Privacy Notice

Last updated: 2026-03-10

Who we are

IVF Media Ltd (“IVF Media”, “we”, “us”, “our”) is the controller responsible for the processing of personal data described in this notice.

Registered address: 18 Friary Street, Kilkenny, R95 E1HC, Ireland
Email: [email protected]

IVF Media operates online platforms that provide information about fertility treatment options and facilitate introductions between users and independent fertility clinics.

Data Protection Officer

We have appointed a Data Protection Officer (DPO) in accordance with Article 37 GDPR.

You can contact our DPO regarding any questions about this Privacy Notice or the processing of your personal data at:

Email: [email protected]

You may contact the DPO in particular to exercise your data protection rights or to raise any concerns regarding how we process your personal data.

How we collect and use your personal data

We collect personal data directly from you when you:

• Visit our websites
• Submit an enquiry or request information
• Register for or attend a webinar
• Request to be introduced to a fertility clinic or other fertility related professionals
• Subscribe to marketing communications
• Interact with our advertising and analytics tools

Depending on your interaction, we may process the following categories of personal data:

• Identification and contact data (name, email address, country)
• Enquiry and referral data (preferences, treatment interests, clinic selection)
• Communications data (messages, call notes)
• Technical and online identifiers (IP address, device data, cookie identifiers)
• Where applicable, health and fertility-related information you choose to provide

Fertility clinics or other fertility related professionals receiving your enquiry act as independent data controllers for their own processing.

Is providing personal data mandatory?

Enquiries/referrals:
Fields marked as required are needed to respond and/or facilitate your requested clinic introduction. If you do not provide them, we may not be able to progress your request.

Webinars, online events:
Fields marked as required are needed to register and send joining details. If you do not provide them, we may not be able to process your request.

Marketing: Optional.
You can unsubscribe at any time.

Purposes of processing and legal bases

We process personal data for the following purposes:

Clinic referral and introduction services

• Purpose: Facilitating introductions to selected fertility clinics
• Legal basis: Article 6(1)(a), consent

Service feedback and service optimisation

• Purpose: Collecting and reviewing feedback about our services in order to understand user experience, improve service quality, and optimise how our services are delivered.
• Legal basis: Article 6(1)(f), GDPR – processing necessary for our legitimate interests in monitoring, evaluating, and improving our services.

Customer support services

• Purpose: Providing customer and user support, including responding to enquiries, requests, issues, or complaints relating to our services.
• Legal basis: Article 6(1)(f), GDPR – processing necessary for our legitimate interests in providing effective customer support and managing user communications.

Legal and regulatory compliance

• Purpose: Processing personal data where necessary to comply with applicable legal obligations, regulatory requirements, lawful requests from public authorities, and to establish, exercise, or defend legal claims.
• Legal basis:
  • Article 6(1)(c), GDPR – processing necessary for compliance with a legal obligation; and
  • Article 6(1)(f), GDPR – processing necessary for our legitimate interests in ensuring legal compliance and protecting our legal rights.

Marketing communications

• Purpose: Sending newsletters, updates, and service information
• Legal basis: Article 6(1)(a), consent

Analytics and service improvement

• Purpose: Understanding website usage and improving services
• Legal basis: Article 6(1)(a), consent

Advertising and remarketing

• Purpose: Displaying relevant ads and measuring campaign effectiveness
• Legal basis: Article 6(1)(a), consent

Webinar registration and attendance

• Purpose: manage webinar sign-ups, send joining details and reminders, deliver the webinar, and provide post-webinar materials
• Personal data: name, email address
• Legal basis: Article 6(1)(a), consent

Webinar recording and publication

• Purpose: record and publish the webinar (e.g., as on-demand content) and promote future webinars
• Personal data: name and video/voice footage where you participate on camera or speak
• Legal basis: Article 6(1)(a), consent
• Special category data: if any health/fertility information is shared during a webinar by a participant, we treat that as special category data and rely on explicit consent under Article 9(2)(a) for any processing beyond immediate moderation/hosting.

Special category data

Where you provide information relating to health or fertility, this constitutes special category personal data.

