Privacy Policy
Last updated: September 2026
Wild Fern Clinical Pilates
Wild Fern Clinical Pilates respects your privacy and is committed to keeping your personal information safe.
This privacy policy explains what personal information I collect, why I collect it, how I use it and how I protect it.
Who I am
Wild Fern Clinical Pilates is owned and operated by Jenny Balfour, Chartered Physiotherapist and Pilates Instructor.
If you have any questions about how your information is used, please contact me at:
What information I collect
Depending on how you interact with Wild Fern, I may collect:
your name and contact details
information provided when you make an enquiry
date of birth
information about your health, medical history, previous injuries, surgery and current symptoms
information relevant to your assessment, treatment and progress
session and clinical notes
booking and payment information
correspondence between you and Wild Fern
Health information is considered special category personal data and is handled with additional care.
How I use your information
I use your information to:
respond to enquiries
assess whether Clinical Pilates is appropriate for you
provide safe and individualised sessions
maintain appropriate clinical records
communicate with you about appointments and sessions
process payments
manage the day-to-day running of Wild Fern Clinical Pilates
meet my professional, legal and regulatory responsibilities
protect your health and safety
I only collect information that is relevant and necessary for these purposes.
How I use health information
Where I process health information as part of providing physiotherapy or Clinical Pilates, I do so in accordance with UK data-protection law and my professional obligations as a healthcare professional.
I use health information where necessary to understand your needs, assess your suitability for sessions, plan and provide appropriate care, monitor your progress and maintain accurate clinical records.
Lawful basis for processing your information
I process personal information where this is necessary to respond to your enquiry, arrange and provide services, maintain appropriate records and meet legal and professional obligations.
Where health information is processed, I rely on the relevant lawful basis and special-category condition under UK data-protection law applicable to the provision of healthcare and treatment.
Clinical records and WriteUpp
Clinical records are securely managed using WriteUpp, a specialist clinical practice management system.
Clinical records may include information such as your medical history, health conditions, assessment findings, treatment, session notes and correspondence relevant to your care.
WriteUpp processes information on behalf of Wild Fern Clinical Pilates as a service provider. Further information about how WriteUpp handles personal data is available in its own privacy information.
Who I share your information with
I will not sell your personal information or use it for unrelated marketing purposes.
Where necessary, personal information may be processed by trusted service providers that support Wild Fern, including:
website and form providers
clinical record and practice-management software
payment providers
email providers
professional advisers where necessary
I may also share information where I am legally required to do so, or where this is necessary to protect someone's health or safety.
Where appropriate, information may be shared with another healthcare professional involved in your care, with your consent or where there is another lawful basis for doing so.
How I keep your information safe
I take appropriate measures to protect your personal information against loss, misuse, unauthorised access, alteration or disclosure.
Clinical information is treated as confidential and is only accessed or used when necessary.
How long I keep your information
Clinical records are normally retained for 8 years from the date of last treatment.
Where records relate to children, the applicable retention period will be followed in accordance with relevant professional and legal guidance.
Other personal information is retained only for as long as necessary for the purpose for which it was collected, or for as long as required by law.
When information is no longer required, it will be securely deleted or disposed of.
Your rights
Depending on the circumstances, you have rights under UK data-protection law including the right to:
request access to the personal information I hold about you
ask for inaccurate information to be corrected
request deletion of information in certain circumstances
request restriction of processing in certain circumstances
object to certain processing
request transfer of your information in certain circumstances
If you would like to exercise any of these rights, please contact:
How to make a complaint
If you have concerns about how I have used your personal information, please contact me first at:
You also have the right to complain to the Information Commissioner's Office (ICO) if you are unhappy with how your information has been handled.
Information Commissioner's Office:
https://ico.org.uk/make-a-complaint/
Changes to this privacy policy
I may update this privacy policy from time to time to reflect changes to my services, how I use information or changes in data-protection requirements.
The latest version will always be available on the Wild Fern website.