Data Protection policy
Equilore – Equine Therapy and Learning (‘we’ or ‘us’ or ‘our’), hereafter known as ‘Equilore’, gather and process your personal information in accordance with this privacy notice and in compliance with the Data Protection Act 1998 and the EU General Data Protection Regulation (GDPR) which comes into force on 25thMay 2018 and relevant laws. This notice provides you with the necessary information regarding your rights and our obligations, and explains how, why and when we process your personal data.
Equilore’s is registered on the Information Commissioner’s Office (ICO) Register registration number ZA331653, and acts as the Data Controller and Data Processor in relation to data supplied to us. Equilore’s Data Protection Officer can be contacted at LKequilore@gmail.com.
Any personal data provided by you to Equilore through any means (verbal, written, in electronic form, or by your use of our website) will be held and processed in accordance with the data protection principles set out in General Data Protection Regulation (GPDR, 2018) for the purposes of providing the services you have requested from us, and to meet the legitimate interests of the business.
Third party agents, and websites which are linked to ours, are not covered by this policy, please read individual privacy policies detailed below.
If you have any queries concerning your personal information or any questions on our use of the information, please contact us using our contact form. When you request any of the services offered by Equilore or otherwise provide your personal details to us, you will be asked to consent to our processing of your data under the terms of this policy.
What information do we collect?
Equine Facilitated Psychotherapy (EFP) Requests.
Registering with us to request access to our counselling service can be done online, on paper or in person. Our request process involves providing us with your name, address, telephone numbers and email address. We may also request information on your availability, therapeutic issues, and other details which we deem relevant to processing your request.
Equine Facilitated Learning (EFL) Requests.
Registering with us to request access to our educational service can be done online, on paper or in person. Our request process involves providing us with your name, address, telephone numbers and email address. We may also request information on your availability, therapeutic issues, and other details which we deem relevant to processing your request.
Initial Assessment Appointments.
At an initial appointment we ask about your current personal, social, medical and financial circumstances. We may also ask about your background and family history, as well as the issues which are affecting you now. We require this information so that we can decide about our offer of counselling to you, to assign you to a counsellor, and to manage the service we provide to you.
In order to apply for job opportunities advertised on our website and elsewhere, you may be required to provide your contact details and other personal information contained in your CV (such as employment history and qualifications).
This information is only processed for the purpose of considering your job application and making any offer of employment.
Please note the main email used to contact Equilore is a gmail address. Check googles privacy terms and conditions, the link is pasted below. Please be aware that google does not encrypt messages and the content of our email conversations is not secure at this stage. Equilore is looking into an encrypted form of email for future reference.
The information you give us on our forms (including all inquiry and application forms) may include your name, postal address, email address, phone number and other messages to us. The contact form on our website can be used to ask question or request services. This form uses your e-mail address and IP-address. This information is kept for 6 months to respond to queries faster and to improve customer services.
External links on website
Our website may, from time to time, contain links to and from the websites of our partner networks and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites. These websites include Facebook and LinkedIn but this list is not exhaustive, their privacy policies are listed below.
Equilore is not responsible for the content of any of these sites, and the content of these sites does not represent the views of Equilore nor does this imply our endorsement of the linked websites or any association with their operators.
What do we use your information for?
We use information held about you in the following ways:
- To provide clients with the professional psychotherapy & counselling service requested from us.
- To enable us to offer appropriate opportunities and support to our counsellors & psychotherapists.
- To offer suitable psychotherapy & counselling appointments, and to allocate clients and counsellors for counselling & psychotherapy.
- To notify you about changes to your appointments and other changes to our services.
- To seek feedback from you on your experience of counselling & psychotherapy services with us.
- To improve our service to ensure that it is provided in the most effective manner for you and for us.
- To administer our service, including the arrangement of appointments and for financial control, data analysis, research, statistical and survey purposes.
- To keep in touch with those who ask us to, for the purposes of organisational, service and professional development.
What information do we share?
We will not share any information about you with other organisations or people, except in the following situations:
- Consent – Equilore may share your information with professional carers or others whom you have requested or agreed we should contact.
- Serious harm – Equilore may share your information with the relevant authorities if we have reason to believe that this may prevent serious harm being caused to you or another person.
- Compliance with law – Equilore may share your information where we are required to by law or by the regulations and other rules to which we are subject.
How do we keep your information safe?
All information you provide to us is stored as securely as possible. All paper forms and correspondence are kept in locked filing cabinets on our premises. All electronic records are stored on an encrypted computer, all access to which requires password-protected authentication, or by reputable service providers using secure internet ‘cloud’ technology.
Unfortunately, the transmission of information via the internet is never completely secure. Although we will do our best to protect your information using industry-standard protocols and encryption, we cannot guarantee the security of your data transmitted to us via email, including forms completed on our website which are transmitted by email; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
Your identifiable personal information is kept separately from any session notes and other descriptive material. Client notes and other documentation are destroyed 3 years after the end of counselling, and personal contact details are destroyed/deleted after 7 years of no contact or updates.
You have the right to access any personal information that EQUILORE processes about you and to request information about:
- What personal data we hold about you
- The purposes of the processing
- The recipients to whom the personal data has/will be disclosed
- How long we intend to store your personal data for
- If we did not collect the data directly from you, information about the source
If you believe that we hold any incomplete or inaccurate data about you, you have the right to ask us to correct and/or complete the information and we will strive to correct it as quickly as possible; unless there is a valid reason for not doing so, at which point you will be notified.
You may withdraw your consent for us to hold and process your data at any time. However, if you do this while actively receiving counselling at Equilore, your counselling would have to end. If we receive a request from you to exercise any of the above rights, we may ask you to verify your identity before acting on the request; this is to ensure that your data is protected and kept secure.
You can withdraw your consent by submitting our Consent Withdrawal Form, or by contacting the Director via LKequilore@gmail.com.
Complaints to the ICO
You also have the right to lodge a complaint with the supervisory authority:
Information Commissioner’s Office
Telephone: 0203 123 1113
Resources and further reading:
Guide to the General Data Protection Regulation (GDPR) which replaces the Data Protection Act 1998 in May 2018.