We process this data only where:

• You have provided explicit consent (Article 9(2)(a) GDPR), and
• The processing is necessary to facilitate your requested referral or enquiry

IVF Media does not use health data for profiling or automated decision-making.

Who we share personal data with

Recipients of personal data

We may share personal data with:

• fertility clinics or professionals (e.g. doctors, pharmacists, dietitians, coaches, etc.) you choose to be introduced to;
• service providers, including providers of hosting, CRM, email communications, webinar delivery, and internal collaboration tools;
• professional advisers and public authorities where required by law.

Recipients of special category (health) data

We share health and fertility-related information only in limited circumstances and only where you have explicitly requested or consented to such sharing.

Special category personal data may be disclosed to:

• fertility clinics you select or request an introduction to, which act as independent data controllers and process your data in accordance with their own privacy notices.

We do not disclose health or fertility-related data to advertising, analytics, or marketing technology providers.

Where health information is voluntarily shared by you during a webinar (for example via chat, Q&A, audio, or video participation), this information may be processed by the webinar platform used to host or publish the session. You are not required to share health information in webinars, and we recommend that you avoid sharing sensitive personal data in public or recorded webinar features.

Security measures

We implement appropriate technical and organisational measures to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to personal data.

These measures include, where appropriate:

• role-based access controls and least-privilege access to systems containing personal data;
• authentication controls for internal systems and administrative access;
• secure configuration and maintenance of IT systems and cloud services;
• regular review of user access rights;
• contractual data protection and security obligations imposed on service providers acting as processors;
• staff awareness and training on data protection and information security; and
• incident detection and response procedures, including personal data breach assessment and notification processes in line with GDPR requirements.

Access to health and fertility-related information is restricted to authorised personnel on a need-to-know basis only.

International transfers

Some of our service providers are located outside the European Economic Area.

Where personal data is transferred internationally, we rely on:

• Adequacy decisions where available, or
• Standard Contractual Clauses approved by the European Commission
• Supplementary measures as required

You may request further information about these safeguards by contacting us.

Retention periods

We retain personal data as follows:

• Enquiry and referral data: No longer than is necessary for the purposes for which the data is processed and not to be retained where there is no longer permission from the customer to use details for marketing purposes and no longer than 5 years.
• Marketing contacts: until consent is withdrawn
• Webinar registration: No longer than is necessary for the purposes for which the data is processed and not to be retained where there is no longer permission from the customer to use details for marketing purposes and no longer than 5 years
• Webinar recordings: retained while the recording remains published/used
• Analytics and advertising data: in line with cookie lifespans
• Legal and compliance records: as required by applicable law

Marketing communications

We use personal data, such as your name and email address, to send marketing and business communications about our services, content, and events where you have provided your consent.

Marketing communications may include:

• newsletters and updates;
• information about fertility-related content, services, or events;
• invitations to webinars or educational sessions.

The lawful basis for sending marketing communications is your consent under Article 6(1)(a) GDPR.

You can withdraw your consent and unsubscribe from marketing communications at any time by:

• using the unsubscribe link included in our emails; or
• contacting us or our DPO using the details provided at the beginning of this notice.

Withdrawing consent does not affect the lawfulness of processing carried out before consent was withdrawn.

We do not use health or fertility-related information for marketing purposes, and such data is not shared with advertising or marketing technology providers.

Your rights

You have the right to:

• Access your personal data
• Rectify inaccurate data
• Request erasure
• Restrict processing
• Object to processing, including direct marketing
• Withdraw consent at any time
• Data portability, where applicable

We do not carry out automated decision-making (including profiling).

Requests can be made to our DPO at [email protected].

Cookies and tracking technologies

We use cookies and similar technologies for analytics and advertising purposes.
Non-essential cookies are set only with your consent via our cookie banner.

Complaints

You have the right to lodge a complaint with your local supervisory authority. In Ireland, this is:

Data Protection Commission
www.dataprotection.ie

Changes to this notice

We may update this Privacy Notice from time to time. The latest version will always be available on our website.

Privacy settings

You can change your privacy settings at any time, including your cookie and tracking preferences. To update your choices, use the link below.

Manage privacy settings