Consultation Recording and Privacy Notice
Consultation Recording and Privacy Notice
Last updated: 21 July 2026
Why limited recording may be used
Maria may use wearable recording glasses during limited parts of a saddle-fitting consultation.
Recording is normally restricted to:
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the horse’s back assessment and observable responses; and
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recording any tree alterations required for the saddle to fit correctly.
The purpose is to create an accurate contemporaneous record of the horse’s observable responses and any tree alterations required for the saddle to fit correctly.
Relevant recordings may be shared with the saddle maker so they have clearer and more detailed information, enabling tree work to be carried out as accurately as possible.
Recording provides a more accurate record than relying on memory or reducing the horse’s response to a subjective numerical pain score. It does not establish a veterinary diagnosis.
We do not routinely record the whole consultation.
What may be captured
The glasses record video and audio.
Although they are directed primarily towards the horse and saddle-fitting work, a recording may also capture:
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the client’s voice or image;
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consultation surroundings;
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relevant discussion during the assessment; or
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another person standing nearby.
We take reasonable steps to avoid recording people who do not need to be included, particularly children and unrelated bystanders.
Your choice
Recording is optional.
Declining recording will not prevent you from having a saddle-fitting consultation and will not affect how you are treated.
We will ask for your permission before recording begins. You may ask us to pause or stop recording at any time without giving a reason.
How recordings are used
Recordings may be used:
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to maintain an accurate consultation and saddle-fitting record;
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to review the horse’s observable responses;
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to record tree selection, fit and required alterations;
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to prepare or support fitting recommendations;
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to compare findings during follow-up; and
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to obtain technical input from the relevant saddle or tree maker where necessary for your horse’s fitting.
Consultation consent does not permit us to use recordings for social media, advertising, testimonials, public case studies or public teaching.
Separate permission will be obtained before identifiable material is used for any of those purposes.
Storage and technology providers
Recordings and consultation photographs may be stored:
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within the Meta application associated with the recording glasses;
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in The Western Saddler Ltd’s Apple iCloud account; and
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in a dedicated client folder within Dropbox, used for consultation records and communication with the relevant saddle maker.
Apple, Meta and Dropbox may process this information as technology service providers under their respective privacy and security terms.
Their processing or storage arrangements may involve locations outside the UK.
Access is restricted to Maria and authorised members of The Western Saddler Ltd, except where relevant photographs or recordings need to be shared with the appropriate saddle or tree maker to assess fit or carry out tree alterations.
Only the material reasonably necessary for that work will be shared.
Sharing with saddle and tree makers
Where necessary to assess, manufacture or alter a tree, we may share a limited relevant recording or photograph with the appropriate saddle or tree maker.
This may include saddle and tree makers located in Germany.
Material is shared to give the maker clearer and more detailed technical information and to enable the required tree work to be carried out as accurately as possible.
Germany is within the European Economic Area and is covered by UK adequacy arrangements.
How long recordings are retained
Recordings are normally retained for up to seven years following the final consultation or completion of the saddle fitting, in line with our consultation-record retention period.
Recordings may be deleted sooner when they are no longer required for:
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the fitting;
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follow-up and aftercare;
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the professional consultation record; or
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the establishment, exercise or defence of a legal claim.
Irrelevant, accidental and duplicated recordings will be deleted when identified.
Other people and children
Where possible, recording will take place away from unnecessary bystanders.
Recording may be paused if someone approaches or joins the conversation.
We avoid intentionally recording children. Permission from a parent or guardian is required before an identifiable child is intentionally included.
Requesting access, withdrawal or deletion
You may contact us to:
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ask whether we hold a recording of your consultation;
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request access to your personal information;
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ask us to stop using a recording;
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withdraw consent for future use; or
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request deletion where the right to erasure applies.
Requests may be made verbally or by emailing:
Withdrawing consent does not affect processing that occurred before consent was withdrawn.
Some information may need to be retained where another lawful basis or legal requirement applies. We will explain if this is relevant.
Public, promotional or educational use
Consent to consultation recording does not include public, promotional or general teaching use.
If we would like to use an identifiable photograph or recording for a case study, website, social media, advertising, testimonial or teaching, we will ask for separate permission.
Wherever practical, you will be shown the specific photograph, recording or material and told how we would like to use it before it is published or shared.
Contact and complaints
The Western Saddler Ltd is responsible for the personal information described in this notice.
The Western Saddler Ltd
Company number: 08680574
Little Garth
Tirley Lane
Utkinton
Tarporley
Cheshire
CW6 0JZ
Email: info@western-saddler.co.uk
Telephone: 07725 137737
If you have any questions or concerns, please contact us first so that we have an opportunity to resolve them.
You may also raise a concern with the Information Commissioner’s Office:
Website: www.ico.org.uk
Telephone: 0303 123 1113