Who we are
Motion Over Mind is a programme and an app for people who have stopped moving and want a gentle way back, one small action a day.
This notice explains what information we collect, why, who sees it, how long we keep it, and your rights. It covers:
- our website for members, motionovermind.co.uk
- our website for coaches, coaching.motionovermind.co.uk
- the Motion Over Mind app, and the beta 2 programme that runs on it
- our WhatsApp groups, and anything you send to hello@
motionovermind.co.uk
Katie Mulholland and Richard White are together responsible for your information under UK data protection law, which calls this being the “controller”.
- Email: hello@
motionovermind.co.uk - Post: 22 Fairhaven Road, Bicester, Oxfordshire, OX27 8TU
The short version
We collect only what we need to run Motion Over Mind, talk to you, and learn whether it works. We never sell your information or use it for advertising.
- What you write in the app can include health information. Only Katie and Richard can read it, and your coach if you’re in the coached group. In beta 2, the coaches are Katie and Richard.
- The app checks what you write for signs you might be at risk, so that a person can check on you. It never replies on its own.
- Friends you add in the app see your name that’s recorded within the app and whether you’ve moved today. Nothing else.
- Your information is stored in Frankfurt, Germany, by Render, our hosting provider. Our emails and website forms go through Brevo, which keeps data in the EU.
- You’re in control. You can download your information or delete your account from the Settings section within the app, at any time.
- If you stop using the app, we delete your account automatically 210 days after you last used it.
- If you’re a coach, we use your details to talk with you about working together.
If you’re a member, or would like to be
Most of what we hold, you give us yourself: on our website, in the app, by email or in a WhatsApp group. We don’t ask about your health, and the app doesn’t use your location, contacts, camera, microphone or photos.
| When | What we collect |
|---|---|
| You ask for a place on our website | Your first and last name and email address. Which phone you have and, for an iPhone, whether it runs iOS 16.4 or newer. Whether you’d like to join a WhatsApp group, what you’d like to be true in a few months, whether you’re coming with someone you know, how you heard about us, any question you ask, and the link that brought you to the site. |
| You join the list for when the app opens | Your email address, and the link that brought you to the site. |
| We invite you to beta 2 | Your email address, the name the app calls you (for example “Liz”) and your full name (for example “Liz Clarke”). Which group you’re in: the coached group or the self-led group. |
| You set up the app | How you like to move, and your own words if you choose “Something else”. When your movement will happen (your anchor, such as “after dinner”) and when you’d like your nudges. Your choice about notifications, your phone’s time zone, and your answers on the “Before we begin” screen, with the wording you saw and when you answered. |
| You use the app | Each check-in: the day, the date and time, the button you pressed (“Done” or “Didn’t feel like it — but did it”) and how you moved. Any note you add, and your reflections at checkpoints. What you’d like this to be for, your plans for harder days, and whether you confirm tomorrow’s plan. Changes you make in Settings. The modules you say you’re interested in. When you play a recording, and how much of it you hear. |
| You add friends in the app | Your friend code, who you’ve asked or been asked by, and who you’re friends with. |
| The app works in the background | To send nudges: the details your phone needs to receive them, and a record of each nudge we send. To keep you signed in: a sign-in record and when you last used the app. |
| You email us or post in a WhatsApp group | What you write, and your email address or phone number. |
We also keep a record of how the app is used, such as when it’s opened, which set-up screens are seen, each check-in, and whether a nudge was opened. These records carry a code instead of your name, and never include anything you’ve written. With so few people in beta 2, the code doesn’t make them anonymous, so we treat them as personal information.
Like any online service, our servers see your device’s internet (IP) address when it connects. We use it only to deliver the service and keep it secure, and we don’t store it with your account.
You don’t have to give us anything. To take part, we need your name and email address to set up your account, and the programme runs on your check-ins. Notes, reflections, friends, recordings and the WhatsApp groups are all up to you.
