YouMove Privacy Policy

Active Oxfordshire understands that your privacy is important to you and that you care about how your personal data is used. We respect and value the privacy of all our clients, district councils, education professionals and community partners and will only collect and use personal data in ways that are described here, and in a way that is consistent with our obligations and your rights under the law.

Please read this Privacy Policy carefully and ensure that you understand it. If you have any questions, please contact us info@activeoxfordshire.org.

Information About Us

The YouMove Pathway is operated by Active Oxfordshire, a charity, registered in England under 1179040. Our registered address is Marlborough House, 69 High Street, Kidlington, OX5 2DN. We are registered with the UK’s Information Commissioner’s Officer, registration number ZA475209.

What Is Personal Data?

Personal data is defined by the UK GDPR and the Data Protection Act 2018 (collectively, “the Data Protection Legislation”) as ‘any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier’.

Personal data is, in simpler terms, any information about you that enables you to be identified. Personal data covers obvious information such as your name and contact details, but it also covers less obvious information such as identification numbers, electronic location data, and other online identifiers.

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 personal data. This Privacy Policy should tell you everything you need to know, but you can always contact us to find out more or to ask any questions.
The right to access the personal data we hold about you.
The right to have your personal data rectified if any of your personal data held by us is inaccurate or incomplete.
The right to be forgotten, i.e., the right to ask us to delete or otherwise dispose of any of your personal data that we hold.
The right to restrict (i.e., prevent) the processing of your personal data.
The right to object to us using your personal data for a particular purpose or purposes.
The right to withdraw consent. This means that, if we are relying on your consent as the legal basis for using your personal data, you are free to withdraw that consent at any time.
The right to data portability. This means that, 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 re-use with another service or business in many cases.
Rights relating to automated decision-making and profiling. We do not use your personal data in this way.

For more information about our use of your personal data or exercising your rights as outlined above, please contact us using the details provided at the end of this privacy notice.

It is important that your personal data is kept accurate and up to date. If any of the personal data we hold about you changes, please keep us informed as long as we have that data.

Further information about your rights can also be obtained from the Information Commissioner’s Office or your local Citizens Advice Bureau.

If you have any cause for complaint about our use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office. We would welcome the opportunity to resolve your concerns ourselves, however, please contact us first, using the details at the end of this privacy notice.

What Data Do You Collect and How?

We may collect and hold some or all of the personal and non-personal data set out in the table below, using the methods also set out in the table.

Data Collected	How We Collect the Data
Identity Information including name, and the names of family members.	When the parent/guardian completes the registration form.
Contact information including phone number(s), address, and full postcode, and email address.	When the parent/guardian completes the registration form.
Profile informationn username and password (District Councils, Community Partners only), GP Practice Date of Birth, and school (child/young person only)	When we create a You Move account for you district councils/leisure providers. When the parent/guardian completes the registration form.
Feedback/Opinions Your opinions on our services	When you provide feedback via our social media channels, website, or when in person when talking with one of the team.
Special Categories of Personal data data relating to the physical activities completed by each family member.	From the leisure provider you joined.

How Do You Use My Personal 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:

To process a You Move registration from Oxfordshire residents and community partners onto the You Move pathway.
To record referrals from Community Partners.
To share the data you provided to us with the 5 Oxfordshire District Councils, who help run the programme. They will use this information to send you your membership cards, send you other information, to get in contact with you about matters relating to the programme, and other reasons for the purpose of running the programme.
To share names, ages, and addresses of some participants with Oxfordshire County Council for the purpose of confirming eligibility.
To share participant data in an anonymised form with our evaluator, ThinkClarity, for the purpose of evaluating the programme.
To share your first name and the first initial of surname with the community providers, who run community activities that you may attend, for the purposes of recording attendance.
To authenticate user access to the You Move pathway.
To share your story, in the form of a case study, with our funders and future users of our services.
To anonymise feedback to re-use in You Move reporting and promotional materials.

Our lawful basis for processing your personal data, and special category of personal data is consent .

In cases where there is evidence of a safeguarding concern (i.e., when we are concerned that you are at risk of harm or someone else will be harmed), information will be shared with the appropriate organisation without your consent.

We will only use your personal data for the purpose(s) for which it was originally collected unless we reasonably believe that another purpose is compatible with that or those original purpose(s) and need to use your personal data for that purpose. If we do use your personal data in this way and you wish us to explain how the new purpose is compatible with the original, please contact us.

How Long Will You Keep My Personal Data?

Unless a longer retention period is required or permitted by law, we will only hold your Data on our systems for the period necessary to fulfil the purposes outlined in this privacy policy or until you request that the Data be deleted.

How and Where Do You Store or Transfer My Personal Data?

We will store some or all of your personal data in countries outside of the UK. These are known as “third countries”. We will take additional 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 as follows:

We will only store or transfer personal data in or to countries that are deemed to provide an adequate level of protection for personal data. For further information about adequacy decisions and adequacy regulations, please refer to the Information Commissioner’s Office .

The security of your personal data is essential to us, and to protect your data, we take several important measures, including the following:

limiting access to your personal data to those agents, contractors, and other third parties with a legitimate need to know and ensuring that they are subject to duties of confidentiality.
procedures for dealing with data breaches (the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, your personal data) including notifying you and/or the Information Commissioner’s Office where we are legally required to do so.

Do You Share My Personal Data?

We will share some or all your personal data with the following third parties to supply certain products and services:

Recipient	Activity Carried Out	Sector	Location
Oxford Code Lab	You Move pathway software developer and system administrator.	Technology	UK
Server and web services providers	Provide cloud-based server and web services to host the You Move pathway.	Technology	Europe
Oxfordshire District Councils	Processing registration form and issues You Move card.	Local Government	UK
Oxfordshire County Council	Verify and approve eligibility.	Local Government	UK

If any of your personal data is shared with a third party, as described above, we will take steps to ensure that your personal data is handled safely, securely, and in accordance with your rights, our obligations, and the third party’s obligations under the law.

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 to make a subject access request, please use the following details:

Email address : info@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 YouMove site. We recommend that you check this page regularly to keep up to date. This Privacy Policy was last updated on 26th October 2022.