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Privacy Policy for Your Horse is Your Mirror

Last Updated: May 2026

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Welcome to Your Horse is Your Mirror. We are committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store, and protect your personal data when you visit our website, book a retreat, or fill out our forms.

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For the purposes of the UK Data Protection Act 2018 and the UK GDPR, the Data Controller is Julia McHugh, trading as Your Horse is Your Mirror, based in Shropshire, UK.

1. The Data We Collect About You

We may collect, use, and store different kinds of personal data about you, which we have grouped together as follows:

  • Identity & Contact Data: Name, username, email address, telephone number, and emergency contact details.

  • Equine Data: Your horse’s name, age, breed, vaccination history, and behavioral background.

  • Special Category (Sensitive) Data: Medical conditions, physical limitations, severe allergies, and dietary requirements.

  • Financial Data: Payment details (processed securely via our third-party payment gateway; we do not store full credit card details).

  • Marketing & Communications Data: Your preferences in receiving newsletters from us and your preferences regarding photography/videography consent.

2. How We Collect Your Data. 

We collect data from you through:

  • Direct Interactions: When you book a retreat, subscribe to our newsletter, or contact us via our website.

  • Google Forms: We utilize Google Forms (provided by Google LLC) to collect and securely organize your pre-event registration details, dietary requirements, and sensitive medical history.

  • Automated Technologies: As you interact with our website, our hosting platform (Wix) may automatically collect technical data about your equipment and browsing patterns via cookies.

3. Our Legal Basis for Processing Your Data

We will only use your personal data when the law allows us to. Most commonly, we rely on the following legal bases:

  • Performance of a Contract: To process your booking and deliver the retreat services you have purchased.

  • Explicit Consent: For processing "Special Category" health, medical, or dietary data, and for using your imagery in marketing materials (social media/website) where you have explicitly opted in via our registration forms.

  • Legitimate Interests: For sending you updates and newsletters if you are an existing client (you can opt out at any time).

4. How Long We Keep Your Data

  • Medical & Safety Data: Sensitive health and emergency data collected via Google Forms is retained only as long as necessary to ensure your safety during the retreat. This data is securely deleted from our active digital systems within 3 months following the completion of the event.

  • Financial & Booking Data: Retained for up to 6 years to comply with UK tax and accounting regulations.

  • Marketing Data: Retained until you choose to unsubscribe from our newsletters.

5. Data Security and Third-Party Sharing

  • We do not sell your data. We only share your data with trusted third parties necessary to run our business, including:

  • Google LLC: To host our registration forms and data spreadsheets securely.

  • Our Third-Party Venue Partners: Only providing a basic manifest (e.g., rider numbers, stabling requirements, and critical dietary allergies for catering). We do not share your private medical conditions with third-party venue owners.

  • Professional Advisors & Insurers: Where strictly necessary to maintain insurance coverage or seek legal advice.

6. Your Legal Rights

  • Under UK data protection laws, you have rights including:

  • The right to access a copy of the personal data we hold about you.

  • The right to request that we correct any inaccuracies.

  • The right to request that we erase your data (the "right to be forgotten"), subject to our legal record-keeping obligations.

  • To exercise any of these rights, please contact us at julia@yourhorseisyourmirror.com

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