During beta 2 we may also ask about your experience, in a short questionnaire or a conversation. Answering is up to you as well.
If you’re a coach
We collect what you tell us, and the business contact details you publish. You don’t have to give us anything, but we need an email address to reply.
| When | What we collect |
|---|---|
| You use the form on our coach website | Your first and last name, email address, the kind of work you do, roughly how many clients you have, and your message. |
| We get in touch with you first | Your name and business, and the contact details you publish, for example on your website or a social media profile. |
| We talk | Notes of what we discuss, so we remember it and learn what coaches need. |
| You coach people in the app | Your email address, your names, your time zone, a short bio if you give one, and a record of the emails the app sends you about your participants. |
If we contact you first, our first message will point you to this notice. If you message us on social media, that platform’s own privacy policy applies to the messages too.
When you visit our websites
Our websites don’t use cookies, analytics or advertising trackers.
Like any website, the servers that deliver our pages see your device’s internet (IP) address and basic technical details, such as your browser. Render, our hosting provider, uses them only to deliver the pages and keep the sites secure. We don’t use them to identify you.
When you send one of our forms, your answers go straight to Brevo, the email provider that stores them for us. From there, one of us reads them.
Why we use your information, and the law that lets us
UK data protection law lets us use your information only when we have a lawful reason. Here is what we do, and the reason we rely on for each.
| What we do | Our lawful reason |
|---|---|
| Reply when you ask for a place, and set up your invitation if you join | Taking steps you’ve asked for before you join |
| Answer your emails and questions | Legitimate interests: replying to you |
| Choose who joins beta 2 and put each person in a group by chance, keeping people who come together in the same group | Legitimate interests: running a fair comparison of two ways of doing the programme |
| Learn which posts and links bring people to us | Legitimate interests: finding the people the programme could help |
| Run your account and the programme: signing in, your daily prompt, check-ins, nudges, your journey, friends, recordings and the emails that go with them. In the coached group, show your check-ins, notes and reflections to your coach | Contract: it’s the programme you’ve signed up for |
| Keep and use any health information you choose to write | Your explicit consent (see “Health information”) |
| Check what you write for signs you might be at risk, and tell a person | Legitimate interests: keeping members safe. For health information, your explicit consent. In an emergency, protecting someone’s vital interests |
| Record how the app is used, with a code instead of your name, to learn whether the programme works and how to improve it | Legitimate interests. You can object (see “Your rights”) |
| Use what you write, in the app and in a group, to improve the programme without identifying you | Your consent, if you tick that box |
| Use your first name and words as a testimonial | Your consent, if you tick that box. We’ll also ask you again before we publish anything |
| Add you to a WhatsApp group, if you’d like to join one | Your consent |
| Read the WhatsApp groups to make sure everyone is safe, and send you an occasional private message about the group from the Motion Over Mind account | Legitimate interests: keeping members safe, and finding better ways to support them |
| Note supportive messages people send each other in the groups | Your research consent |
| Ask about your experience, in a questionnaire or a conversation | Your consent: answering is up to you |
| Email you when the app opens to everyone | Your consent, given when you join that list |
| Talk with coaches about working together, including coaches we contact first | Legitimate interests: building a network of coaches |
| Run coach accounts, and send coaches emails about their participants | Contract |
| Keep our services secure, fix problems, and meet our legal duties | Legitimate interests, and legal obligation |
Where we rely on legitimate interests, we’ve weighed our reasons against your privacy. We use as little information as we can, and you can object at any time.
Health information
We don’t ask about your health, but the words you choose to write can include it, and the law gives health information extra protection.
Notes, reflections and your own words for what this is for are free text. If you mention a condition, a symptom or how you’re feeling, that is health information. We keep it only to run the programme with you and to keep you safe, and only Katie, Richard and your coach, if you have one, can read it.
We rely on your explicit consent to keep and use it, which we ask you for before you start. If you change your mind, tell us and we’ll delete what you’ve written, or you can delete your account in Settings.
