Privacy Policy
Last updated: July 2026
1. Who we are
Horse and Rider Sports Massage is run by Charlie Baldwin, trading as Horse and Rider Sports Massage, providing equine sports massage and human sports massage therapy.
Email: charlie@horseandridersportsmassage.co.uk
ICO Registration: CSN8453510
For the purposes of UK GDPR, we are the "data controller."
2. What information we collect
We only collect personal data you choose to share with us so we can provide our services safely and effectively.
For all clients:
Contact details: name, email, phone number, address
Booking and payment records (we accept bank transfer and card payments only — we do not store your bank details)
Website/email enquiry details: whatever you enter when contacting us. We do not use tracking cookies.
For human sports massage clients:
Health information relevant to treatment: medical history, injuries, conditions, medication, GP or specialist contact details where relevant
Emergency contact details
Session/treatment notes: assessment findings, treatment given, progress notes, aftercare advice
Where you are under 18, we also hold parental/guardian contact and consent details
For equine clients (and their owners):
Horse details: name, age, breed, health history, competition level
Session notes: assessment findings, treatment notes, groundwork plans, progress updates
Contact details of any vet, farrier, or trainer you ask us to liaise with
Health-related information (about you personally — not about your horse) is a "special category" of data under UK GDPR, and we handle it with extra care as set out in Section 4.
3. How we use your information
We use your data to:
Provide equine sports massage, human sports massage, and guided groundwork sessions
Keep accurate treatment and welfare records for you and/or your horse
Contact you about bookings, session notes, and aftercare
Comply with legal, insurance, and professional body requirements
Improve our services based on feedback
We will never sell your data or share it with third parties for marketing.
4. Legal basis for processing
Under UK GDPR we process your data based on:
Contract: to deliver the services you've booked
Legitimate interest: to maintain records for treatment continuity, horse welfare, and our professional insurance
Consent: for any optional communications (you can withdraw this at any time) and for contacting third parties like your vet or trainer on your behalf
Special category data (human health information): Where we hold health-related information about you as a human client, our legal basis is your explicit consent, given before treatment begins, and where relevant, the provision of health treatment by a professional under a duty of confidentiality. You can withdraw this consent at any time, though this may affect our ability to treat you safely.
Clients under 18: Where a client (or, for equine sessions, the young rider) is under 18, we require consent from a parent or guardian before collecting personal data or providing treatment.
5. How long we keep your data
Adult client and horse records: kept for 7 years after your last session, to meet insurance and professional body requirements
Records relating to a client who was under 18 at the time of treatment: kept until their 25th birthday (standard practice for health-related records), or 7 years from the last session, whichever is longer
Enquiry emails from people who don't go on to book: deleted after 12 months
After these periods, records are securely deleted.
6. Who we share data with
We only share data when necessary, for example:
Your vet, farrier, doctor, or trainer, where you've asked us to liaise with them about your (or your horse's) care
Our insurer or professional body, if required for a claim or compliance check
Where your data is stored: Client and treatment records are stored in Cliniko. If any service we use stores data outside the UK/EEA, we'll only use providers with appropriate safeguards in place (such as UK adequacy regulations or standard contractual clauses).
We do not use third-party payment processors, as we accept bank transfer only.
We do not use automated decision-making or profiling.
7. Your rights
Under UK GDPR you have the right to:
See the data we hold about you (and your horse)
Ask us to correct any inaccurate data
Request deletion of your data, where we're not required by law or professional obligation to keep it
Object to how we use your data
Request your data be sent to you or another provider (data portability)
Withdraw consent at any time, where consent is our basis for processing
To exercise these rights, contact us at charlie@horseandridersportsmassage.co.uk.
If you're unhappy with how we've handled your data, you also have the right to complain to the Information Commissioner's Office (ICO): ico.org.uk or 0303 123 1113. We'd appreciate the chance to resolve any concern directly first.
8. Website & security
Your data is stored securely and access is limited to Charlie Baldwin. Our website uses SSL encryption. We do not use tracking cookies or share website data with advertisers. In the unlikely event of a data breach that risks your rights, we will notify you and the ICO as required by law.
9. Changes to this policy
We may update this policy occasionally. The latest version will always be posted here with the date.