Privacy Policy

When we deliver services and information through our website we want to make sure these are useful, reliable and easy to use. To make this happen, it sometimes involves placing small amounts of information on your device, for example, your computer or mobile phone. These include small files known as cookies.

A cookie is a small file of letters and numbers that we store on your browser or the hard drive of your computer if you agree. Cookies contain information that is transferred to your computer's hard drive. We cannot identify you personally using a cookie unless you have created an account.

These pieces of information are used to improve services for you through, for example:

  • enabling the website to recognise your device so you don't have to give the same information multiple times during one task,
  • measuring how many people are using online services so we can make sure that there is enough capacity to make them work efficiently, and look at ways we can make them easier to use.

You can find more information about the individual cookies below.

Cookie Types

Essential Cookies

These essential cookies always need to be on because the website cannot function properly without them. They can only be disabled by changing your browser preferences. They include, for example, cookies that enable you to log into secure areas of our website, use a shopping cart or make use of e-billing services.

Performance Cookies

These cookies allow us to count visits and traffic sources so we can measure and improve the performance of our site. They help us to know which pages are the most and least popular and see how visitors move around the site. All information these cookies collect is aggregated and therefore anonymous. If you do not allow these cookies we will not know when you have visited our site, and will not be able to monitor its performance.

Functional Cookies

These cookies enable the website to provide enhanced functionality and personalisation. They may be set by us or by third party providers whose services we have added to our pages. If you do not allow these cookies then some or all of these services may not function properly.



  • Essential
  • This Content Management System session cookie is a reference to you for the duration of your visit on the site. It enables us to secure our forms by checking that no one else is pretending to be you and it allows us to remember the items that you add to your shopping basket.
  • This cookie only lasts as long as your visit.


  • Essential
  • When you select "Use a cookie to remember this" the site sets a cookie to remember who you are. This might be, for example, when logging in to the site.
  • This cookie will last for 12 months from when it is first set. After, or if you deleted yourself, you will need to re-enter your details on your next visit.


  • Functional
  • This cookie is used to remember the items that you add to your shopping basket.
  • This cookie lasts until you close your browser.


  • Performance, Functional
  • These cookies are set by We use YouTube's Privacy Enhanced mode to embed video on our site which means that YouTube won't store information unless you play the video. Please refer to Google's Privacy Policies & Principles for more information.
  • Duration: PREF and VISITOR_INFO1_LIVE: up to 3650 days; and YSC: expires when you close your browser.

X (formally Twitter) cookies - guest_id, pid

  • Performance, Functional
  • These cookies are set by X, please refer to X's Privacy Policy for more information.
  • This cookie can last up to 2 years.

Google Analytics Cookies - _utma, _utmb, _utmc, _utmz, _ga, _gat, _gid, NID

  • Performance
  • These Google Analytics cookies are used (if you allow them to be set) to collect information about how visitors use the site. We can view the anonymised data these cookies collect and use it to help us improve the site for our visitors. Google may also use information gathered by these cookies in line with its Privacy Policy & Principles.
  • Duration: _utma: 2 years; _utmb: 1 hour; _utmc: until you close your browser; _utmz: 6 months; _ga: 2 years; and _gat: 10 minutes.
  • Google has produced a browser add-on which enables you to opt out of Google Analytics across all websites:

Google Translate - googtrans

  • Performance, Functional
  • A cookie that is set to remember your chosen page translation language when using the Google Translate functionality.
  • This cookie expires when you close your browser or turn off Google Translate.

Google Analytics - advertising features

  • This site also uses Google Analytics Advertising Features to provide information about who visits the site and what they look at. The information collected by these cookies cannot identify individuals.
  • Within Advertising Features it is possible to implement Demographics and Interests reports to see a breakdown of age groups, gender and interest categories. More information about these can be found here: how Google determines demographic information and how Google determines interest reports.
  • Google Analytics data can be stored for a period of 50 months (unless otherwise specified).

In-site Search Engine

We use Google's site search tool to enable our users to search within our websites for the information they need. This tool handles the indexing and searching of our site and does not pass any information to any third party, including Google.

Opting Out

We do not share the information collected by the cookies with any third parties.