Keeping people safe
The app checks notes, reflections and your own words for what this is for, looking for signs that someone might be at risk, so that a person can check on them.
It looks for two kinds of words: words that might mean someone is in crisis or thinking of harming themselves, and words about physical warning signs, such as chest pain or dizziness. When it finds them:
- What you wrote saves as normal, and the app looks exactly the same.
- A safety alert is created, and Katie and Richard are told that an alert is waiting. That message never includes your name or your words.
- One of them reads what you wrote and decides whether to contact you.
The app never replies to what you write on its own, and never decides anything about you by itself. It’s a simple word check, so it sometimes flags ordinary sentences; when that happens, we record it as a false alarm. If we ever believed someone’s life was in danger, we might contact the emergency services and tell them what they need to help.
Nothing automated reads our WhatsApp groups or emails to hello@, but people do. Your coach reads every message in the coached group. Katie and Richard read every message in the self-led group, through the Motion Over Mind account, and every email to hello@.
A message there that shows someone is struggling is treated in the same way as an alert.
If you’re finding things hard right now, you don’t have to wait for us. In an emergency, call 999. You can talk to Samaritans for free, at any time, on 116 123.
Who sees your information
We never sell your information or share it for advertising. These are the people and services that can see it.
People
- Katie and Richard, the founders, can see everything we hold.
- Your coach, if you’re in the coached group: your full name, your check-ins (the date, the day and the button you pressed), your notes and reflections, and when you’ve gone quiet for a few days. In beta 2, the coaches are Katie and Richard. Your coach never sees a module you do on your own, or anything about your friends.
- Your friends in the app, if you add any: the name the app calls you and, once they’ve checked in themselves, whether you’ve moved today. Never which button you pressed, when, or anything you’ve written. Anyone you give your friend code to sees the name the app calls you when they enter it.
- Other members of a WhatsApp group, if you join one: your phone number, your WhatsApp name and photo, and what you post.
Services that work for us
| Service | What it does for us | Where |
|---|---|---|
| Render | Hosts the app, its database and our websites | Database and app servers in Frankfurt, Germany. Website pages come from servers near you |
| Brevo | Sends our emails, such as invitations, sign-in codes and email nudges, and stores what you send through our website forms | The EU |
| Fasthosts | Hosts the hello@ inbox | The UK |
| Apple, Google, Mozilla or Microsoft, depending on your phone and browser | Deliver nudges to your device. Each nudge is encrypted, so only your device can read it | Their own servers, which may be outside the UK |
Render, Brevo, and Fasthosts work under contracts that require them to protect your information and use it only on our instructions.
Anyone else
- WhatsApp is run by Meta, which is responsible for its own service. Its privacy policy applies to what you share in a group.
- If we need professional advice about something that involves you, we may share what’s needed with a lawyer or our insurer.
- We’d share information with the police, a court or a regulator only if the law required it, and with the emergency services only if we believed someone’s life was in danger.
- If we set up a company to run Motion Over Mind, your information will move to it and be looked after under this notice. We’ll tell you if that happens.
- Before any coach other than Katie and Richard uses the app with their own clients, we’ll update this notice to explain what they can see and who is responsible for it.
Where your information is stored
The app’s database and servers are in Frankfurt, Germany. UK law treats the EU as protecting personal information to the same standard as the UK. Brevo also keeps its data in the EU, in France, Germany and Belgium.
Some of the companies we use are based in the US, so information can sometimes be reached from, or pass through, other countries:
- Render is a US company, and some of its work for us, such as supporting our systems, happens in the US. That’s covered by the UK–US data bridge, with the UK’s approved contract clauses as a fallback.
- Apple, Google, Mozilla and Microsoft run the services that carry nudges to phones and browsers. Each nudge is encrypted, so only your device can read it.
- WhatsApp keeps messages under Meta’s own privacy policy.
Ask us if you’d like details of these safeguards.
