Master Terms and Conditions

Last Updated: 16 October 2026

1. Introduction and Acceptance of Terms

Welcome to the Irish Register of Herbalists (“IRH”, “we”, “us”, “our”, or “the Committee”). The IRH is an unincorporated professional association operating under the laws of the Republic of Ireland.

These Master Terms and Conditions (“Terms”) govern your use of our digital platforms, comprising our public website (www.irh.ie) and our private member portal (members.irh.ie), including any associated directories, forums, booking systems, and resources.

Shared Infrastructure: Our public website and member portal operate on shared databases and servers. If you register an account, your login credentials and base profile data are shared across both sites. Data submitted on one site may be used on the other for authentication and administration. Suspension on one site may result in suspension across all IRH platforms.

By accessing our websites, applying for membership, or using our directories, you agree to be bound by these Terms, which expressly incorporate our Privacy Policy and our Cookie Policy, as well as our Code of Ethics and Grievance Procedure. If you are a consumer, nothing in these Terms affects your statutory rights.

2. Medical Disclaimer (Important)

The IRH is a professional register, not a medical provider.

No Medical Advice: The content on our websites is for informational and educational purposes only. The IRH does not provide medical services, diagnose, treat, or prescribe.

No Herbalist-Patient Relationship: Using this website or contacting a member through our directory does not create a herbalist-patient relationship with the IRH.

Member Responsibility: Members are independent practitioners and are solely responsible for their own professional practice, insurance, regulatory compliance, and advertising. The IRH does not endorse any specific member, clinic, product, or treatment claim.

Emergencies: In a medical emergency, please contact your local emergency services immediately.

3. Membership, Fees, and Administration

Applications & Vetting: Submission of a membership application does not guarantee acceptance. The IRH Management Committee assesses all applications against our educational and ethical criteria.

Fee Structure and Payment: Membership fees are charged in EUR and become payable only after an application has been approved by the Management Committee. No fee is taken at the time of application submission. The fee is the price of admission to the Register and the granting of member status, including access to the private member portal and directory listing.

Non-Refundable Fees and Consumer Rights: All membership fees are non-refundable. By submitting an application, you consent to the immediate commencement of the vetting process. You acknowledge that once your application is approved and your membership is confirmed—at which point the service of admission to the Register has been fully supplied—you will lose your right to cancel under Section 111(a) of the Consumer Rights Act 2022. This statutory provision provides that the 14-day cancellation right does not apply to a service contract where the service has been fully supplied and the supply began with the consumer’s prior express consent and acknowledgement that they will lose the right to cancel once the service has been fully supplied. If your application is rejected, no fee is payable and no refund is due. This approach reflects the fact that the fee compensates the IRH for the administrative and vetting costs already incurred, and that by the time payment is made, the applicant has already received the benefit of the admission decision.

Acknowledgement of Loss of Cancellation Right: The application form will include a dedicated checkbox by which you expressly consent to the immediate commencement of the vetting process and acknowledge that, once your membership is confirmed and you are granted access to the member portal, you will have received the full benefit of the service and will no longer have the right to cancel.

Renewals and Grace Periods: Membership does not automatically renew. Annual renewal fees must be paid to maintain portal access and directory listings. The standard grace period is 3 months from the renewal date, unless the Committee agrees to an extension in writing.

Suspension: If arrears are not settled by the end of the grace period, the account will be suspended. Reactivation requires bringing the account into good standing and may incur an administrative fee.

4. Public Directory (Find a Herbalist)

The GeoDirectory (“Find a Herbalist”) is provided to help the public locate qualified practitioners.

Accuracy and Legal Compliance: Members are solely responsible for ensuring their listings are accurate and comply with all Irish advertising standards, consumer protection laws, and health claims regulations. The IRH does not verify every claim made on individual profiles.

Reviews and Moderation: If public reviews are enabled on member listings, reviews must be genuine and strictly related to the service provided. They must not be defamatory, abusive, or fake. The IRH actively moderates reviews and reserves the absolute right to edit or remove any review without notice.

Right of Removal: The IRH reserves the right to edit, suspend, or permanently remove any directory listing at any time for breach of these Terms, ethical violations, complaints, or to mitigate legal risk. Listing on the directory does not imply an ongoing endorsement by the IRH.

5. Member Network and Community Rules (members.irh.ie)

The private portal is a professional networking and educational space. By using the activity feeds, forums, messaging systems, and member groups, you agree to our core community rules:

Professional Conduct: You must treat all members with respect. Harassment, hate speech, discrimination, threats, spam, scraping, and defamation are strictly prohibited.

