Privacy Policy

Last updated: [29/12/25]

This Privacy Policy explains how Silver Horse (“we”, “us”, “our”) collects, uses, stores, and protects personal data when providing equine-assisted services. We are committed to complying with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable UK data protection laws.

1. Who We Are

Business name: Silver Horse
Business structure: Sole trader
Registered address: 6 Holton Terrace, Halesworth, IP19 8HA
Service location(s): Onsite and Silver Horse yard
Email: annie@silverhorse.uk
Telephone: 07356143227

For the purposes of data protection law, Silver Horse is the data controller.

2. Personal Data We Collect

We may collect and process the following categories of personal data:

a) Client and Participant Information

Name, address, email address, telephone number

Date of birth (where relevant)

Emergency contact details

Health, wellbeing, or support needs relevant to equine-assisted activities (special category data)

Session notes and progress records

b) Parent/Guardian Information (where applicable)

Name and contact details

Relationship to participant

c) Enquiry and Communication Data

Information provided via email, telephone, social media, or enquiry forms

d) Financial Information

Invoices, payment records, and transaction references (we do not store full card details)

e) Website Data (if applicable)

IP address

Cookies and usage data (see Section 10)

3. Special Category Data

Some services require us to process special category data, such as health or wellbeing information. We only collect this where necessary to provide safe and appropriate equine-assisted services.

We process special category data under the following lawful bases: - Explicit consent - Provision of health or social care support - Safeguarding and risk management

4. How We Use Personal Data

We use personal data to: - Provide safe and effective equine-assisted services - Assess suitability and manage risks - Communicate about sessions, schedules, and services - Maintain accurate records - Process payments and manage accounts - Meet legal, regulatory, and insurance requirements - Safeguard children and vulnerable adults

5. Lawful Bases for Processing

Under UK GDPR, we rely on the following lawful bases: - Consent – where you have given clear permission - Contract – where processing is necessary to deliver agreed services - Legal obligation – where required by law (e.g. safeguarding, tax) - Vital interests – to protect health or safety - Legitimate interests – for running and improving our services (balanced against your rights)

6. Data Sharing

We may share personal data only where necessary and appropriate, including with: - Qualified practitioners or facilitators involved in service delivery - Veterinary or medical professionals in emergencies - Insurers and professional advisers - Local authorities or safeguarding agencies where legally required - HMRC or regulatory bodies

We never sell personal data to third parties.

7. Data Storage and Security

We take appropriate technical and organisational measures to protect personal data, including: - Secure digital storage with password protection - Locked physical filing systems - Restricted access to personal data - Regular review of data handling practices

Data is stored within the UK or with providers offering UK GDPR-compliant safeguards.

8. Data Retention

We retain personal data only for as long as necessary: - Client records: typically 6–7 years after last contact - Children’s records: until age 25 or as required by insurers - Financial records: 7 years (HMRC requirement)

After this period, data is securely deleted or destroyed.

9. Your Rights

Under UK GDPR, you have the right to: - Access your personal data - Request correction of inaccurate data - Request erasure of your data (where applicable) - Restrict or object to processing - Request data portability - Withdraw consent at any time

To exercise your rights, contact us using the details above.

10. Cookies and Website Use (if applicable)

Our website may use cookies to improve functionality and user experience. You can manage cookie preferences through your browser settings.

A separate Cookie Policy may apply.

11. Complaints

If you are unhappy with how we handle your data, please contact us first so we can try to resolve the issue.

You also have the right to lodge a complaint with the UK supervisory authority:

Information Commissioner’s Office (ICO)
Website: https://ico.org.uk
Telephone: 0303 123 1113

12. Changes to This Policy

We may update this Privacy Policy from time to time. The latest version will always be available on request or on our website.

Signed: __________________________
Name: Annie Pearce
Date: __01/11/2024________________________