  • You can choose which performance or functional cookies we can set by clicking on the button(s):
  • Essential cookies Always On
  • Performance cookies OFF
  • Functional cookies OFF

Most web browsers allow some control of most cookies through the browser settings. However, if you use your browser settings to block all cookies (including essential cookies) you may not be able to access all or parts of this website.

To opt out of sharing cookies you can use the Google Analytics Opt-out Browser Add-on.

You can also disable cookies in your browser settings:

To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit To manage cookies on this website, Manage cookie preferences

Active Oxfordshire takes your privacy very seriously. Please read our Privacy Policy below carefully as it contains important information on how Active Oxfordshire collects, store and shares your personal information.

General Data Protection Regulations

Active Oxfordshire Privacy Notice

Active Oxfordshire understands that your privacy is important to you and that you care about how your personal data is used. We respect and value the privacy of all our clients, staff, trustees, partner organisations, suppliers, and website visitors to ("out Site"). We will only collect and use personal data in ways that are described here, and in a way that is consistent with our obligations and your rights under the law.

Please read this Privacy Policy carefully and ensure that you understand it. If you have any questions, please contact us

About Us

Active Oxfordshire is a charity, registered in England under 1179040. Our registered address is Marlborough House, 69 High Street, Kidlington, OX5 2DN. For the purposes of data protection, Active Oxfordshire is a Data Controller, we are registered with the UK's Information Commissioner's Officer, registration number ZA475209.

What Is Personal Data?

Personal data is defined by the UK GDPR and the Data Protection Act 2018 (collectively, "the Data Protection Legislation") as 'any information relating to an identifiable person who can be directly or indirectly identified by reference to an identifier'.

Personal data is, in simpler terms, any information about you that enables you to be identified. Personal data covers obvious information such as your name and contact details, but it also covers less obvious information such as identification numbers, electronic location data, and other online identifiers.

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 ourcollection and use of your personal data. This Privacy Policy should tell you everything you need to know, but you can always contact us to find out more or to ask any questions.
  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 usis 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. This means that, if we are relying on your consent as the legal basis for using your personal data, you are free to withdraw that consent at any time. You can contact us on to withdraw your consent. To change your cookie consent settings by clicking here.
  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, and that data is processed using automated means, you can ask us for a copy of that personal data to re-use with another service or business in many cases.
  9. Rights relating to automated decision-making and profiling. We do not use your personal data in this way.

For more information about our use of your personal data or exercising your rights as outlined above, please contact us using the details provided at the end of this privacy notice.

It is important that your personal data is kept accurate and up to date. If any of the personal data we hold about you changes, please keep us informed, we will update our records as quickly as possible.

Further information about your rights can also be obtained from the Information Commissioner's Office or your local Citizens Advice Bureau.

If you have any cause for complaint about our use of your personal data, you have the right to lodge a complaint with the Information Commissioner's Office, which you can do by using think link. We would welcome the opportunity to resolve your concerns ourselves, however, please contact us first, using the details at the end of this privacy notice.

What Data Do You Collect and How?

We may collect and hold some or all the personal and non-personal data set out in the table below, using the methods also set out in the table.

Data Collected

How We Collect the Data

Identity Information including name, photo, video imagery.

When you attend events with photographers / videographers.

When you register to attend events or sign up to our newsletter.

When you become a member of the South East MIND Network.

Contact information including email address, postal address, mobile phone number, telephone number,

When you register to attend events or sign up to our newsletter.

When you enquire about Go Active or Move Together.

When you become a member of the South East MIND Network.

When you apply for a job vacancy.

When you member a Trustee.

Business Information including organisation name, postal address, contact email address and telephone number.

When you become a partner organisation.

When you supply goods / services to us.

Profile information including date of birth, qualifications, education, work history.

When you apply for a job vacancy.

When you member a Trustee.

Technical Information including internet protocol (IP) address, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this website.

From your use of our website either via a computer or mobile device, using cookies

Special Categories of Personal data (for Move Together / Go Active Only) including Ethnicity, health data (such as physical and mental health, medical conditions, quality of life measures, physical activity records).

Medications (if supplied via the Health Professional on a referral form).

When you enquire about the Go Active or Move Together programs. For full details please refer to the Move Together Privacy Policy).

How Do You Use My Personal 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:

What We Do

What Data We Use

Our Lawful Basis

To conduct online surveys.