Patient Confidentiality (Zero Tolerance): You must not post patient-identifiable information, confidential clinical details, or case studies that breach patient privacy. You must not use the internal network to provide medical advice to the public.

Account Security: You are responsible for keeping your password secure and are strongly encouraged to use Two-Factor Authentication (2FA) via our security portal. You may not share your login credentials.

Content Ownership and License: You retain ownership of content you post. However, you grant the IRH a non-exclusive, royalty-free, worldwide license to display, moderate, backup, archive, and share this content with essential service providers to operate the platform.

Enforcement: Violations of these rules may result in formal warnings, immediate content removal, or account suspension or termination. The IRH will not access the content of private messages between members except where required by law or where there is a serious and specific safeguarding concern, and any such access will be strictly limited, documented, and proportionate.

6. Technology, Forms, and E-Signatures

Electronic Signatures (Fluent Forms): By submitting applications and agreements via our secure digital forms, you consent to the use of electronic signatures and agree to receive electronic PDF copies of your membership documents. The date and time of your consent will be recorded by the system.

Marketing Consent (FluentCRM): Where you opt-in to our newsletters, we use double opt-in verification. You may withdraw this consent and unsubscribe at any time using the link provided in every email.

7. Notice and Action (Takedown Procedure)

If you believe that any user-generated content on our websites infringes your copyright, is defamatory, or violates your privacy, please contact us at irh@irh.ie with the subject “Content Report”. Include a link to the specific content, a description of the issue, and the legal basis for your request. The IRH will investigate and, where appropriate, promptly remove or disable access to the offending material in accordance with EU and Irish digital services law.

8. IRH Intellectual Property and Logo Usage

Platform Content: Website design, text, graphics, and internal resources (e.g., CPD guides) are the intellectual property of the IRH. Internal resources may not be downloaded, redistributed, or sold.

Logo Usage: Active members are granted a limited, revocable license to use the official IRH member logo to indicate their status. The logo may not be used to imply the IRH endorses specific retail products, clinics, or therapies. If membership lapses or is suspended, the individual must immediately cease using the logo and IRH name.

9. Events, Cancellations, and Complaints

Events: If an event is cancelled by the IRH, registered attendees will receive a full refund of the ticket price. However, the IRH is not liable for external or consequential costs incurred by attendees (such as travel or accommodation).

Complaints: Professional complaints regarding an IRH member should be directed through our formal Grievance Procedure. Please email irh@irh.ie to request the procedural documentation. We are committed to handling complaints impartially and confidentially. Data protection complaints may be directed to the Irish Data Protection Commission.

10. Limitation of Liability, Indemnity, and Insurance

10.1 Statutory Exceptions

Nothing in these Terms shall exclude or limit any liability that cannot lawfully be excluded or limited under Irish law, including liability for:

(a) death or personal injury caused by negligence;
(b) fraud or fraudulent misrepresentation; or
(c) any breach of statutory duty or statutory right that cannot be waived.

10.2 General Limitation

To the fullest extent permitted by Irish law, the IRH, its Management Committee, officers, volunteers, and agents shall not be liable for any indirect, incidental, special, or consequential loss or damage arising from:

(a) your use of, or inability to use, the platforms;
(b) server downtime, technical failures, or data loss, except where caused by our gross negligence or wilful misconduct;
(c) reliance on any directory listing, member profile, or user-generated content; or
(d) the professional practice, advice, or conduct of any member.

10.3 No Personal Liability of Committee Members

The IRH is an unincorporated association and does not have separate legal personality. Members of the Management Committee, officers, and volunteers act as representatives of the association. To the fullest extent permitted by law, no Management Committee member, officer, or volunteer shall incur personal liability to any member, user, or third party in respect of any act or omission carried out in good faith in the lawful discharge of their duties on behalf of the IRH.

10.4 Indemnity of Committee Members and Officers from Association Funds

The IRH shall indemnify each Management Committee member, officer, and volunteer out of the funds and property of the association against all liabilities, costs, and expenses (including legal costs on a full indemnity basis) properly incurred by them in the lawful discharge of their duties on behalf of the IRH.

This indemnity shall not extend to any liability arising from:

(a) that individual’s own fraud, dishonesty, or wilful misconduct;
(b) gross negligence on the part of that individual; or
(c) any act or omission that the individual knew, or ought reasonably to have known, was unlawful or beyond the scope of their authority.

