THE NOBLE HERD EFL & EFP CIC

PARTICIPANT PRIVACY NOTICE

For workshops, retreats, group sessions and one-to-one equine-facilitated sessions
Last updated: September 2026
Company Number: 16544722
ICO Registration Number: ZC004771

1. WHO WE ARE
The Noble Herd EFL & EFP CIC (“The Noble Herd”) is a Community Interest Company registered in England and Wales under company number 16544722.
Our registered office is:
Manufactory House
Bell Lane
Hertford
Hertfordshire
SG14 1BP
The Noble Herd is the data controller responsible for the personal information described in this notice.
We are registered with the Information Commissioner’s Office (ICO), registration number ZC004771.
Data-protection enquiries can be sent to kate@thenobleherd.co.uk.

2. WHAT THIS NOTICE COVERS
This notice explains how we use personal information about people who enquire about, book or attend our equine-facilitated sessions, workshops, retreats and related wellbeing activities.
Our separate Website Privacy Policy explains how we use information collected through our website, cookies and mailing list.

3. INFORMATION WE MAY COLLECT
We may collect:
• Identity and contact details, including your name, email address, telephone number and postal address where required.
• Booking, attendance and payment information.
• Emergency-contact details.
• Relevant health, wellbeing, allergy, medication, mobility and accessibility information that you choose or are asked to provide.
• Information about your previous experience with horses or a particular practice.
• Your preferences, aims and information shared during a session.
• Brief session, incident or safeguarding records where appropriate.
• Photographs, video or testimonials, but only where separate permission has been obtained.
Please only provide information that is relevant to your safe participation or the service you are requesting.
If you provide another person’s details as an emergency contact, please tell them that you have done so.

4. WHY WE USE YOUR INFORMATION
We may use your information:
• To respond to enquiries and manage bookings and payments.
• To assess suitability and make reasonable adjustments.
• To plan and deliver sessions safely.
• To contact an emergency contact or emergency service where necessary.
• To meet safeguarding, insurance, accounting and other legal responsibilities.
• To respond to feedback, complaints, accidents or incidents.
To send marketing only where you have chosen to receive it.

5. OUR LAWFUL BASES
We use ordinary personal information where it is necessary to take steps at your request or perform our agreement with you, to meet a legal obligation, or for our legitimate interests in operating safe and effective services.
Where appropriate, we may rely on vital interests in a genuine emergency.
Health and wellbeing information is special-category data. We normally process it with your explicit consent so that we can assess and support safe participation.
In limited circumstances, another condition under data-protection law may apply, including protecting vital interests where a person is incapable of giving consent or establishing, exercising or defending legal claims.
You may withdraw consent to our use of health information by contacting us. This will not affect earlier lawful processing, but it may mean that we cannot safely provide the requested activity.

6. FACILITATORS AND INFORMATION SHARING
We share personal information only where it is necessary and proportionate.
Relevant information may be made available to a facilitator or practitioner delivering part of an activity where they need it to consider participants’ individual needs and deliver their element safely.
Unless otherwise explained, visiting facilitators do not retain a separate copy of The Noble Herd’s participant form.
We may also share limited information with emergency services, safeguarding authorities, insurers, professional advisers, commissioners or service providers supporting our administration, where there is a lawful reason.
We do not sell personal information.

7. STORAGE AND SECURITY
Electronic records are kept on password-protected systems with access limited to authorised people.
We use proportionate security measures and keep identifying information separate from ongoing session notes where reasonably practicable.

8. HOW LONG WE KEEP INFORMATION
We normally retain information for the following periods:
• Event health and emergency-contact information: normally three months after the event.
• One-to-one client and session records: normally seven years after the last contact.
• Booking and financial records: normally seven years.
• Complaint, accident, incident and safeguarding records: for the period required by our applicable policy, insurer or legal responsibilities.
• Marketing details: until you unsubscribe or withdraw consent.
We may retain relevant information for longer where an accident, safeguarding concern, complaint, legal claim or other regulatory requirement makes this necessary.
When information is no longer required, it is securely deleted or destroyed.

9. YOUR RIGHTS
Depending on the circumstances, you may have the right to:
• Access your information.
• Correct inaccurate information.
• Request deletion.
• Restrict or object to processing.
• Withdraw consent.
• Receive certain information in a portable format.
Some rights are not absolute and may not apply where we have a lawful reason to retain information.
To exercise your rights, contact kate@thenobleherd.co.uk.
You may also complain to the Information Commissioner’s Office at ico.org.uk or by telephone on 0303 123 1113.
We would appreciate the opportunity to address your concern first.

10. CHANGES TO THIS NOTICE
We may update this notice when our services, systems or legal responsibilities change.
The current version will be published on our website and will apply from its stated update date.