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DATA HANDLING & RETENTION

Track Clinic is registered with the Information Commissioner and handles all data in line with UK Data protection legislation.
In keeping with our obligations as a provider of medical services in the UK we retain your information for periods that are in keeping with government and professional body guidance. For Equine Assisted Psychotherapy we are required to retain information for 8 years from the last session attended. The information provided by the client or parent/guardian of the client is retained, as noted below;
Intake Form (when provided)
Service Agreement
Liability Release Form
SDQs (when required)
Session Notes (made after each session detailing session number, date, observations and signatures of facilitators).
Any other information supplied by the client/parent/guardian
You are entitled to see the data we hold on you. This can be arranged by contacting us. Track Clinic maintains customer records with the greatest integrity and confidentiality. All records are stored electronically and access is passworded.

PROCESSING & SHARING OF INFORMATION

All session contents, as well as your records, will be kept strictly confidential.
However we may need to share the personal information we process with other organisations. Where this is necessary we are required to comply with all aspects of the Data Protection Act (DPA) 2018.
Where necessary or required we may share information with:
healthcare professionals  social and welfare organisations  central government  business associates  family, associates and representatives of the person whose personal data we are processing  suppliers and service providers;  financial organisations;  current, past and prospective employers  employment agencies and examining bodies.
If we plan to share your information we will seek your prior consent (unless we are mandated by a Court Order or Statutory Requirement, or there is a risk of significant harm).
We also process personal information about our: patients (or users);, customers and clients, staff and associates, suppliers, business contacts and professional advisers.
We process personal information to enable us to: provide best quality health services to our patients (or users); maintain our accounts and records; promote our services and support our Associates.
We process information relevant to the above reasons & purposes. This information may include: personal details; family details; lifestyle and social circumstances; goods and services; financial details; and employment and education details
We also process sensitive classes of information that may include: physical or mental health details; sexual life; racial or ethnic origin; trade union membership; offences and alleged offences; and religious or other beliefs of a similar nature.

UNDERTAKING RESEARCH 

Personal information may sometimes be processed in order to undertake research. For this reason the information processed may include name, contact details, family details, lifestyle and social circumstances, financial details, goods and services. The sensitive types of information may include physical or mental health details, racial or ethnic origin and religious or other beliefs.
Information for research will only be shared with your consent.

Privacy Policy