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Privacy Policy

Last updated: October 2026

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The Coastal Clinic respects your privacy and is committed to protecting your personal information.

This Privacy Notice explains what personal information I collect, why I collect it, how I use and protect it, and your rights in relation to your information.

The Coastal Clinic is a small, independent business providing Pilates, reformer Pilates, injury rehabilitation and massage therapy services.

For the purposes of UK data-protection law, The Coastal Clinic is the data controller for the personal information I collect and use in providing these services.

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1. What information do I collect?

Depending on the services you use, I may collect:

Contact and identification information

  • Your name

  • Date of birth

  • Address

  • Telephone number

  • Email address

  • Emergency contact details

Booking and service information

  • Appointments and attendance

  • Services you have booked

  • Relevant correspondence

  • Payment and transaction information

Health and wellbeing information

Where relevant to your sessions, I may collect information about:

  • Current and previous injuries

  • Pain and physical limitations

  • Medical conditions

  • Surgery and medical procedures

  • Medication where relevant to exercise or treatment

  • Pregnancy and postnatal status

  • Pelvic-floor concerns

  • Menopause-related information where relevant to your Pilates programme

  • Physical activity and exercise history

  • Information arising from your health screening or movement assessment

Health information is classed as special-category personal data under UK data-protection law and receives additional protection.

I aim to collect only information that is relevant and necessary for providing safe and appropriate services.

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2. Why do I collect your information?

I use your information to:

  • arrange and manage your appointments;

  • provide Pilates, reformer Pilates, rehabilitation and massage services;

  • understand your individual needs and goals;

  • adapt exercises or treatment appropriately;

  • identify relevant precautions or contraindications;

  • monitor your progress where appropriate;

  • communicate with you about your appointments;

  • process payments and maintain business records;

  • respond appropriately to health or safety concerns;

  • maintain appropriate professional and insurance records; and

  • comply with legal obligations where applicable.

I do not collect health information simply because it may be interesting or useful in the future. I aim to collect information that is relevant to the services I provide. This reflects the data-minimisation principle in UK data-protection law.

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3. How do I use your health information?

Health information may be used to help me decide how your Pilates or treatment should be adapted to your individual circumstances.

For example, information about an injury, medical condition or medication may help me:

  • modify or avoid particular exercises;

  • adjust intensity or positioning;

  • take appropriate precautions;

  • monitor changes in your condition; or

  • determine when you may need to seek advice from an appropriate healthcare professional.

I am not a doctor and do not use your information to diagnose medical conditions.

Where your circumstances indicate that medical advice or clearance may be appropriate, I may recommend that you speak to your GP, consultant, physiotherapist or another suitably qualified healthcare professional.

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4. My legal basis for using your information

UK data-protection law requires me to have a lawful basis for processing personal information.

Depending on the circumstances, I may rely on:

  • Contract – where processing is necessary to provide the service you have requested.

  • Legitimate interests – where processing is necessary for the reasonable running and administration of my business and your interests and rights do not override those interests.

  • Legal obligation – where I am required by law to retain or provide information.

  • Consent – where consent is the appropriate legal basis.

Because health information is special-category data, an additional legal condition is required before it can be processed. The ICO confirms that both an Article 6 lawful basis and an Article 9 condition must be identified.

For the health information collected through Pilates and treatment screening, I will use the appropriate special-category condition applicable to the particular processing and will keep this under review as data-protection guidance develops.

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5. Who can access your information?

Your information is primarily accessed by The Coastal Clinic.

I will not sell your personal information.

I may share relevant information where this is necessary and lawful, for example:

  • with a healthcare professional where appropriate and with your knowledge/permission;

  • with professional advisers where necessary;

  • with insurers or legal representatives where required in relation to a legitimate claim or legal matter;

  • with service providers who help me operate the business, such as booking, payment, email or data-storage providers; or

  • where I am legally required to do so.

I will only share information that is relevant and necessary for the particular purpose.

I will not share your health information with other clients.

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6. Keeping your information secure

I take reasonable steps to protect your personal information against:

  • unauthorised access;

  • accidental loss;

  • misuse;

  • alteration; or

  • unauthorised disclosure.

Health information is particularly sensitive, so I take additional care when storing and handling it.

Where information is stored electronically, appropriate security measures such as passwords and access controls will be used.

Paper records, where used, will be stored securely and not left where they can be viewed by unauthorised people.

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7. How long do I keep your information?

I will not keep your personal information for longer than is reasonably necessary for the purpose for which it was collected.

Different types of information may need to be retained for different periods.

The retention period will take into account factors such as:

  • the nature of the information;

  • the services provided;

  • professional and insurance requirements;

  • legal or regulatory requirements;

  • whether there is an ongoing relationship with you; and

  • whether the information may be required to establish, exercise or defend a legal claim.

Once information is no longer required, it will be securely deleted or destroyed.

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8. Your rights

Under UK data-protection law, you may have rights including:

  • the right to be informed about how your information is used;

  • the right to access personal information I hold about you;

  • the right to ask for inaccurate information to be corrected;

  • the right to request erasure in certain circumstances;

  • the right to restrict processing in certain circumstances;

  • the right to object to certain processing; and

  • the right to data portability in circumstances where this applies.

These rights are subject to certain legal exceptions and may not apply in every situation.

If you would like to exercise one of your rights, please contact me using the details below.

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9. Marketing communications

I may occasionally contact you about The Coastal Clinic's services, classes or relevant offers where this is lawful.

You can ask me to stop sending marketing communications at any time.

Your decision about marketing will not affect your ability to receive Pilates, rehabilitation or massage services.

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10. Cookies and website information

If you use The Coastal Clinic website, certain information may be collected automatically through cookies or similar technologies.

The website may also collect information submitted through contact or enquiry forms.

Further information about website cookies and any third-party services used on the website can be provided in the website's cookie information where applicable.

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11. Changes to your information

Please let me know if your:

  • contact details change;

  • health circumstances change;

  • medication changes;

  • injury or pain changes; or

  • circumstances relevant to your ability to exercise or receive treatment change.

You do not need to wait until your next annual health review to tell me about an important change.

Keeping your information up to date helps me provide appropriate and safe services.

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12. Questions or concerns

If you have any questions about how your personal information is used, or if you believe that I have not handled your information appropriately, please contact me in the first instance.

The Coastal Clinic

thecoastalclinicselsey@gmail.com

07887852602

2a Chichester Way

Selsey

West Sussex

PO20 0PJ

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I will aim to resolve any concerns promptly.

You also have the right to complain to the Information Commissioner's Office (ICO) if you are concerned about how your personal information has been handled.

Information about making a complaint is available from the ICO website.

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13. Review of this Privacy Notice

I may update this Privacy Notice from time to time to reflect changes in my business, the services I provide or applicable data-protection requirements.

The latest version will be made available to clients.

Last reviewed: October 2026

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