Data Protection

All requests for a copy of records must be received in writing. To receive a copy of your own and/or your baby’s healthcare record, we suggest that you complete the routine access request form below and we will send you the records within 30 calendar days. FOI requests should be processed within 20 working days and data protection requests within 30 calendar days.  However, there are some circumstances where it may take longer.  We will advise you of this and of your rights of appeal under the legislation.

You can send your request in writing or complete the Routine Access Request Form.doc  (click to download Word version)

Your request needs to contain the following:

• Your name at the time you were a patient, if it differs from your present name
• Your date of birth
• Your address at the time of treatment
• Details of the information you are looking for (for example, requesting a copy of your maternity record relating to the birth of your baby on January 5th 2002)
• Your present home address and telephone contact details
• A photocopy of photo ID – either your passport or your driving licence.  Please note that your ID must match the name on the records you are seeking, otherwise we may require you to provide us with further details
• If you are currently pregnant please include this information
• Any additional information which you feel is important to your request

You can send your request to us by post to:

Routine Access Section,
Quality and Patient Safety Department,
The Rotunda Hospital,
Parnell Square,
Dublin 1.

By e-mail to: [email protected]

Important

If you will be leaving the country before your records are expected to be ready, you must ensure that we have up to date contact details for you, including a phone number so that we can contact you as we process your request.  You may either consent to us sending your records to a postal address in Ireland if you are happy for someone else to receive your records or we can send them to you abroad.

Allowing somebody else to access your records:

• There may be times when you want somebody else to access your records, for example, your GP, consultant or a family member.
• We will only give your records to someone else when we have your consent to do so.
• Requests should be made as stated above, but we must also receive a letter signed by you, stating that you give your consent to the release of the records.
• We will also need a copy of your passport or driving licence.
• We may contact you about the request to release your records.

How long will the request take?

We will try to have your records ready for you in 30 days.  However, sometimes it can take longer.  We will send you an acknowledgement letter when we start to process your request, which will give you an indication of the timeframe.  Please give us as much notice as possible.

How will I get the records?

Your records will be released to you by encrypted email or regular post.

You can email your request to [email protected]

For any queries about accessing records, please call 01 817 1751.

You have a right to access the information we hold about you. Requests can be made in writing to the Quality and Patient Safety Department, The Rotunda Hospital, Parnell Square, Dublin 1 or by email [email protected].  

You also have the right under the Freedom of Information Act 2014 to access information held by public bodies. You have the right to request access to any information held by the Hospital, subject to exemptions set out in the Act.  An application form can be downloaded here  or you can send your request by email to [email protected].

Please be advised, during your in-patient stay you will NO longer meet with a member of the birth notification team as all required details for birth registration purposes is sent directly to the civil registration services.

However, if there are any details unavailable to us, you will receive a phone call from a member of our team.

To register your baby in Dublin, Wicklow or Kildare you will need an appointment. There is now an online appointment system in place, to avail of this service, please logon to www.HSE.ie Civil Registration Service (births, deaths & marriages) and follow the prompts.

To register baby anywhere else in the country, contact your preferred Civil Registration Office as they may have a walk-in service.

NB: For marriages not registered within the Republic of Ireland, you must provide your original marriage certificate and if necessary a certified translation at the time of registration.

DAHR Registration contact details:

[email protected]

The Rotunda Hospital believes that all patient information has been provided to us confidentially and you may not be given access to another person’s records.  Applications for the personal information of someone who is deceased are only processed under the Freedom of Information Act. Each request is considered based on the information provided.

The death certificate of the deceased must accompany the request along with proof of your relationship.

You can send your request to us by post to:
Freedom of Information Section,
Quality and Patient Safety Department,
The Rotunda Hospital,
Parnell Square,
Dublin 1.

By e-mail to: [email protected]

Fees:

Fees may apply for some personal records, for example copies of x-rays.  Once we commence working on your request we will be in contact with you regarding any fees that may apply.

