Move Together Privacy Policy
Please read this Privacy Policy carefully and ensure that you understand it. If you have any questions, please contact us at emilymyhill@activeoxfordshire.org.
Information About Us
The Move Together Platform is operated by Active Oxfordshire, a charity registered in England under 1179040. Our registered address is Marlborough House, 69 High Street, Kidlington, OX5 2DN. Active Oxfordshire is a Data Controller, and we are registered with the UK's Information Commissioner's Officer, registration number ZA475209.
What Are My Rights?
Under the Data Protection Legislation, you have the following rights, which we will always work to uphold:
- The right to be informed about our collection and use of your data. This Privacy Policy should tell you everything you need to know.
- The right to access the personal data we hold about you.
- The right to rectify your data if any data we hold on you needs to be revised or updated.
- The right to be forgotten, i.e., the right to ask us to delete or otherwise dispose of any of your data that we hold.
- The right to restrict (i.e., prevent) the processing of your data.
- The right to object to us using your data for a particular purpose or purposes.
- The right to withdraw consent. If we rely on your consent as the legal basis for using your data, you can withdraw that consent at any time.
- The right to data portability. If you have provided personal data to us directly, we are using it with your consent or for the performance of a contract, and that data is processed using automated means, you can ask us for a copy of that personal data to reuse with another service or business in many cases.
- Rights relating to automated decision-making and profiling. We do not use your data in this way.
If you have any cause for complaint about our use of your data, you have the right to complain to the Information Commissioner's Office. We welcome the opportunity to resolve your concerns; however, don't hesitate to contact us first using the details at the end of this privacy notice.
What Data Do You Collect and How?
We collect and hold some or all the personal and non-personal data in the table below, using the methods also set out in the table.
| Data Collected | How We Collect the Data |
| Identity Information including name, date of birth, gender, and NHS Number. | When individuals or community partners (such as Age UK, Oxfordshire Mind, Lemonade Mamas or Health and Social Care) complete the Move Together enquiry form. |
| Contact information including phone number(s), address, and full postcode, and email address. |
When individuals/community partners (such as Age UK, Oxfordshire Mind, Lemonade Mamas or Health and Social Care) complete the Move Together enquiry form.
When District co-ordinators receive referrals from healthcare professionals. |
|
Profile information
username and password
(District co-ordinators only),
GP Practice |
When district coordinators and community partners are provided with specific access to the Move Together platform.
When individuals/community partners (such as Age UK, Oxfordshire Mind, Lemonade Mamas or Health and Social Care) complete the Move Together enquiry form. |
|
Special Categories of Personal Data
include Ethnicity, and health data (such as physical and mental health, medical conditions, quality of life measures, physical activity records, pregnancy information (included expected due date and the baby's birth date)), your opinions on your health.
Medications (if supplied via the Health Professional on a referral form). |
When an Initial Assessment is completed by a district coordinator.
When a Stay Strong and Steady assessment is completed during a home visit. When you sign up to join the Lemonade Life pregnancy community, and when you update the us on any health conditions that could impact your Lemonade Life experience. As part of a follow-up appointment with you and a district coordinator. |
How Do You Use My Data?
Under the Data Protection Legislation, we must always have a lawful basis for using personal data. The following describes how we will use your personal data and our lawful bases for doing so:
- To record Move Together enquiries from Oxfordshire residents and community partners (such as Age UK, Oxfordshire Mind and Health and Social Care) onto the Move Together platform.
- To provide district coordinators with contact information to make and arrange follow-up appointments with their residents.
- To record referrals from Health Professionals, community partners and Oxford University Hospitals.
- To make a referral to other professionals working with you, where appropriate or necessary (such as Health & Social Services, Age UK, Oxfordshire Mind and Exercise providers).
- To record assessment data to monitor the impact of the support, guidance, and/or activity on the individual.
- To share summary details of individuals who have completed the programme with the GP (where the referral was received via the GP).
- To anonymise and share the outcome data with Bedfordshire, Buckinghamshire, and Oxfordshire Integrated Care Board.
