CUC Medical & Aesthetics

Caragh Clinic: R409, Caragh, Naas, Co. Kildare, W91 FX7N • Tel: +353 89 267 9228 • Email: info@cuc.ie • Website: www.cuc.ie
Virginia Clinic: Main St, Virginia, Co. Cavan, A82 A2R5 • Tel: +353 89 267 9228 (Dr TJ Mohamed)
Last Updated: 11 October 2025

1. Terms & Conditions (Clinical Services)

1.1 Scope

These Terms govern all medical and aesthetic services provided by CUC Medical & Aesthetics (“CUC”, “we”, “our”) at the Caragh and Virginia clinics, and the use of our website and booking systems.
By booking or attending an appointment, you accept these Terms in full.

1.2 Appointments, Fees & Payments

Booking: All appointments must be pre-booked; some services require pre-payment or a deposit.
Fees: Prices are provided before care is delivered. Unless agreed otherwise, payment is due at the time of service (cash, debit, or credit card).
Estimates: Quoted prices are clinical estimates, not guarantees. The clinician may adjust a plan on clinical grounds following discussion and consent.

1.3 Cancellations, Non-Attendance & Late Arrivals

To ensure fair access for all patients:

Please provide ≥ 24 hours’ notice to cancel or reschedule.
Late cancellations or no-shows may result in a charge or loss of deposit/session.
Repeated non-attendance may require full pre-payment for future bookings.
Arriving more than 10 minutes late may require rescheduling to protect other patients’ access.

1.4 Clinical Suitability, Cooling-Off & Refusal of Service

All treatments require clinical assessment and informed consent.
CUC reserves the right to decline, defer, or discontinue treatment where:

The patient is clinically unsuitable, or risks outweigh benefits.
There is abusive behaviour, intoxication, non-payment, or conflict of interest.
A cooling-off period may be advised for elective or aesthetic treatments. Same-day treatment remains at the clinician’s discretion.

1.5 Outcomes, Reviews & Refunds

Outcomes vary between individuals. CUC provides evidence-based care and appropriate follow-up, but no specific result can be guaranteed.
Fees include professional assessment, treatment (where delivered), use of medical products/devices, facility time, aftercare, and one review if applicable.
Refunds are not issued for lack of desired outcome when care was provided with due skill and diligence.
If CUC must cancel a service (e.g., clinician illness, equipment failure), deposits are refunded or rebooked at your choice.

1.6 Complaints & Feedback

We welcome constructive feedback at info@cuc.ie.
Formal complaints are acknowledged within five working days and investigated promptly in accordance with our complaints policy.

1.7 Website & Intellectual Property

All site content is the property of CUC or its licensors. Copying or redistribution requires prior written permission.
Cookies are used as set out in the Privacy & Cookies Policy below.

1.8 Liability

Nothing in these Terms limits liability that cannot be excluded under Irish law.
CUC is not liable for indirect or consequential loss from website use or appointment unavailability. Your statutory rights remain unaffected.

1.9 Changes to Terms

CUC may update these Terms to reflect legal or operational changes.
The current version on our website applies to all active bookings.

1.10 Receipts & Financial Documentation

CUC Medical & Aesthetics issues itemised receipts for each consultation or treatment at the time of service.

Receipts are generated using the patient details and booking information provided at the time of appointment scheduling.

CUC does not issue retrospective, consolidated, or year-end cumulative receipts for multiple appointments.

Patients are responsible for retaining their individual receipts issued at the time of each visit.

Where replacement copies are requested, CUC may provide duplicate copies of the original receipt only, reflecting the details recorded at the time of the appointment.

CUC reserves the right to apply reasonable administrative fees for excessive or repeated documentation requests.

1.11 Private Health Insurance

CUC Medical & Aesthetics operates as an independent private medical provider and does not maintain direct billing arrangements with private health insurance companies.

All consultation and treatment fees are payable by the patient at the time of service, regardless of insurance coverage.

Patients are solely responsible for confirming with their insurer:

whether services provided by CUC are eligible for reimbursement
what documentation their insurer may require
whether their specific policy covers treatment in independent private clinics.

CUC does not submit claims, invoices, or correspondence directly to insurers.

If documentation is required for insurance purposes, the patient must request this directly from CUC by emailing:

info@cuc.ie

Any such documentation will be issued only in accordance with GDPR, Medical Council confidentiality requirements, and patient consent procedures.

CUC accepts no responsibility for reimbursement decisions made by insurance providers.

1.12 Subject Access Requests (SAR) & Medical Record Release

CUC Medical & Aesthetics processes all requests for medical records in accordance with:

GDPR (EU Regulation 2016/679)
Data Protection Acts 1988–2018
Medical Council Guide to Professional Conduct and Ethics

Patients have the right to access their personal and medical data through a Subject Access Request (SAR).