How long we keep it
We keep information only as long as we need it. Your app account is deleted automatically 210 days after you last use the app.
| Information | How long we keep it |
|---|---|
| Your app account and everything in it, including the coded records of how you’ve used the app | Until you delete your account. If you stop using the app, we treat your account as inactive after 30 days and delete it 180 days after that: 210 days after you last used it |
| An invitation you never used | Deleted 30 days after it expires. Invitations expire after 14 days |
| What you send with “Ask for a place” | Until 31 March 2027, then deleted. If you join, the details we need move into your app account |
| The list for when the app opens | Until you unsubscribe, or until we’ve emailed you to say the app is open |
| Safety alerts, and our notes of any safety concern raised by email or in a group | While your account exists. When it’s deleted, we remove your name and your words, and keep only that an alert was raised, when, the kind of words found, and how we handled it |
| Notes of supportive messages in the groups, and your answers about your experience | Until we’ve finished learning from beta 2, and no later than September 2027, or until you withdraw your research consent |
| WhatsApp group messages | On members’ phones, under WhatsApp’s own rules: we can’t delete other people’s copies. We’ll close our groups three months after beta 2 ends |
| Emails to hello@ | Two years after our last exchange |
| Coach enquiries and notes of our conversations | Two years after our last contact |
| Coach accounts | While you coach with us, and for one year after |
Deleted information is gone from our database backups within 7 days. After that, we may keep figures that don’t identify anyone, such as how many people checked in each week.
Your rights
You have rights over your information, and using them is free. Email hello@
- See what we hold. In the app, Settings → Download my data gives you a file of everything you’ve told us and done there. It leaves out a few records about how the service ran, such as the coded records of how you’ve used the app. You can ask us for a copy of everything.
- Correct it. Change most things yourself in Settings, or ask us.
- Delete it. Settings → Delete my account deletes your account and everything in it, and can’t be undone. You can also ask us to delete particular things, such as a note or what you sent through one of our forms. Coaches can ask us by email.
- Object. You can object to anything we do on the basis of legitimate interests, including the coded records of how you use the app. We’ll stop, unless a stronger reason means we must carry on, such as keeping someone safe.
- Withdraw your consent. For health information, research use, testimonials or the list for when the app opens, tell us at any time. Every email from that list also has a link to unsubscribe. Withdrawing doesn’t affect what we did before.
- Limit or move it. You can ask us to pause using your information while a concern is looked into. Your data download is in a standard format (JSON) that you can take to another service.
No decision about you is ever made by a computer alone.
Cookies and similar technology
Our websites don’t use cookies or store anything on your device. The app stores only what it needs to work the way you’ve asked, and nothing for advertising or tracking.
On your phone, the app keeps:
- A sign-in cookie, so you stay signed in. It lasts 90 days from the last time you used the app.
- The app’s own files, so it opens quickly and still works when your signal drops.
- Your choice about movement in the pictures, if you turn it off in Settings. Turn it back on and it’s removed.
- What your phone needs to receive nudges, if you allow notifications. You can turn nudges off in Settings, or notifications off in your phone’s settings.
The app needs these to work as you’ve asked, so we don’t ask for separate consent to them.
Age
Motion Over Mind is for adults. We don’t knowingly collect information from anyone under 18. If you think a child has given us information, tell us and we’ll delete it.
Changes to this notice
We’ll update this notice whenever something changes, for example before other coaches use the app or before it moves to the app stores. If a change affects information you’ve already given us, we’ll tell you in the app or by email before it takes effect.
This notice was last updated on 15th November 2026.
Questions and complaints
If you have a question, or you’re unhappy with how we’ve handled your information, email hello@
If it’s a complaint, we’ll confirm we’ve received it within 30 days, look into it properly, and keep you updated until it’s resolved.
We’d like the chance to put things right, but you can complain to the Information Commission, the UK’s data protection regulator, at any time. It’s still known as the ICO: visit ico.org.uk/make-a-complaint or call 0303 123 1113.