Pre-session suitability checks
Previous or existing issues · Relevant medical conditions or medications · Allergies or contraindications
← Insurance essentials
Chapter 04 of 06 · Records
Record keeping for yoga teacher insurance
Record keeping is a condition of your cover. What to keep, and for how long.
7yrs
Minimum retention
Your Balens policy includes a condition that makes record keeping a requirement of cover. You must keep records of every session for the policy to respond in the event of a claim.
Clear, accurate notes also protect you and your clients if there is ever a complaint or claim made against you.
Clear notes provide evidence of
- What class or session took place
- Who attended, and on what dates
- How you assessed suitability and risk
- Any unforeseen events and how you responded
- Pre- and post-session information and advice
What to record.
Follow your training and YogaPros best-practice guidelines. Focus on the things that can be used in your defence if a claim or allegation is made against you.
Session plan
Planned activities and techniques · Any modifications or adjustments — and why · Pre- and post-session advice given
Session details
Names of attendees and dates · Client responses and outcomes · Any adverse events
Retention
Records must be retained in a durable medium for a minimum of 7 years. A durable medium includes secure paper records (e.g. kept in a locked filing cabinet) or secure electronic records (e.g. encrypted cloud storage, a secure practice management system, or password-protected digital files). Records should remain accessible, legible and protected against unauthorised access, loss or alteration throughout the retention period.
If there is a claim.
We would particularly draw your attention to the requirement for adequate record keeping. In the event of a claim, insurers will ask for:
- An account of what happened from the practitioner’s perspective
- The practitioner’s response to any allegations made
- Evidence of training, qualifications and membership
- Full copies of all treatment records
Please note, record keeping is a condition of your policy, you will be asked to provide copies of treatment records in the event of a claim or incident.
Records that hold up
Scenario
A client alleges that a yoga instructor’s course has worsened an existing medical condition and raises a complaint with a view to making a claim. The instructor has maintained clear, dated records — intake form, screening notes, emails, session plans, and brief notes of discussions about risks and boundaries.
What happened next
The complaint and potential claim are notified to the insurer, who reviews the instructor’s records as key evidence. The detailed account of the assessment, the treatment provided, any changes made and the aftercare advice supports the instructor’s position that they acted reasonably and in line with good practice.
Outcome
A strong basis for the defence. Because the records are clear, consistent and contemporaneous, they can help challenge or reduce any allegation of negligence, and limit or avoid any payment of compensation — depending on the overall findings and any medical evidence.
Compliance and best practice.
We provide resources to help you maintain professional standards and meet your obligations as a yoga teacher:
- Guidelines for safe teaching across all class types and student groups.
- Templates and checklists for studio, community, and corporate teaching.
- Help for maintaining student confidentiality, managing risk, and adhering to legalities.