Making a payment:

• Do not send cash in the post
• Cheques and postal orders can be made payable to “The Rotunda Hospital”
• Cash payments accompanied with your letter outlining fees will be accepted at the Patient Accounts Department in the Hospital

How long will the request take?

Your request should be processed within 28 calendar days.  However, there are some circumstances where it may take longer.  We will advise you of this and of your rights of appeal under the legislation.

The Freedom of Information (FOI) Act allows for members of the public to make applications for their own personal records, the records of others and the corporate documents of the organisation.

It also allows for records to be amended and for you to have reasons for decisions explained to you.

Data protection law ensures that we will only use the personal data and information you give to us or that is created while you are attending the hospital only for the purpose that you intended i.e. providing you with the best care while you are pregnant and following the birth of your baby. We are required to keep your records safe, accurate and up to date.

The Rotunda Hospital is committed to processing all personal data in compliance with prevailing Data Protection legislation. We prioritise safeguarding personal data and employ robust measures to ensure the security, confidentiality, and integrity of all patient information, accessed strictly by those with a legitimate cause.

Information we collect and how we use it
Our healthcare team—including doctors, midwives, and nurse maintain comprehensive records regarding your health and care, documented both on paper and in electronic formats. Medical information related to your care, including pregnancy and newborn data, is securely managed within the HSE’s Maternity & Newborn Clinical Management System (MN-CMS) housed on HSE Owned secure network.

Data Categories Collected
The personal data we collect includes but is not limited to:
Contact information (e.g., name, address, date of birth, next of kin, and GP details)
Medical records, such as visit history, health assessments, test results, and treatment notes
Information from external referrals, appointments, hospital admissions, and completed forms
This data is essential for ensuring high-quality, safe, and effective care. Please keep us updated with any changes to your information to facilitate accurate and timely service.

Data Retention
Your information is retained on the MN-CMS only for legally mandated periods as outlined in the HSE’s Record Retention Policy, available on the HSE website.

Use of Personal Data in Direct and Indirect Care
Our primary use of your information is to deliver and coordinate care, ensuring that healthcare professionals have access to accurate and up-to-date information to assess and provide appropriate treatment. This includes sharing necessary information with other healthcare providers directly involved in your care, such as your GP, unless you object.

For indirect care purposes, we may use your information to:
Review and enhance the quality of services provided
Forecast service requirements
Manage complaints and legal claims
Fulfill financial billing processes
Compile performance statistics and conduct audits
Support health research through anonymized data
We only conduct research using identifiable data with your explicit consent, as approved by the Rotunda Research Ethics Committee. Aggregated data may be shared with entities like the National Treatment Purchase Fund (NTPF).

Data Sharing and Legal Obligations
In specific situations, we may share your information without consent to meet legal obligations, such as:
Registering births with the General Register Office
Preventing serious harm to you or others
Complying with court orders
Supporting the investigation of severe crimes
Meeting public health reporting requirements (e.g., for infectious diseases)

Appointment Reminders and CCTV  
To assist in managing appointments, we may use your phone number to send SMS reminders. You may opt-out of this service by contacting us. Additionally, we employ CCTV on hospital premises to protect individuals and property and to ensure a safe environment. CCTV recordings are retained only as legally necessary, with disclosures strictly limited to legal requirements.

Data Security
We prioritise the security and confidentiality of your data through advanced protective measures. While we take extensive precautions to secure data, complete security cannot be guaranteed. We continuously review and enhance our security protocols as new technologies emerge.

Your Rights and Data Accuracy   
You have rights regarding your personal data, including the right to access, correct, or request the deletion of your data. You may also restrict or object to its processing or sharing. While we will respect these rights, we will inform you of any potential implications for your care. Please contact the Freedom of Information Unit at 01-817-1751 or [email protected]  if you believe any information we hold is inaccurate.

