Care for the horse. Respect for your privacy.

Last updated: 1 October 2026.

Who is responsible

Newform is operated by Cassandra Nagel as a sole trader. Cassandra is the controller responsible for personal information used for Newform’s programme and this website.

For privacy questions or requests, email cassandra@abbeyfarmequestrian.co.uk or write to Cassandra Nagel, Newform, Abbey Farm Equestrian, Church Road, Darley Dale, DE4 2GL.

Information we use

We use names, email addresses and other contact details; racing-yard and keeper relationships; handover and placement information; messages, support requests and updates; uploaded documents and photographs; publication choices; and records of account access and administrator decisions. Some horse records and documents also identify people.

We receive information from you, supplying racing connections, current or previous keepers, Newform’s team and professionals involved in the horse’s care. Website and security services process technical information such as IP addresses, browser details and challenge results.

Please provide only information relevant to the horse or your dealings with Newform. Do not include personal medical information about people or unrelated confidential information in horse records.

Why we use it

We use information to assess horses, arrange handovers and placements, manage accounts, provide appropriate care and management guidance, maintain lifetime traceability, respond to enquiries and support requests, and protect the service from misuse.

We rely on steps taken at your request before an agreement and performance of our agreement with you where applicable. Our legitimate interests support horse welfare and traceability, managing professional relationships, responding to requests, maintaining essential records and securing the website. We consider those interests alongside your privacy and rights. Where a specific legal obligation applies, we retain or disclose the information needed to meet it.

Optional publication of your identifiable story, yard attribution or photographs is based on the relevant permission or consent. You can contact us to withdraw consent for future use. Withdrawal does not affect use that was lawful before withdrawal. We do not make decisions about people solely through automated processing.

Who can see records

Newform’s authorised administrators can review private records. Invited trainers see approved progress for horses assigned to their account. Active keepers see their own updates, relevant management guidance and the files available to their account. Access is removed when an assignment ends.

We share relevant information with prospective or future keepers and care professionals where needed for a horse’s assessment, welfare or placement. We review what is necessary rather than giving general access to another person’s private account or documents. Essential information may also be shared with professional advisers, insurers or authorities where justified or required. We do not sell personal information.

Public profiles and choices

Contact details, private addresses, precise yard locations, veterinary documents and contracts are kept out of public horse profiles. Keeper updates remain private until Newform approves a separately reviewed summary. An update marked “Private update—do not publish” cannot be approved for public display.

Permission to name a yard or publish supplied racing photographs is separate and optional. All files uploaded through this version of the portal remain private; a permission recorded on a form does not itself publish a file. Public profile publication is separately controlled by Newform.

Hosting, security and sign-in emails

Cloudflare provides website hosting, database and file storage, and Turnstile security checks. Resend delivers sign-in emails and processes the recipient’s email address, message content and delivery information. Its sign-in messages contain a short-lived access link; horse documents are not attached to those emails.

These providers and their service partners may process information outside the UK. Resend stores customer email and log data in the United States. Applicable provider data-processing terms provide transfer safeguards, including standard contractual clauses and UK provisions where required. Contact Cassandra for information about the safeguards relevant to your data. Provider details are available in Cloudflare’s data-processing terms and Resend’s data-protection information.

Cookies and security records

The portal uses an essential sign-in cookie to keep your session secure, lasting up to eight hours or ending when you sign out. Sign-in links expire after fifteen minutes. Turnstile checks help prevent automated abuse. We also keep limited security and administrator records. Expired authentication records are cleared through scheduled maintenance.

How long we keep information

• Horse identity, health, retraining and placement history: throughout the horse’s lifetime, with annual reviews of personal information and a further review when we learn of the horse’s death.
• Current account and relationship details: while needed for the active account or relationship.
• Closed accounts and former keeper contact details: review and remove unnecessary personal information twelve months after closure or transfer. Essential agreement evidence follows the agreement period.
• Sale, lease and handover agreements: six years after the agreement ends, unless a documented contractual, insurance or legal requirement justifies longer.
• General enquiries that do not progress: twelve months after the last contact.
• Abandoned handover drafts: six months after the last activity, with a reminder before deletion.
• Declined handovers: twelve months after the decision, unless a documented welfare concern requires longer.
• Routine support requests: two years after resolution. Relevant horse-care facts may remain in the lifetime history with unnecessary personal details removed.
• Administrator audit records: twelve months, with relevant records retained longer for an ongoing investigation. Provider security and delivery logs follow their applicable service settings.

We review records quarterly and delete or remove identifying information when it is no longer needed. A horse’s lifetime history does not mean retaining every person’s contact details or original document indefinitely. Records needed for an ongoing dispute or another justified requirement are retained with a recorded reason and review date. Protected recovery copies may persist until their recovery period ends; completed removals must be reapplied if records are restored.

Your rights and account recovery

Depending on the circumstances, you can ask to access or correct your personal information, request its deletion, restrict its use, object to processing based on legitimate interests, or receive information in a portable form where that right applies. You can withdraw publication consent. These rights have conditions and exceptions; contact Cassandra and we will explain how they apply to your request.

We may need to verify your identity before acting on a request. If you lose access to your sign-in mailbox, contact Newform through a trusted existing contact route so we can verify your identity before changing account details.

You can complain to the Information Commissioner’s Office. We would welcome the opportunity to address your concern first. We will update this notice when our use of information changes and bring significant changes to affected people’s attention.