Privacy Statement

Last updated: 10 September 2026

Who is responsible

Back to Balance, represented by Marja Hillebrand, is responsible for the processing of your personal data within its own services. Our address is Koningin Julianastraat 7, 6668 AG Randwijk, the Netherlands. Our Chamber of Commerce (KvK) number is 80606717. For privacy questions and requests you can email info@backtobalance.nl.

This statement covers the website, contact and bookings, coaching, body measurements, treatments, and memberships. Services from other organisations may have their own separate privacy statement.

Contact and appointments

When you get in touch or make an appointment, we use your name, contact details, appointment details, and the information you share yourself to respond and to organise your appointment. We use Calendly for appointments. We use Outlook within Microsoft 365 for email. You can also contact us yourself via WhatsApp or phone.

Booking and contact details needed for a requested or agreed service are used to prepare and carry out the agreement. We process other ordinary correspondence, where appropriate, on the basis of our legitimate interest in handling questions carefully. We do not use that basis on its own as an exception for health data.

When booking, please do not share medical details in the general remarks field. We discuss these during the intake or through the channel agreed for that purpose.

Coaching and client file

When you take part, we process data about appointments, your questions and goals, participation, and the guidance provided. For measurements and treatments this can also include age, sex, height, weight, health information from the intake, measurement reports, findings, and summaries. The software may generate interpretations and advice in doing so. These are not medical diagnoses set by us.

The current working method uses automatic storage in iCloud and client files in OneDrive. Correspondence is kept in Outlook within Microsoft 365. Files are organised into active and inactive files. Inactive files and emails are also stored personal data.

For the additional WILDFIT® guarantee, information about videos watched, attendance, and check-ins may be used to assess the agreed participation conditions. This assessment involves human review. We do not record a decision about the guarantee or participation that is based solely on automated processing.

Review by the mentor

For the interpretation of your measurement report, Evert Nel of Noordeinde Clinic in The Hague reviews it at my request. He receives only the measurement report, including name, age, sex, height, weight, measurement date and time, measurement data, and the software's interpretations. I do not send along your intake form or my summary.

Evert sends his findings back to me. I combine these with my own assessment and your intake and take care of the feedback to you. This collaboration does not make you a client of his practice. Review by the mentor is a standard part of the current measurement service and is explained in advance.

Under the described working method, Evert deletes the received email with the report after giving feedback and does not create a separate client file. His feedback stays with Back to Balance in the email and is incorporated into the summary.

Online coaching and groups

Online coaching takes place via Zoom. For WILDFIT® we use the WILDFIT® platform and group communication via a community or WhatsApp. What you post in a group is visible to other participants. In a WhatsApp group, your phone number and, depending on your settings, your profile information may also be visible.

We ask participants to treat each other's stories confidentially. Only share what you are comfortable with; active participation does not require you to disclose personal health information.

Marja has confirmed that all coaching is recorded, both via Zoom and possibly on location, for training purposes. Participants receive a replay of the Zoom call, even when they were not present.

Reflection check and interest messages

The planned reflection check uses your answers to compile a personal reflection and send it to the email address you provided. In doing so, we process health data. Consent for this processing must be requested explicitly and separately. You can also voluntarily choose whether Marja may view your answers and email you personally. That choice is off by default. The reflection check does not sign you up for a newsletter.

The personal reflection overview does not give a diagnosis or an overall medical score. Pre-written text modules are provided for the content. The reflection is not a decision based solely on automated processing with legal or similarly significant effects.

If you are interested in the Food Freedom Challenge, we use your name and email to inform you about the next start date. This is not a binding enrolment and not automatic consent for other marketing. You can indicate that you do not want to receive further interest messages.

Payments and administration

For quotes, agreements, invoices, and payments we use the necessary name, address, contact, and transaction data. For automatic direct debit, bank and mandate details are also needed. The legal bases are the performance of the agreement and statutory administrative obligations. Do not put unnecessary health information on invoices or payment descriptions.

Invoices are sent by Marja from Yuki. The website currently does not process online payments. Automatic direct debit is not yet set up. bunq, our own bank, is preferred if direct debit becomes possible; otherwise Mollie will be explored.

Retention

We do not keep data longer than necessary for the stated purpose, unless a statutory retention obligation applies. We keep the basic tax administration in principle for seven years under the applicable tax rules. That term does not automatically apply to all health data.

Service providers and processing outside the EEA

We use the services described above to enable appointments, communication, coaching, and files. Some suppliers may process data outside the European Economic Area. We therefore do not state that all data stays exclusively within the EU.

Your rights

You can ask for access, correction, deletion, or restriction of the processing. Where applicable, you can object or receive data in a portable format. If processing is based on consent, you can withdraw that consent. This does not affect the lawfulness of earlier use; some data must be kept for another valid reason.

Email your request to info@backtobalance.nl. We generally respond within one month. When a statutory extension is needed, we will let you know within that month, with the reason. We may ask for information to carefully verify your identity, without requiring a full copy of your ID by default.

You can file a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens) via autoriteitpersoonsgegevens.nl. You do not need to first agree with our response to your request in order to do so.

Changes

If our working method changes, we update this statement. In the event of important changes, we inform those concerned where necessary. The date at the top shows when the statement was last updated.