Privacy notice
This notice is maintained by Mind & Motion and explains, in plain English, how information given to Mind & Motion Community Connect is used. It covers the referral forms on this website and the record system used by our staff.
What we collect
From a referral: the person's name, contact details, date of birth, the reason for referral, and details of the person making the referral. If the service goes ahead we also record consent, what matters to the person, assessments, a support plan, contacts with the person, community connections, review and follow-up. Where relevant to safety, we record risk and safeguarding information separately from everyday service records.
Why we collect it
To decide whether the service is suitable, to deliver it safely, to review whether it is working, and to report on the difference the service makes. Reporting uses grouped figures — it does not identify individuals.
Consent and lawful basis
We record consent to receive the service separately from the lawful basis we rely on to process information. Withdrawing consent to the service does not delete records we are required to keep, and we will always tell you what that means in practice.
Who can see it
Only authorised Mind & Motion staff, and only the parts their role requires. Practitioners see the people on their own caseload. Access is by named individual account — accounts are never shared — and every view and change is recorded in an audit trail that cannot be edited.
How long we keep it
Referrals that do not proceed are kept for up to 12 months and then deleted. Records of people who used the service are kept in line with our retention schedule and then securely destroyed. You can ask us what applies to you.
Your rights, and how to complain
You can ask for a copy of the information we hold about you, ask us to correct it, or raise a concern about how it has been handled. Email hello@mindandmotion.uk. If you are not satisfied with our response you can complain to the Information Commissioner's Office at ico.org.uk.
Email and this website
We never send participant information by email. Emails from the system relate only to staff accounts, such as setting a password. This website does not use advertising or tracking cookies.
Questions about this notice? Contact us.