Our Data Protection Officer (DPO) is available to address any concerns regarding data management, risks, or incidents. For queries or complaints, please contact the DPO at [email protected]  or 01-817-6811. If unsatisfied with our response, you may file a complaint with the Data Protection Commissioner (www.dataprotection.ie).

Accessing Your Records  
You have the right to access your personal data. Requests can be submitted in writing to The Freedom of Information Unit, The Rotunda Hospital, Parnell Square, Dublin 1, or by email to [email protected]. Additionally, under the Freedom of Information Act 2014, you may request information held by the hospital, subject to legal exemptions. An application form can be downloaded here.

Updates to Our Privacy Statement 
This Privacy Statement is reviewed periodically and may be amended without prior notice. We encourage regular reviews of this statement to stay informed on how we protect and manage your data.

Online Privacy Notice
The Rotunda Hospital is committed to respecting and safeguarding your privacy rights. All personal data processed by the Hospital staff is managed in strict adherence to applicable Data Protection legislation. This Privacy Policy explains how we collect, use, and protect any personal data you provide when you visit our website.
By accessing this website, you acknowledge and agree to the terms outlined in this Privacy Policy.

Privacy Statement
This Privacy Policy outlines how the Rotunda Hospital processes personal data collected through the official website, www.rotunda.ie.

The Rotunda Hospital is dedicated to protecting the privacy rights of all patients, staff, and visitors. We uphold stringent measures to ensure the fundamental rights and freedoms of individuals are preserved and safeguarded. This Policy also describes the choices available to you as a user regarding our use of your personal information, along with your rights to access, correct, or delete any data held by the Hospital.

Collection and Use of Personal Information on the Rotunda Hospital Website
The Rotunda Hospital does not collect any personal data about you on this website unless you choose to provide it. Any personal information you share with us is not disclosed to third parties without your explicit consent. We handle your inquiries with the highest standards of security and confidentiality, as required by Data Protection legislation.

Collection and Use of Technical Information
Cookies: This website does not use cookies, except for temporary “session” cookies. Session cookies allow a visitor’s web browser to remember which pages have been accessed during the visit. These cookies do not collect personal information and are deleted once the browser is closed. You may choose to disable cookies on your browser without affecting your experience on this website.

Technical Data: Details regarding your visit to our website, such as IP address and browser type, may be logged for statistical analysis. This technical information does not constitute personal data under Data Protection law and is collected solely for analytical purposes.

Links to Other Websites
Please note that:
When you access other websites through links on our site, you are subject to the privacy policies of those external sites;
Links provided to other websites do not imply an endorsement by the Rotunda Hospital; and
The Rotunda Hospital is not responsible for the content or privacy practices of any other websites linked on this site.
The Rotunda Hospital is committed to maintaining the trust and confidence of our users and continuously seeks to enhance our privacy and data protection practices.

Your Rights and Data Accuracy

You have the right to request access to, rectification/correction of or erasure of your personal data.  You also have the right to restrict or object to the processing or transfer of your personal data.  If you wish to exercise your right to refuse/withdraw consent to information sharing, we will fully explain the possible consequences of this to you, which could include delays in you receiving appropriate care.  In each case, these rights are subject to restrictions.

If you think any information we hold about you is inaccurate, please let us know by contacting the Quality and Patient Safety Department by phoning 01 – 817 1751 or email [email protected].

At corporate level, we have appointed a Data Protection Officer (DPO) who is accountable for the management of our information systems and the data they hold. The DPO also makes sure that any associated risks or incidents are documented and investigated appropriately. The Data Protection Officer’s contact details are as follows: email [email protected], telephone: 01 – 817 6811.

If you have any concerns or queries about your privacy or you wish to make a complaint regarding impingement on your privacy, please contact Data Protection Officer.  We will endeavour to respond to your complaint within a reasonable time. However, if you are not satisfied with our response, you can make a complaint to the Office of the Data Protection Officer (www.dataprotection.ie).