Privacy Notice
This privacy notice tells you what to expect us to do with your personal information.
Contact details
Email
indila@movementthatmatters.org.uk
What information we collect, use, and why
We collect or use the following information for participant education and welfare:
Names and contact details for participants/children
Names and contact details for carers
Gender
Pronoun preferences
Date of birth
Dietary requirements (including vegetarian, vegan, gluten free and halal requirements)
Payment details and financial information including transactions
Special Educational Needs and Disabilities (SEND) or additional support information (includes reasonable adjustments and special educational needs and disabilities)
Welfare information (includes family and home life circumstances and history)
Photographs
Attendance and reason for absence data
Account access information
Progress reports
Information relating to compliments and complaints
We also collect or use the following information for participant education and welfare:
Health information
We collect or use the following personal information for dealing with queries, complaints or claims:
Names and contact details
Payment details
Purchase or service history
We collect or use the following information for information updates or marketing purposes:
Names and contact details
Address
Marketing preferences
Photographs
Website and app user journey information
IP addresses
Records of consent, where appropriate
We also collect or use the following information for information updates or marketing purposes:
Health information
We collect or use the following information to comply with legal requirements:
Identification documents
Health and safety information
We also collect or use the following information to comply with legal requirements:
Health information
Lawful bases and data protection rights
Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.
Which lawful basis we rely on may affect your data protection rights which are in brief set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:
Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. You can read more about this right here.
Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. You can read more about this right here.
Your right to erasure - You have the right to ask us to delete your personal information. You can read more about this right here.
Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. You can read more about this right here.
Your right to object to processing - You have the right to object to the processing of your personal data. You can read more about this right here.
Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. You can read more about this right here.
Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. You can read more about this right here.
If you make a request, we must respond to you without undue delay and in any event within one month.
To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.
Our lawful bases for the collection and use of your data
Our lawful bases for collecting or using personal information for participant education and welfare are:
Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Contract - we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:
Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Contract - we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Our lawful bases for collecting or using personal information for information updates or marketing purposes are:
Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Contract - we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Our lawful bases for collecting or using personal information to comply with legal requirements are:
Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Contract - we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Where we get personal information from
Directly from you
Parents or carers
How long we keep information
We retain records relating to contracts, including personal information collected for participant education, welfare, queries, complaints, or claims, for five years after the end of the contract or the conclusion of the relevant matter.
Records collected for marketing or information update purposes are retained until you withdraw your consent or request their deletion.
Where personal information is collected to comply with legal requirements, we will retain it for the period required by applicable laws and regulations.
Who we share information with
Data processors
This data processor does the following activities for us: Google, as the provider of Google Workspace provides a collection of integrated apps that help us communicate, collaborate, and store and share files.
Others we share personal information with
Parents and carers
Emergency services
Organisations we’re legally obliged to share personal information with
Only with permission, publicly on our website, social media or other marketing and information media
How to complain
If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.
If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113