Move Together Privacy Policy

Please read this Privacy Policy carefully and ensure that you understand it. If you have any questions, please get in touch with 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:

  1. The right to be informed about our collection and use of your data. This Privacy Policy should tell you everything you need to know.
  2. The right to access the personal data we hold about you.
  3. The right to have your personal data rectified if any of your personal data held by us is inaccurate or incomplete.
  4. 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.
  5. The right to restrict (i.e., prevent) the processing of your personal data.
  6. The right to object to us using your personal data for a particular purpose or purposes.
  7. The right to withdraw consent. If we rely on your consent as the legal basis for using your data, you are free to withdraw that consent at any time.
  8. 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. That data is processed using automated means, and you can ask us for a copy of that personal data to reuse with another service or business in many cases.
  9. 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 lodge a complaint with 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/community partners (such as Age UK, Oxfordshire Mind, 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, 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 individuals/community partners (such as Age UK, Oxfordshire Mind, or Health and Social Care) complete the Move Together enquiry form.

When individuals/community partners complete the Move Together enquiry form.
Special Categories of Personal data including Ethnicity, and health data (such as physical and mental health, medical conditions, quality of life measures, physical activity records), 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 co-ordinator.

When a Stay Strong and Steady assessment is completed during a home visit.

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 table describes how we will use your personal data and our lawful bases for doing so:

  1. 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.
  2. To provide District Coordinators with contact information for their residents to make appointments and arrange follow-up appointments.
  3. To record referrals from Health Professionals, community partners and Oxford University Hospitals.
  4. 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).
  5. Record assessment data to monitor the impact of the support, guidance, and/or activity on the individual.
  6. To share summary details of individuals who have completed the programme with the GP.
  7. To anonymise the outcome data and share it with Oxfordshire County Council.
  8. To authenticate user access to the Move Together platform.

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

  1. 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.

How Long Will You Keep My Data?

We will only hold your data on our systems for three years from the date of last contact or until you request that the Data 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 important measures to protect your data, including the following:

  • limiting access to your 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 data), including notifying you and/or the Information Commissioner’s Office where we are legally required.

Do You Share My Data?

We will share your personal data with some, or all the following third parties to supply certain services.

Recipient Activity Carried Out Sector Location
Oxford Code Lab 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 To make a referral for condition specific exercise sessions. Leisure 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 26 October 2023.

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