- To authenticate user access to the Move Together platform.
- To translate information submitted via the Move Together enquiry form, Initial Assessment form and three-month review form into other languages where required, to support accessibility and effective service delivery.
When translation is required, we may use secure translation tools, including Google Translate, to translate the information you provide so it can be understood by Move Together coordinators and relevant partners delivering support.
Our lawful basis for processing your data, including any special category of personal data, is consent.
- In cases where there is evidence of a safeguarding concern (i.e. when we are concerned that your health and well-being are at risk or someone else could be at risk), information will be shared with the appropriate organisation without your consent.
- Where appropriate, we will share information about relevant medical or health conditions with our community partners who deliver services on our behalf.
- Where translation of your information is required to provide Move Together services, this processing forms part of delivering health or social care support.
How Long Will You Keep My Data?
We will only keep your data on our systems for 3 years from the date of your last contact, or until you request that it be deleted.
How and Where Do You Store or Transfer My Data?
We will store some of your data in countries outside of the UK. These are known as “third countries”. We have taken additional steps to ensure that your data is treated just as safely and securely as it would be within the UK and under the Data Protection Legislation, as follows:
- We will only store or transfer personal data in or to countries deemed to provide adequate protection for personal data.
We take several necessary measures to protect your data, including the following:
- Limiting access to your data to agents, contractors, and other third parties with a legitimate need to know and ensuring they are subject to confidentiality duties.
- Procedures for dealing with data breaches (the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, your data), including notifying you and the Information Commissioner's Office where we are legally required.
- Enter into data sharing or processing agreements with third parties.
- Regularly train our staff and Move Together coordinators on data protection and cybersecurity matters.
-
Where individuals choose to complete forms in a language other than English, or request translation support, we may use Google Translate or a similar translation service to translate the content of:
- Move Together enquiry forms.
- Initial Assessments.
- Three-month review forms.
- These forms may contain personal data, including special category data such as health information. When using Google Translate:
- Text is transmitted securely using encrypted connections (HTTPS).
- We do not intentionally provide unnecessary personal data beyond what is required for translation.
- We take steps to minimise risk, which may include limiting the amount of identifiable information where appropriate before translation.
- Google may process data on servers located outside the UK. Where this occurs, we rely on appropriate safeguards in accordance with UK data protection legislation, including adequacy regulations and/or approved international data transfer mechanisms.
- Please note that automated translation services such as Google Translate may not always provide fully accurate translations. If you require a fully verified translation or have concerns about how your information is translated, please contact us using the details provided below.
Do You Share My Data?
We will share your data with some of the following third parties to supply certain services.
| Recipient | Activity Carried Out | Sector | Location |
| Goodbase | Move Together Platform software developer and system administrator. | Technology | UK |
| Server and web services providers | Provide cloud-based server and web services to host the Move Together platform. | Technology | Europe |
| Oxfordshire District Councils | Arrange appointments for initial assessment and follow-up appointments. | Local Government | UK |
| Health & Social Services. | To make a referral for additional support. | Local Government | UK |
| Age UK or Oxfordshire Mind. | To make a referral for additional support. | Charity | UK |
| Exercise Providers (including Lemonade Mamas). | To make a referral for condition specific exercise sessions. | Leisure | UK |
| Google translate | Translation service provider. | Technology | May process data outside the UK |
If any personal data is transferred outside of the UK, we will take suitable steps to ensure that your personal data is treated just as safely and securely as it would be within the UK and under the Data Protection Legislation.
How Do I Contact You?
To contact us about anything to do with your personal data and data protection, including making a subject access request, please use the following details:
Email address: emilymyhill@activeoxfordshire.org.
Postal Address: Marlborough House, 69 High Street, Kidlington, OX5 2DN
Changes to this Privacy Policy
We may change this Privacy Notice from time to time. This may be necessary, for example, if the law changes or if we change our business in a way that affects personal data protection.
Any changes will be immediately posted on the Move Together site. We recommend that you check this page regularly to keep up to date. This Privacy Policy was last updated on 2nd March 2026.