Good clinical records protect your clients and protect you. As a massage therapist you have a duty to keep them — and to keep them safely. Here's what that means in practice, and how MassageHub handles it for you.
Why your notes matter
Most UK soft-tissue insurers expect you to keep a clinical record for every treatment, and to hold on to it for years after the last session — longer for anyone you treated as a child. Thin or missing notes can leave you exposed if a complaint is ever raised. The exact retention period is set by your own insurer and professional body, not by us, so it's always worth checking your policy and association guidance for the number that applies to you.
What GDPR expects
Client health information is sensitive personal data. Under UK GDPR you're expected to collect only what you genuinely need, keep it accurate, store it securely with access limited to you, and not hold it for longer than necessary. A template helps you record consistently — but using a template does not, on its own, make you compliant. The data still has to be stored safely, and your clients have the right to see, correct or delete it.
Free templates to get you started
If you're working on paper or building your own system, we publish two free, ready-to-print templates you're welcome to use:
- SOAP note template — a structured treatment record (Subjective, Objective, Assessment, Plan).
- Client intake form template — a first-visit health questionnaire with a plain-English consent and data-protection statement.
How MassageHub keeps your records safe
When you work in MassageHub, the filing is done for you. Every booking creates a client record automatically. SOAP notes and intake responses sit against that client, encrypted at rest, with the full history one tap away. The right intake form is sent to each client when they book, and their answers land on their record without re-typing. You can export everything at any time, and delete a client's data on request — so meeting your own obligations is far less work than a drawer full of paper.
This article is general guidance, not legal or insurance advice. Always confirm the exact requirements with your insurer and professional body.