Request Procedure

Requests must be submitted in writing to:

info@cuc.ie

To protect confidentiality, CUC may require:

proof of identity
confirmation of address
verification of authority where a third party is requesting records.

Response Time

CUC will respond to valid requests within one calendar month, as required under GDPR.

Where requests involve complex records or large volumes of documentation, this timeframe may be extended in accordance with GDPR provisions.

Scope of Release

Records may include:

consultation notes
investigation results
referral letters
relevant clinical correspondence

CUC may lawfully redact third-party data or restricted professional notes where disclosure is not permitted under applicable law.

Administrative Fees

SAR requests are normally free of charge.

However, reasonable administrative fees may apply where requests are:

repetitive
manifestly unfounded
excessive
requiring multiple copies or extensive processing.

Format of Release

Records will generally be released in secure electronic format unless otherwise requested.

CUC does not release medical records through unsecured channels.

1.13 Administrative Reports & Documentation

Patients may request additional documentation including but not limited to:

insurance reports
occupational health reports
employer letters
medical summaries
medico-legal reports
fitness to work certificates

Such documentation constitutes professional administrative work outside the standard consultation.

CUC reserves the right to charge professional fees for preparation of reports, summaries, or non-clinical documentation.

Processing times may vary depending on clinical workload.

1.14 Occupational Health & Employer Requests

Where a patient requests documentation relating to employment or sickness absence:

CUC may provide medical certificates based on clinical assessment and patient-reported symptoms.

Where ongoing work capacity requires further evaluation, employers may be advised to arrange an Occupational Health assessment.

Any employer communication requires explicit written consent from the patient, in accordance with confidentiality and data protection obligations.

CUC does not disclose confidential medical information to employers without patient consent.

1.15 Clinical Independence

All clinical decisions made by CUC clinicians are based solely on:

medical assessment
patient safety
professional standards.

External parties including employers, insurers, or third parties cannot influence clinical decisions or documentation issued by CUC clinicians.

1.16 Misuse of Medical Documentation

Medical letters, reports, and certificates issued by CUC are provided for specific stated purposes.

CUC accepts no responsibility for:

misuse of documentation
alteration or selective disclosure of medical reports
reliance on documentation outside the stated clinical context.

1.17 Communications Policy

CUC may communicate with patients via:

telephone
SMS
email
secure messaging platforms.

Patients are responsible for ensuring the accuracy of contact details provided during booking.

CUC cannot guarantee the security of information transmitted through standard email unless encrypted systems are requested.

1.18 Administrative Contact

All documentation requests, Subject Access Requests, and administrative queries should be directed to:

CUC Medical & Aesthetics
Email: info@cuc.ie
Tel: +353 89 267 9228

2. Privacy & Data Protection (GDPR / Irish Data Protection Acts 1988 – 2018)

2.1 Who We Are & Contact

Controller: CUC Medical & Aesthetics (Caragh & Virginia clinics)
Email: info@cuc.ie Tel: +353 89 267 9228
Data Protection Contact / DPO: Dr TJ Mohamed

2.2 What We Process & Why

We process personal and health (special category) data for:

PurposeLawful Basis

Care delivery & safety (appointments, clinical history, diagnostics, prescriptions, referrals)Art 6(1)(b) Contract / Art 9(2)(h) Medical diagnosis

Billing & accountsArt 6(1)(b),(c) Legal obligation

Regulatory / legal duties (audit, safeguarding, incident reporting)Art 6(1)(c) / Art 9(2)(h),(f)

Marketing (optional)Art 6(1)(a) Consent – withdrawable any time

CCTV security (see Section 3)Art 6(1)(f) Legitimate interest

2.3 Sources & Disclosures

Data comes from you, your representatives, and—where lawful—other providers (GPs, specialists, labs, pharmacies).
Shared only with:

Clinicians/staff directly involved in your care.
Laboratories, imaging centres, pharmacies.
IT/payment processors under written contracts.
Regulators, insurers, or courts where legally required.
CUC does not sell personal data.

2.4 Retention

Record TypeRetention Period

Medical records8 years after last contact (> for minors / legal cases)

Billing records6 years (per tax law)

CCTV footage≤ 30 days (unless under investigation)

2.5 Your Rights

You may access, rectify, erase, restrict, object, or request portability of your data, and withdraw consent where applicable.
We respond within one month.
Concerns: Data Protection Commission (www.dataprotection.ie).

