Privacy notice
This notice explains how Motion for Mind Fitness CIC uses and protects personal information when people enquire about, are referred to, or receive non-clinical ADHD coaching.
Who is responsible
Motion for Mind Fitness CIC is the data controller for information it receives and determines how to use. Company number 16604898. Registered office: 51 Salcombe Avenue, Jarrow, England, NE32 3SN. ICO registration: ZC210525.
Information we may use
- Name, contact details and communication preferences.
- Age eligibility and, where genuinely necessary, confirmation that an existing formal ADHD diagnosis is held.
- Accessibility needs or reasonable adjustments a person chooses to share.
- Referral organisation, funding authority, appointment and attendance information.
- Agreed goals, coaching records, outcome information and feedback after somebody becomes a client.
- Contract, invoice, grant-delivery and accounting information where relevant.
- Restricted safeguarding or risk information where necessary to protect somebody.
We do not ask people to send diagnostic reports or detailed medical histories through the public website or ordinary email.
Why we use information and our lawful bases
Depending on the situation, ordinary personal data may be used because it is necessary to take requested steps before a contract or perform a contract; to meet a legal obligation; to protect vital interests; or for a proportionate legitimate interest such as responding to an organisation enquiry, administering a referral, securing the service or handling a complaint.
Information about ADHD, health, disability or some accessibility needs may be special-category data. Where it is required for coaching or adjustments, we will identify both an Article 6 lawful basis and an Article 9 condition. This will normally include explicit consent where that is appropriate. A different documented condition may apply where the law permits or requires processing for an exceptional safety or legal purpose.
Information is not used for an unrelated purpose merely because we hold it. We do not make solely automated eligibility or coaching decisions using health information.
Who may receive information
Access is restricted to authorised Motion for Mind personnel and necessary service providers. A referring or funding organisation may receive only the administration, attendance or outcome information permitted by the relevant arrangement and explained to the participant. Confidential coaching notes are not shared with referrers by default.
Information may be disclosed where required by law or where a serious and immediate safety concern makes proportionate disclosure necessary. Only the minimum information reasonably required will be shared.
Suppliers and international transfers
Before a booking, communication, payment, storage or portal supplier is used for real client information, we assess its role, security, contract, sub-processors and data location. Any restricted international transfer must have an appropriate lawful safeguard. A secure client portal or health-document upload will not be introduced until the relevant data-protection assessment and controls are complete.
How long information is kept
Information is kept only for a documented period connected to its purpose, legal and accounting duties, insurance requirements and any valid funder agreement. Enquiries that do not proceed are normally deleted sooner than active service, safeguarding and accounting records. Our retention schedule governs review, restriction and secure deletion.
Security
Controls are selected according to the sensitivity of the information and may include multi-factor authentication, restricted access, encrypted connections, controlled storage, backups, audit records and incident procedures. Email should not be used for diagnostic reports, complete medical histories or urgent safeguarding information unless a suitable secure method has first been agreed.
Your rights
Depending on the circumstances, a person may ask for access, correction, deletion, restriction, objection or portability, or withdraw consent where consent is relied upon. Withdrawing consent does not make earlier lawful processing invalid. We may need to verify identity before responding.
People may also complain to the Information Commissioner’s Office.
Motionformindfitness@hotmail.com