Data Retention Policy

WHO WE ARE
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ReBalance Physiotherapy (“we”, “us”, “our”) is the data controller for the personal information you share with us. We are committed to handling your data responsibly and keeping it only for as long as necessary.
If you have any questions about this policy, or about how we use your information, you can contact us at:

Email: info@ReBalancePhysiotherapy.ie
Phone: 01 441 0100
Address: 3 Mount Street Lower, Dublin

WHY WE KEEP YOUR INFORMATION
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We keep your records for a number of important reasons:
• To provide you with safe, continuous care — your treatment history helps us give you the best possible service at every visit.
• To meet our legal obligations — Irish and EU law requires us to hold health records for minimum periods of time.
• To protect both you and us — records may be needed if a question or complaint arises about your treatment at a later date.

HOW LONG WE KEEP YOUR INFORMATION
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Your health and treatment records
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We keep adult patient records for a minimum of 7 years from the date of your last appointment with us.
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Records for patients who were under 18 at the time of treatment are kept until you turn at least 25 (that is, 7 years after your 18th birthday). This is because the law allows more time for younger people to raise concerns about their care.
Example: if you were treated with us aged 14 in 2020, your records will be kept until 2032.
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If you pass away, your records are kept for 8 years from the date of death.
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Enquiries and contact forms
If you contact us but do not go on to book an appointment, we will keep your details for a minimum of 7 years and then securely delete them.
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Appointment bookings
Booking information (your name, contact details, and appointment notes) is treated as part of your clinical record and kept for the same period as your health records above.
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Online account or patient portal
If you use our online booking portal, your account information is kept for as long as your account is active. If your account has been inactive for a minimum of 7 years and you have no open treatment with us, we will contact you before closing and deleting your account.
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Payment records
Records of payments are kept for a minimum of 7 years in line with our obligations to the Revenue Commissioners.
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Marketing emails and newsletters
If you have signed up to hear from us, we keep your details for as long as your subscription is active. If you unsubscribe, we keep a record of that for a minimum of 7 years so we do not accidentally contact you again.

YOUR RIGHTS
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You have rights over your personal data under the EU General Data Protection Regulation (GDPR). These include:
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The right to access your records.
You can ask us for a copy of the personal information we hold about you at any time. We will respond within one month.
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The right to correct your information.
If anything we hold about you is inaccurate or out of date, let us know and we will update it.
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The right to request deletion.
You can ask us to delete your information. We will always consider this request, but in some cases we are required by law to keep certain records and may not be able to delete them. We will explain this to you if it applies.
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The right to restrict how we use your data.
In certain circumstances you can ask us to limit what we do with your information while a concern is being resolved.
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The right to object.
If you feel we are using your information in a way that is not fair or justified, you have the right to object and we will review our approach.
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To exercise any of these rights, please contact us using the details above. There is no charge for making a request.

KEEPING YOUR DATA SAFE

We store your information securely, whether in paper or electronic form. When your records reach the end of their retention period, they are destroyed confidentially — paper records are shredded and electronic records are permanently
deleted.
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We do not sell your personal data to third parties. Where we share information (for example, with your GP or a specialist you have been referred to), this is done only with your knowledge or as required by law.

COMPLAINTS
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If you are unhappy with how we have handled your personal data, you have the right to make a complaint to the Data Protection Commission (DPC), the Irish supervisory authority for data protection.
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Data Protection Commission
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Website: www.dataprotection.ie
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Phone: 01 765 0100 or 1800 437 737

CHANGES TO THIS POLICY
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We review this policy periodically and will update it if our practices change or if required by law. The date at the bottom of this page will always show when it was last updated.
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Comments
Questions, comments, requests and complaints regarding this Policy and the information we hold are welcome and should be addressed to us at info@rebalancephysiotherapy.ie

‍All requests will be dealt with promptly and efficiently.

Last updated: June 2026