10.5 Insurance

The IRH shall use reasonable endeavours to maintain appropriate insurance cover, including Directors’ and Officers’ (D&O) or Management Liability insurance, to protect committee members, officers, and volunteers against claims arising from their lawful activities on behalf of the association, subject to the availability and terms of such insurance. D&O cover is essential for unincorporated associations because individual committee members carry legal liability personally, and such insurance is the primary practical protection where the association’s own funds are insufficient.

10.6 Member Indemnity to the IRH

You agree to indemnify and hold harmless the IRH, its Management Committee, officers, and volunteers against any claims, damages, losses, or legal expenses (including reasonable legal fees) arising directly out of:

(a) your breach of these Terms;
(b) your professional practice as a member; or
(c) any content you submit to the platforms that infringes the rights of a third party or is otherwise unlawful.

This indemnity shall not apply to the extent that the claim arises from the IRH’s own negligence, breach of these Terms, or unlawful conduct.

10.7 Force Majeure

Neither the IRH nor its Management Committee shall be liable for any failure or delay in performing obligations under these Terms where such failure or delay results from events beyond their reasonable control, including but not limited to severe technical outages, cyber-attacks, natural disasters, or government action.

10.8 Consumer Rights

If you are a consumer, nothing in this Clause 10 affects your statutory rights under Irish or EU consumer law, including your right to seek redress for defective services or unfair terms.

11. General Provisions

Severability: If any provision of these Terms is found to be unenforceable, the remaining provisions will remain in full force and effect.

Changes to Terms: We reserve the right to update these Terms. Significant changes will be communicated via email, portal alert, or website notice. Continued use of the site following an update (indicated by the “Last Updated” date) constitutes acceptance.

Governing Law: These Terms shall be governed by and construed in accordance with the laws of the Republic of Ireland. Any disputes shall be subject to the exclusive jurisdiction of the Irish courts.

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Summary of Changes Made

Clause	Change
3	Rewritten to reflect the actual payment sequence (fee payable only after approval). Legal basis for non-refundability grounded in Section 111(a) of the Consumer Rights Act 2022, rather than a contractual “waiver”. Acknowledges the service is fully supplied at the point of admission and portal access.
5	Removed the clause stating administrators reserve the right to access “reported private messages”. Replaced with a narrower provision confirming that private messages will not be accessed except where required by law or for a serious safeguarding concern, with strict limits and documentation.
10.5	Added explanatory sentence on the importance of D&O insurance for unincorporated associations.

The application form checkbox should now be worded to capture both limbs of Section 111(a): (i) consent to immediate commencement of the vetting process, and (ii) acknowledgement that the right to cancel will be lost once membership is confirmed and access is granted.

This response is AI-generated, for reference only.

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Privacy Policy

Last Updated: 16th October 2026

1. Introduction

The Irish Register of Herbalists (“IRH”, “we”, “us”, or “our”) is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, and protect your personal data when you visit our public website (www.irh.ie) or use our private member portal (members.irh.ie).

This policy is designed to comply with the General Data Protection Regulation (GDPR) and the Irish Data Protection Acts 1988 to 2018.

Children’s Data: Our websites and services are strictly intended for adults and professionals. We do not knowingly collect personal data from children under the age of 18.

2. Who We Are (Data Controller)

As an unincorporated association under Irish law, the Irish Register of Herbalists, acting through its Management Committee, is the Data Controller responsible for your personal data.

Data Protection Officer (DPO): As our core activities do not involve the large-scale, regular monitoring of individuals or the large-scale processing of special category data, we are not legally required to appoint a DPO.

Contact Details:

• Privacy & Membership Enquiries: irh@irh.ie
• Postal Address: Irish Register of Herbalists, Unit 5C, Nutgrove Office Park, Rathfarnham, Dublin 14, Ireland.

3. Information We Collect and How We Use It

We collect and process different types of data depending on how you interact with our websites:

A. Public Site Visitors (www.irh.ie)

• What we collect: IP addresses, browser types, cookie data, and information submitted via our contact forms (Name, Email, Message).
• Why we collect it: To ensure our website functions properly, to monitor website analytics, and to respond to your queries.
• Legal Basis:
  • Legitimate Interest: Responding to your general enquiries, ensuring network security, preventing fraud, and maintaining basic website functionality.
  • Consent: We rely on your active, unambiguous consent for the placement of non-essential cookies. You can manage or withdraw this consent via our cookie banner. Please see our separate Cookie Policy [Insert Link] for full details.

B. Newsletter Subscribers

• What we collect: Name and Email Address.
• Why we collect it: To send you updates, news, and information about the IRH.
• Legal Basis: Consent. We obtain this via a positive, explicit opt-in. You can withdraw this consent at any time by clicking “unsubscribe.”

