Privacy Policy: Restorative Pilates & Emmett Technique

Data Controller: Juliet Cooper

Last Updated: October 2026

At Restorative Pilates UK, your privacy, data security, and clinical peace of mind are treated with the highest integrity. This policy outlines how your personal and health information is collected, processed, and securely stored in full compliance with the UK GDPR and the Data Protection Act 2018.

What is the UK GDPR?

The UK General Data Protection Regulation (UK GDPR) is the legal framework that protects personal data and privacy rights within the United Kingdom. It is overseen and enforced by the Information Commissioner’s Office (ICO).

How Does This Affect You?

This legislation ensures you have complete transparency and autonomy over how your information is handled. As a client, your day-to-day sessions remain entirely unaffected. This document simply details your rights and my strict legal obligations as a practitioner in storing your records.

What Type of Data is Collected?

To provide safe, tailored, and effective clinical movement and therapy, I collect the following information:

  • Contact Details: Your full name, home address, contact telephone number(s), and email address.

  • Health and Medical History: Historical or ongoing medical conditions, surgeries, injuries, or symptoms that might impact your movement capacity or be affected by your session. Under data protection law, this is classified as Special Category Data.

  • Financial Data: Secure card payment information and billing history for your sessions and block bookings.

Why is This Data Collected? (Lawful Basis)

Under the UK GDPR, I process your data using the following legal grounds:

  1. Contractual & Legitimate Interests: To safely administer your movement sessions, manage business scheduling, process payments securely, and contact you directly regarding any sudden alterations to your appointments.

  2. Explicit Consent: Because your health details are sensitive, I process your medical history purely based on your explicit consent, ensuring your care is completely safe, responsive, and restorative.

When and How is Your Data Collected?

  • Initial Assessment: Collected via your intake form and initial consultation to establish your baseline clinical profile.

  • Ongoing Sessions: Short clinical observations are noted during or after sessions to track your physical progress, adaptations, and necessary adjustments to your movement programme.

  • Updates: Whenever your health status, contact details, or physical goals change.

A Note on Studio Client Comfort (1-to-2 Sessions):

If you are a studio client sharing a session space and feel uncomfortable discussing personal health updates or physical changes openly, please alert me. A private space will always be provided for our pre-session discussion.

Means of Collection, Secure Storage & Technology Partners

Data protection and confidentiality are built directly into the daily administration of this practice. I maintain a strict safety protocol by utilising secure digital systems:

  • Jane App (Medical & Financial Data): All digital clinical records, charting, online bookings, block billing, and secure card payments are processed and stored within Jane App, a highly secure and comprehensive practice management system. Access is strictly limited to myself as your practitioner.

  • AI Scribe and Note-Taking: To ensure my complete focus is on your care during sessions and assessments, I utilise secure AI transcription and note-taking tools to process session recordings and audio dictations into clinical chart entries. These tools filter out background noise and casual conversation to capture only the essential biomechanical and clinical data.

  • Paper Records: Any temporary paper notes taken during assessments are held in a locked filing cabinet within my home office, which remains secured with keys kept exclusively in my personal possession. These are promptly transferred to your secure digital file on Jane App, and the hard copies are immediately shredded.

How Long is Your Data Stored?

In accordance with professional indemnity insurance standards and clinical association guidelines, your treatment records are held securely for seven years following the completion of your final session or training programme. Once this period concludes, your data is permanently and safely destroyed.

Your Rights Regarding Your Personal Data

You retain full autonomy over your information. At any point, you have the right to:

  • Access: Request a copy of the personal and clinical records held about you.

  • Rectify: Request updates or corrections to any out-of-date or inaccurate information.

  • Erase/Restrict: Request the deletion or restriction of your data (subject to my legal and insurance requirements to retain clinical records for seven years).

  • Withdraw Consent: Withdraw your consent for any optional communication or newsletters at any time.

Contact and Governance

If you have any queries regarding this information or wish to exercise any of your rights, please speak with me directly.

For independent advice or to verify my compliance, you can contact the Information Commissioner’s Office (the ICO), with whom I am fully registered as a data controller.