Patients wishing to exercise their rights of access to personal data must submit a Subject Access Request (SAR) to info@cuc.ie, following the procedure outlined in Section 1.12.

2.6 Security

CUC implements technical and organisational measures: access controls, encryption, secure disposal, and breach notification to the DPC if required.

2.7 Cookies & Online Data

Essential cookies enable site function; analytics cookies operate only with consent.
Users can manage preferences via the on-site banner or browser settings.

3. CCTV Policy (Summary)

Purpose: protect staff, patients, and property; assist in incident investigation.
Placement: entrances, corridors, reception, exterior areas only. No cameras in toilets or changing rooms.
Retention: normally ≤ 30 days then securely deleted.
Access: authorised personnel only; disclosure only on lawful request.
Signage: visible with CUC contact details.
Rights: access to footage possible subject to third-party redaction.

4. Refusal of Service & Patient Conduct

CUC maintains a zero-tolerance policy for abuse.
Care may be refused or discontinued in cases of:

Abusive, discriminatory, or threatening behaviour.
Intoxication or suspected fraud.
Repeated non-attendance or non-payment.
Lack of capacity without a suitable representative.
Treatment contraindicated or outside CUC’s scope.

5. Refunds & Packages

Results are not guaranteed.
Where care is delivered with due diligence, fees are non-refundable for unsatisfactory results.
Cancellations within permitted notice are refunded; late cancellations may forfeit deposits.
Treatment packages are discounted for commitment, non-transferable, and sessions missed without notice are forfeited.

6. Transfers & Discharge

Upon written request, records are securely transferred to another provider in line with GDPR and Medical Council guidance.
Once transferred, responsibility passes to the new provider.
Urgent issues should be directed to your GP or emergency services.

7. Contact & Complaints

Privacy / Data: info@cuc.ie
Clinical Complaints: info@cuc.ie
Supervisory Authority: Data Protection Commission, 21 Fitzwilliam Sq S, Dublin 2 (D02 RD28), www.dataprotection.ie

8. Jurisdiction

These Terms are governed by Irish law.
Irish courts have exclusive jurisdiction.
If any provision is invalid, the remainder remains in force.

Quick Booking Rules (Patient Summary)

Cancel/reschedule ≥ 24 hours in advance.
Late/no-show = fee or loss of deposit.
Results not guaranteed; refunds not issued where care provided appropriately.
Zero-tolerance for abuse or threatening behaviour.
Data handled per GDPR – records available on request.

CUC Medical & Aesthetics – Telephone Call Recording & Consent Policy

Approved By: Dr TJ Mohamed

1. Purpose

To define how CUC records, stores, and manages telephone conversations in accordance with GDPR, the Irish Data Protection Act 2018, and Medical Council confidentiality obligations.

2. Scope

Applies to all staff and clinicians handling calls on any CUC-owned phone, VoIP, or telemedicine platform across both clinic sites.
Includes inbound and outbound calls relating to clinical advice, bookings, payments, or administration.

3. Lawful Basis

Explicit Consent (Art 6 & 9 GDPR) — obtained verbally prior to recording.
Legitimate Interest / Medico-Legal Documentation — where necessary for clinical accuracy or risk management.

4. Consent Procedure

Caller is informed:

“Before we proceed, this call may be recorded for clinical documentation and quality assurance. Do you consent to this?”
Consent is recorded and stored with call metadata.
If consent is declined, the call continues without recording.
Automated greetings state:

“Calls may be recorded in line with CUC’s Data Protection Policy.”

5. Data Handling & Security

Recordings encrypted using AES-256 and stored on EU-based servers or encrypted local drives.
Access restricted to Dr TJ Mohamed and authorised managers.
No recordings are sent via unsecured email.
All access and playback actions are audit-logged.

6. Retention & Deletion

Type of CallRetention PeriodPurpose

Administrative / booking / payment6–12 monthsQuality & dispute resolution

Clinical discussion (part of record)7 yearsMedico-legal requirement

Complaint / investigation materialCase closure + 7 yearsLegal defence

Deletion is permanent and auditable, logged in the retention register.

7. Data Subject Rights

Callers may request:

A copy or summary of recordings involving them.
Deletion where no longer necessary.
Requests processed within 30 days under the CUC Data Access & Deletion Procedure.

8. Training & Accountability

All staff receive annual training in:

Informed consent for recordings.
Data security and confidentiality.
Reporting breaches within 72 hours to the Data Protection Officer (DPO).

9. Governance & Review

Policy reviewed annually or on system change, approved by the Medical Director and DPO, and circulated internally.

Approved By: Dr TJ Mohamed Medical Director, CUC Medical & Aesthetics
Tel: +353 89 267 9228 Email: info@cuc.ie