C. Membership Applicants & Renewals

• What we collect: Full name, contact address, email, phone number, educational qualifications, insurance details, and payment records.
• Requirement to Provide Data: Providing this information is a contractual requirement necessary to enter into and administer your membership. If you do not provide it, we cannot process your application or maintain your membership.
• Why we collect it: To vet your application, process fees, and administer your membership.
• Legal Basis: Performance of a Contract (administering your membership), Legitimate Interest (assessing your suitability and qualifications prior to membership), and Legal Obligation (financial records).

D. Registered Members (members.irh.ie)

• What we collect: Profile information (photos, biographies, clinic details), internal messaging history, and forum posts.
• Why we collect it: To provide the professional directory, facilitate networking, and run the internal community platform.
• Legal Basis: Performance of a Contract (providing the internal directory as a core membership benefit) and Consent (for optional profile information and listing on the public “Find a Herbalist” directory).

4. The Member Directory & Internal Messaging

• Privacy Controls: Active members are listed in the internal IRH directory. You have full control over your privacy settings and may choose to hide your profile or anonymise specific details at any time.
• Messaging: Members can message each other through the platform. While we do not proactively monitor private messages, the IRH reserves the right to review reported messages.
• Legal Basis: Legitimate Interest (enforcing our Terms and Conditions, handling disciplinary matters, and protecting members from abuse).

5. How We Share Your Data

We do not sell or trade your data. We only share it with trusted third-party Data Processors required to operate our organisation (e.g., website hosting, payment gateways, email distribution).

International Data Transfers: We primarily use services (such as Google) with servers located within the European Economic Area (EEA). However, if a third-party processor transfers data outside the EEA (such as to the US), we ensure appropriate safeguards are in place. Where we rely on the EU-US Data Privacy Framework, we also put in place Standard Contractual Clauses (SCCs) as a supplementary safeguard in light of recent legal developments, ensuring your data remains protected to EU standards.

6. Data Retention Periods

We only retain data for as long as necessary. Our retention schedule is as follows:

• Website logs & IP addresses: Retained for 12 months (see Cookie Policy).
• General public queries: Deleted 12 months after resolution.
• Newsletter subscribers: Retained until you unsubscribe, after which we keep only a minimal suppression record to ensure we do not contact you again.
• Unsuccessful membership applications: Deleted after 12 months.
• Active Member Profiles: Retained for the duration of your active membership.
• Internal messages & Member Accounts: Deactivated immediately upon lapse. Full personal profiles and private messaging data are permanently deleted 2 years after a membership lapses.
• Forum Posts: Forum contributions remain permanently to preserve community discussions, but are completely anonymised when an account is deleted.
• Financial & Renewal records: Retained for 6 years to comply with Irish Revenue requirements.
• Committee Minutes & Statutory Registers: Retained permanently for historical and legal governance.

7. Security of Your Data

We implement appropriate technical and organisational measures to protect your data, including TLS (Transport Layer Security) encryption on our websites, restricted database access, and strict Data Processing Agreements with our providers.

8. Your Data Protection Rights

Under the GDPR, you have the following rights. We do not engage in automated decision-making or profiling.

• Right of Access: Request a copy of the data we hold about you.
• Right to Rectification: Request corrections to inaccurate data.
• Right to Erasure: Request the deletion of your data, subject to legal exceptions.
• Right to Restrict Processing: Request a temporary halt to processing.
• Right to Object: Object to processing based on legitimate interests.
• Right to Data Portability: Request a transfer of your data.
• Right to Withdraw Consent: Where we rely on consent (e.g., newsletters, public directory), you may withdraw it at any time. This will not affect the lawfulness of processing carried out before withdrawal.
• Right to Lodge a Complaint: You have the right to lodge a complaint regarding our data practices with the Irish Data Protection Commission (see Section 10).

To exercise any of these rights, email irh@irh.ie. We will respond to your request within one month (extendable by two months for complex requests, with notice).

9. Changes to This Privacy Policy

We may update this policy occasionally. We will notify active members of significant changes via email or portal alert. For public visitors, updates will be reflected by the “Last Updated” date at the top of this page.

10. Complaints

If you are unhappy with how we have handled your data, please contact irh@irh.ie first so we can address your concerns. You may also contact the Data Protection Commission directly:

• Website: www.dataprotection.ie
• Address: Data Protection Commission, 21 Fitzwilliam Square South, Dublin 2, D02 RD28, Ireland.

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