This is the website Privacy Notice of Optima Health(‘we’, ‘us, ‘our’).

At Optima Health, we take your privacy seriously. This Privacy Notice explains what personal information we collect, how we use it, and your rights in relation to your personal data. We encourage you to read this notice carefully. Should you have any questions, please contact our Data Protection Officer (DPO) at the details provided below.

This notice is aligned with our obligations under the General Data Protection Regulation (GDPR), the ePrivacy Directive, and applicable Irish data protection laws.

Who We Are

Optima Health specialises in delivering occupational health services. We collect and process personal data as necessary for our operations and service delivery.

Data Controller

Optima Health is the controller of the personal data processed. You can contact us through our website www.Optimahealth.ie or by mail at:
Optima Health
Elm Court,
Boreenmanna Road,
Cork.T12 HHW2

Contacting Our Data Protection Officer

In compliance with Article 37 of the GDPR, we have appointed a Data Protection Officer (DPO). If you wish to contact our DPO regarding any data protection queries or to exercise your rights, you can reach them by email at dpo@optimahealth.ie or at the above address.

 

Data Protection

We take our responsibility to protect your data seriously and will not collect any personal information about you on this website without your clear knowledge and permission. Any personal information which you volunteer to us will be treated strictly in accordance with the General Data Protection Regulation (GDPR) and the

Data Protection Acts 1988-2018. Where data is submitted it will be used for the stated purpose and any reasonably incidental purposes only.

We do not sell or distribute your personal information to third parties for purposes of allowing them to market products and services to you.

Communicating via the internet and sending information to you by other means necessarily involves your personal information passing through or being handled by third-parties.

The Information We Collect

We collect various types of personal data, including but not limited to:

• Name
• Residential address and contact details
• Date of birth (for identification purposes)
• Medical information (e.g., medical questionnaires, reports) with your consent
• Information provided by third parties, such as referral letters from employers

We only use your data for the specific purpose you have consented to.

How We Collect Your Information

• We collect information directly from you or from third parties with your informed consent. This may include:
• Information you provide to us (e.g., via medical forms, consultations, or online submissions)
• Information provided by third parties with your permission (e.g., your employer or GP)

Legal Basis for Processing

We process your personal data based on the following lawful bases:

• Processing is necessary for the purpose of occupational medicine, the assessment of your working capacity, medical diagnosis, or management of health services.
• Processing is necessary to meet obligations under employment law.
• Processing is required for public health reasons or for an insurance policy, health insurance and/or occupational pension.
• Processing is necessary for reasons of public interest in the area of public health
• Processing is based on your consent where required.

 

How We Use Your Information

We use your personal data to:

• Assess your fitness for work and employment suitability
• Fulfil our legal obligations (e.g., for health and safety)
• Provide services to you in the context of occupational health
• Retain medical records to ensure continuity of care and legal compliance

 

Who We Share Your Information With

We may share your information with:

• Authorised representatives (e.g., your GP or employer) with your consent.
• Third parties with whom: (i) you have consented us to share your information i.e. your employer, (ii) you ask us to share your information i.e. your GP/Specialist, and (iii) onward referrals with your consent i.e. specialist, x-ray etc
• Our Occupational Health Network and service providers supporting our operations
• Statutory bodies or law enforcement, as required by law
• Healthcare professionals and medical consultants
• Business or joint venture partners

Where We Store Your Information

Physical files are stored securely at our premises, and electronic files are stored on secure servers or in the cloud. Some data may be transferred outside the European Economic Area (EEA) to service providers, with appropriate safeguards in place to protect your privacy rights.

Data Retention

Optima Health follows legal and regulatory requirements for data retention. Health records will be retained for at least 10 years, with longer retention periods for specific cases, such as health surveillance records for exposure to carcinogens, which must be retained for 40 years.

Cookies and Tracking Technologies

Our website uses cookies to enhance your browsing experience and to collect certain statistical information. Cookies are small text files that are placed on your device when you visit a website. We use cookies to analyse trends, administer the website, and understand user interactions. Some cookies are essential for the functionality of the website, while others require your consent.
For more detailed information about the types of cookies we use and how we manage them, please refer to our Cookie Policy.

Your Data Protection Rights

Under data protection law, data subjects have certain rights. Subject to certain restrictions, which are set out below, you can exercise these rights in relation to your personal data we process.

• Right to be informed about how we process your data
• Right of access to the personal data we hold about you
• Right to rectification of inaccurate or incomplete data
• Right to erasure (in certain circumstances)
• Right to data portability (obtain a copy of your data in a transferable format)
• Right to object to processing of your personal data and the right to withdraw consent;
• Right to restrict processing of your data (in certain circumstances)

To exercise any of your rights, please contact us at dpo@optimahealth.ie . We reserve the right to request you to provide additional information in order to enable us to identify your personal data and/or to verify your identity. Your request will be addressed within 30 days.

Restriction of data subject rights in certain circumstances

Article 23 of the GDPR allows for data subject rights to be restricted in certain circumstances. In addition, the 2018 Act contains certain provisions dealing with the restriction of rights of data subjects, in particular Sections 59, 60 and 61, which give further effect to the provisions of Article 23. Further information can be found HERE.

Security of Your Data

We take appropriate technical and organisational measures to safeguard your data from unauthorised access, alteration, or disclosure. While we take every precaution to protect your data, we cannot guarantee the security of information transmitted via email or the internet.

Transfers Outside the EEA

Limited to data subjects based in the UK or Northern Ireland; we may transfer your data to service providers located in the UK or Northern Ireland (outside the EEA). We will only transfer data when it is subject to adequate safeguards, ensuring your privacy rights are protected.

For data subjects based in Ireland; we will not transfer your data outside of the EEA.

Right to Lodge a Complaint

You have the right to lodge a complaint with the relevant Data Protection Authority if you feel we have not complied with the regulatory requirements regarding your personal data.

Ireland – Data Protection Commission
Data Protection Commission
21 Fitzwilliam Square South
Dublin 2
D02 Rd28
Telephone – 01 7650100 / 18000437 737 09:30 – 13:00 and 14:00-17:30 (Monday – Friday) Online – https://forms.dataprotection.ie/contact

 

UK – Information Commissioner’s Office
https://ico.org.uk/make-a-complaint/
Helpline – 0303 123 1113

Governing Law and Jurisdiction

This Privacy Notice and any disputes arising from it shall be governed by the laws of Ireland and are subject to the exclusive jurisdiction of the Irish courts.

Further Information

Should you have any queries regarding this notice or our practices relating to the website or your dealings with the website you can contact us by;

Mail: Optima Health,
Elm Court,
Boreenmanna Road,
Cork
T12 HHW2

Phone: 0818 989 322

Email: Dpo@optimahealth.ie

Changes to this Privacy Notice
We may update this notice periodically. The most recent version will always be available on our website. This privacy notice was last updated 22nd October 2025.