Legal
Privacy Notice
Last updated: 13 August 2026
Privacy at a glance
The first part of this notice explains how we use information when you visit our website, contact us or register your interest. The second part gives additional information for people who join a Movana programme.
Marketing is optional. You can ask to hear about Movana news and upcoming programmes, but you do not need to do this for us to respond to you. We do not sell personal information.
1. Who we are
Women’s Movement Collective Ltd, trading as Movana, is the controller of the personal information described in this notice.
- Legal company name
- Women’s Movement Collective Ltd
- Trading name
- Movana
- Company number
- 17339843
- Registered office
- Flat 27 Ross Apartments, 23 Seagull Lane, London E16 1DE
2. When this notice applies
This notice applies when you use our website, register your interest, send us an enquiry, contact us by email or phone, or apply to take part in a future Movana programme.
3. Information we collect
For register-interest requests and enquiries, we may collect your name, email address, London borough or postcode area, organisation or professional details, the type of interest you select and any message you choose to send us. We keep a record of communications with you and, if you choose it, your marketing preference. We also collect limited technical and security information needed to keep our website and forms working safely.
If you take part in a future programme, we may need further information such as attendance, accessibility needs, health or wellbeing information, or programme feedback. We will explain what is needed and why before collecting it.
4. Why we use your information
| What we use it for | Information used | Our lawful basis |
|---|---|---|
| Responding to your enquiry or register-interest request | Your contact details, selected interest and message | Our legitimate interests in responding to people who contact Movana and developing our services |
| Sending Movana news and upcoming programme updates | Your name, email address and marketing preference | Your consent - this is optional and you can withdraw it at any time |
| Running and securing our website and forms | Limited technical and security information | Our legitimate interests in keeping our website and services secure |
| Delivering a future programme | Programme, attendance, accessibility, health or wellbeing information where relevant | We will explain the relevant lawful basis, and ask for consent where needed, before collecting this information |
5. Where information comes from
Most information comes directly from you. In future, a local organisation or referral partner may provide information about you where they have a lawful basis to do so. We will tell you about this where required.
6. Who we share information with
We only share information when it is necessary and appropriate, for example with authorised people working for Movana, professional advisers and carefully selected service providers who help us run our website and respond to enquiries.
- Formspree processes website form submissions for us.
- Vercel hosts our website.
- Notion is where we currently keep contact and register-interest records.
- OneDrive is used for Movana’s internal business documents, not for participant or enquiry records.
- WhatsApp may be used to contact you only where appropriate. We will ask for clear agreement before adding anyone to a WhatsApp group.
Some providers may process information outside the UK. Where this happens, we use appropriate safeguards required by data-protection law.
7. How long we keep information
We normally keep general enquiries and register-interest information for up to 12 months after our last meaningful contact with you. If you ask for marketing updates, we keep your contact details until you unsubscribe or withdraw your consent, then retain limited information needed to respect that choice. We will provide the relevant retention period before collecting information for a future programme.
8. Your rights
You can ask us to access, correct, erase or restrict the use of your personal information, object to certain uses, withdraw consent, or ask for a copy of information you have provided to us. To make a request, email hello@movanacollective.com.
You also have the right to complain to the UK Information Commissioner’s Office. Find out more at ico.org.uk/make-a-complaint.
9. Cookies
This website does not currently use analytics or advertising cookies. If we introduce non-essential cookies in future, we will update this notice and ask for consent where required.
10. Changes to this notice
We may update this notice as Movana develops. The latest version will always be available on this page.
11. Contact us
If you have a question about this notice or how we use your information, email hello@movanacollective.com, or write to Women’s Movement Collective Ltd at Flat 27 Ross Apartments, 23 Seagull Lane, London E16 1DE.
For programme participants
Participant privacy information
This section applies if you apply for or take part in a Movana programme. It should be read alongside the general privacy information above.
1. Information we collect about participants
We collect only the information we need to organise, deliver, evaluate and improve the programme. Depending on the stage of your participation, this may include:
- your name, contact details, borough or postcode area, year of birth, availability and how you heard about Movana;
- a participant ID, attendance, cancellations and programme communications;
- your emergency contact’s name, relationship to you and phone number;
- optional ethnicity and religion, faith or belief information for equality monitoring, programme evaluation and improvement;
- health conditions, injuries, pregnancy or postnatal considerations, accessibility needs and medical-clearance confirmation where these are relevant to safe and comfortable participation;
- pre-session check-ins, end-of-session feedback and instructor observations;
- answers to programme evaluation questions about wellbeing, social connection, confidence, movement and your experience of Movana; and
- incident, injury or safeguarding information where something happens that we need to record and respond to.
Photography, recording, testimonials and marketing have separate, optional choices. They are not a condition of taking part.
