, handle complaints, maintain appropriate records and establish or defend legal claims. We balance these needs against your rights and reasonable expectations.

Consent — Article 6(1)(a): we use your consent for optional email newsletters and promotional messages. Where consent is required for website technologies, we also obtain it before their use.

Additional protection for health information

For health information needed to assess and provide complementary therapy, we ask for your explicit consent under Article 9(2)(a), alongside the relevant Article 6 basis above. We record that consent separately from marketing choices and treatment consent.

You may withdraw this consent at any time by contacting us. This does not affect previous lawful use. We will explain whether treatment can continue. Limited information may still be retained where necessary for legal claims under Article 9(2)(f), with an appropriate Article 6 basis. Withdrawal does not automatically require every existing record to be erased.

Who can access or receive information

Information is available only to authorised people who need it for their role. This may include your treating therapist and people administering appointments. Access to health notes is limited to what is necessary.

We use service providers to support booking and practice management, including Jane booking software, and may use providers for payments, email delivery, website hosting, IT support and secure storage. They receive only the information needed for their services. Providers acting on our instructions must have appropriate data protection contracts.

Where necessary, we may share relevant information with professional advisers, insurers, regulators or authorities for accounting, complaints, legal claims or legal duties. Sharing health information also requires an applicable Article 9 condition. We do not sell your personal information.

A practitioner operating a separate business may be responsible for their own records and should provide their own privacy notice. Renting a room at Airmid Therapies does not itself authorise access to clinic records. We explain relevant arrangements before a transfer or referral.

Storage and international transfers

We use appropriate organisational and technical measures to protect information, including controlled access and secure storage. Paper records, where used, are kept securely. People handling information must respect confidentiality. No system can guarantee absolute security.

If a provider stores information outside the UK, or permits access from another country, we check the applicable transfer rules. Restricted transfers require an appropriate UK adequacy arrangement or other lawful safeguards, such as approved contractual protections and any necessary assessment. Contact us for details of the countries and safeguards relevant to your information, including how to obtain a copy of safeguards.

How long we keep information

We keep information only for as long as reasonably necessary for its purpose, taking account of professional requirements, insurance terms, legal claims and legal duties. Records are then securely deleted or destroyed, or made anonymous.

Treatment records: our stated retention period is seven years from the last treatment. For someone treated while under 18, our stated period is seven years after their 18th birthday, or seven years after the last treatment if later.

Invoices and accounting records: we retain these for the applicable statutory period, normally six years from the end of the financial year to which they relate, with longer retention where tax rules require it.

Enquiries and routine correspondence: we retain these while the matter is active and for a proportionate period afterwards where needed to evidence advice, resolve a complaint or manage a potential claim. We assess the nature of the matter and any relevant limitation period.

Marketing records: we keep an active subscription until you unsubscribe or it is no longer needed. We may keep a minimal record of your opt-out so that we do not add you back to marketing lists. A legal dispute or investigation may justify keeping relevant records longer; we document why and review this need.

Newsletters and marketing choices

We send email newsletters, offers and news when you have opted in. You can unsubscribe at any time using the link in the email or by contacting us. Refusing or withdrawing marketing consent does not affect your treatment.

Appointment confirmations, reminders and essential service messages are separate from marketing. Unsubscribing from newsletters does not stop necessary messages about your booking. We do not use your health information to target marketing without separate explicit consent.

If information is lost or disclosed incorrectly

We assess suspected breaches, take steps to contain them and keep appropriate records. Where required by law, we notify the ICO without undue delay and, where feasible, within 72 hours of awareness. If a breach is likely to create a high risk to you, we also inform you without undue delay unless a legal exception applies.

Your data protection rights

Depending on the circumstances, you can ask to access your information, correct inaccurate or incomplete details, erase information, restrict its use or receive information you supplied in a portable electronic format. Portability applies to qualifying automated processing based on consent or contract. These rights have legal conditions and exceptions.

Your right to object: you can object to processing based on legitimate interests because of your particular situation. We must stop unless we can demonstrate overriding compelling grounds or need the information for legal claims. You can object to direct marketing at any time, and we will stop using your information for that purpose.

Where we rely on consent, you can withdraw it at any time. We do not make decisions about your treatment based solely on automated processing that have legal or similarly significant effects.

You can make a rights request verbally or in writing using our contact details. We normally respond free of charge, without undue delay and within one month. We may need proportionate proof of identity or authority. Where the law permits an extension, a pause for necessary clarification, a fee or refusal, we explain the reason and your options. For a permitted extension of up to two further months, we tell you within the initial month.

Children and people acting for others

We take extra care with children’s information and explain its use in a way they can understand. We assess understanding and authority when seeking consent or handling a request. Where appropriate, we involve a person with parental responsibility or another authorised representative. A parent, relative or person paying for treatment does not automatically have access to someone else’s records.

Website cookies and other technologies

Cookies and similar technologies may be used to operate website and booking features. Technologies requiring consent must remain off until you agree. Where a legal exception applies, we provide the required information and any required means to object.

Questions and complaints

You can complain about our use of your information by email, telephone or post using the details on page 1. We acknowledge data protection complaints within 30 days, investigate and respond without undue delay, keep you informed of progress and explain the outcome.

You also have the right to complain to the Information Commissioner’s Office. Its website explains how to raise a concern and the steps it expects you to take with us first: https://ico.org.uk/make-a-complaint/. You do not have to accept our outcome as final.

We review this notice when our practices or relevant law change. A revised notice will show its version date.