2. Why we use participant information
| What we use it for | Information used | Our lawful basis |
|---|---|---|
| Recruiting participants, managing onboarding, contacting you and recording attendance | Contact, registration, availability, communication and attendance information | Our legitimate interests in organising and running the free community pilot |
| Helping you participate safely and comfortably | Relevant health, injury, pregnancy, postnatal and accessibility information | Our legitimate interests, together with your explicit consent for health and other special-category information |
| Understanding who the programme reaches and monitoring whether different groups have a fair experience | Optional ethnicity and religion, faith or belief information | Our legitimate interests, together with your explicit consent for this special-category information |
| Evaluating and improving the pilot | Evaluation answers, feedback, attendance and participant-ID-linked observations | Our legitimate interests, together with your explicit consent where answers contain or reveal health or wellbeing information |
| Responding to incidents, injuries or safeguarding concerns | Information needed to understand, respond to and record the situation | The appropriate basis depends on what has happened. It may include legitimate interests, legal obligation, vital interests or legal claims |
| Using photographs, recordings or testimonials | The material and your recorded choices | Your consent. This is optional and separate from taking part in the programme |
Health, ethnicity and religion or belief information are particularly sensitive under data-protection law. Where we rely on explicit consent, you can withdraw that consent at any time. This will not affect the lawfulness of anything we did before you withdrew it.
3. Programme evaluation
As this is a pilot, we strongly encourage everyone to complete the start and end evaluation surveys. The surveys help us understand participants’ experiences, what may have changed during the programme and how Movana could improve.
You can decline a survey, skip a question or choose “prefer not to say” where that option is offered. Declining or skipping evaluation questions will not affect your place, the support you receive or how you are treated.
We use a participant ID to match answers collected at different points. The information is pseudonymous, rather than anonymous, while Lily or Meenal can connect that ID to you.
4. Where participant information comes from
Most information comes directly from you. An instructor may provide attendance information or relevant observations. A referral partner may give us information where it has a lawful basis to do so, and we will tell you where required.
Please make sure your emergency contact knows that you have given us their details. We use those details only where reasonably needed in an emergency or serious welfare situation.
5. Where we store participant information
- Tally may collect recruitment or onboarding form responses temporarily.
- Supabase is the main store for participant records, onboarding responses, attendance, health and accessibility information and evaluation measures.
- Netlify hosts programme forms and dashboards and may handle submissions briefly while sending them to Supabase. We do not intentionally retain participant questionnaire answers there.
- Notion is used for recruitment administration, but not for raw health screening, safeguarding records or pilot evaluation answers.
- Microsoft 365 and email may contain communications you send to us. Sensitive information is moved to the appropriate restricted record where needed and unnecessary copies are deleted.
- WhatsApp may be used for agreed programme communications. We will ask before adding anyone to a WhatsApp group.
Vercel and Formspree support our public website and register-interest form; they are not the main participant record. We do not put live participant information into GitHub, AI coding tools or test environments, and we do not intentionally store raw identifiable participant information on local devices.
Some suppliers may process information outside the UK. Where this happens, we use appropriate safeguards required by data-protection law.
6. Who can see or receive participant information
- Lily and Meenal can access identifiable participant records. Health, accessibility, incident and safeguarding information is accessed only when needed.
- Instructors may submit attendance and observations but do not have general access to participant records. Lily or Meenal shares only the minimum safety or accessibility information an instructor needs to support you.
- Developers and technical support use test or anonymised information only.
- Commissioners, funders and delivery partners receive aggregated or genuinely anonymised reporting, not identifiable participant records. We use disclosure controls and avoid reporting very small demographic groups where somebody could be recognised.
- External experts or evaluators receive anonymised information unless we have told you otherwise, documented an appropriate legal basis and put a suitable agreement in place.
- Professional advisers, insurers, emergency services or relevant authorities may receive information where this is necessary and lawful.
We do not sell participant information.
7. How long we keep participant information
- If you enquire but do not join, we normally keep your recruitment information for 12 months.
- We keep identifiable participant, attendance, health and accessibility information for one year after the programme ends, then delete or anonymise it unless a longer period is needed for an incident, safeguarding concern, insurance claim or legal requirement.
- We may keep incident, injury and safeguarding records for up to six years where necessary.
- We may keep genuinely anonymised programme, demographic and evaluation information indefinitely for evaluation, benchmarking, service development and impact reporting.
- We keep photograph and testimonial choices while the relevant material remains in use and review them if consent is withdrawn.
Deletion covers the main system and unnecessary exports, email copies and local files. Short-lived backup copies may remain until the relevant supplier’s backup cycle expires.
8. Changing your mind about evaluation information
You can ask us to stop collecting evaluation information from you and to remove identifiable answers that we can still link to you. Email hello@movanacollective.com.
Once answers have been genuinely anonymised and can no longer be connected to you, we will not be able to identify or remove your individual answers. We may also be unable to undo analysis or reporting that was completed using anonymised information before your request.
9. Photography, recordings and future contact
Photography, video, audio and testimonials are optional. We will record whether you agree to all proposed uses, only selected uses or no use. You can change your choice for future use by contacting us. We will stop new uses where reasonably possible, but may not be able to recall printed material already distributed or copies made by other people from public websites or social media.
We may separately ask whether we can contact you after the programme about follow-up evaluation, a conversation, a reunion or a social event. Agreeing allows us to send an invitation; you can still decide whether to take part when contacted.
10. Your rights and how to contact us
Your data-protection rights are described in section 8 of the general notice above. Depending on the circumstances, you may ask us to access, correct, erase or restrict your information, object to certain uses, withdraw consent or provide a copy of information you gave us.
To ask a question, exercise a right, withdraw consent or change a choice, email hello@movanacollective.com or contact our business WhatsApp on +44 7832 694260. You can also complain to the Information Commissioner’s Office at ico.org.uk/make-a-complaint.