Identity and Contact Information


To keep in touch with our clients and members.

Identity and Contact Information

Legitimate Interest

To refer you to a relevant Diabetes Team and / or Move Together District Co-ordinators in Oxfordshire

Identity, Contact Information and Profile Information.


To record assessment data to monitor the impact of the support, guidance, and / or activity on the individual.

Contact Information, Special Category of Personal Data.

Explicit Consent

To register you for an event (online or face to face) using Eventbrite.

Contact information


To assess your application and / or CV as part of the recruitment process.

Identity, Contact Information, and Profile Information

Processing is necessary for the performance of a contract, to take steps to enter into a contract.

To engage with coaching community when you sign up to our newsletter.

Contact Information


To inform partners of the latest news from Active Oxfordshire.

Contact Information


To keep our members informed on the latest news and developments from Active Oxfordshire

Contact Information


To promote events and / or activities that have been undertaken by Active Oxfordshire.



Enable professionals who are part of the South East MIND Network to collaborate.

Identity and Contact Information.

Processing is necessary for the performance of a contract, to take steps to enter into a contract.

Providing and managing your access to OurSite.

Technical Data


Personalising and tailoring your experience on Our Site, including figuring out which language you speak, to more complex things like which ads you'll find most useful.

Technical Data.


Collection, sharing and use of your personal data for personalization of ads.

Technical Data


We will only use your personal data for the purpose(s) for which it was originally collected unless we reasonably believe that another purpose is compatible with that or those original purpose(s) and need to use your personal data for that purpose. If we do use your personal data in this way and you wish us to explain how the new purpose is compatible with the original, please contact us.

How Long Will You Keep My Personal Data?

Unless a longer retention period is required or permitted by law, we will only hold your Data on our systems for the period necessary to fulfil the purposes outlined in this privacy policy or until you request that the Data be deleted.

How and Where Do You Store or Transfer My Personal Data?

We willstore some or all your personal data in countries outside of the UK and EEA. These are known as "third countries". We will take additional 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 as follows:

  • We will only store or transfer personal data in or to countries that are deemed to provide an adequate level of protection for personal data. For further information about adequacy decisions and adequacy regulations, please refer to the Information Commissioner's Office.

The security of your personal data is essential to us, and to protect your data, we take several important measures, including the following:

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

Do You Share My Personal Data?

We may sometimes contract with the following third parties to supply certain products and services.


Activity Carried Out




To register your interest in attending an online / in person event

IT / Event Management

United States


To manage the distribution of our newsletter

Email Marketing Software

United States

Survey Monkey

To create and manage online (anonymous) surveys

Survey Management Software

United States

Oxfordshire District Councils

Onward referrals for either the Go Active or Move Together programme


United Kingdom

Website host and design

To provide access to the Active Oxfordshire website


United Kingdom

Oxford Code Labs

Move Together / Go Active Platform software developer and system administrator.



Server and web services providers

Provide cloud-based server and web services to host the Move Together platform.



Google Analytics, Google Adsense, Google DoubleClick

Used to send data to Google Analytics about your device and behaviour, and collect, share and use of your personal data for personalisation of ads.



If any of your personal data is shared with a third party, as described above, we will take steps to ensure that your personal data is handled safely, securely, and in accordance with your rights, our obligations, and the third party's obligations under the law.

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 You Use Cookies?

Cookies are small pieces of text sent to your browser by a website you visit. They help that website remember information about your visit, which can both make it easier to visit the site again and make the site more useful to you. Other technologies, including unique identifiers used to identify a browser, app or device, pixels, and local storage, can also be used for these purposes. Cookies and other technologies as described throughout this page can be used for the purposes described below.

Functional Cookies

Cookies and other technologies used for functionality allow you to access features that are fundamental to a service. Things considered fundamental to a service include preferences, like your choice of language, information relating to your session, such as the content of a shopping cart, and product optimizations that help maintain and improve that service. Google uses the 'CONSENT' cookie, which lasts for 2 years, to store a user's state regarding their cookie's choices.

Cookie Name


Expiration (cookie lifespan)


(Strictly Necessary)


To provide the visitor with the choice to consent to the use of non-essential cookies.

2 Years



Used to detect if the visitor has accepted the marketing category in the cookie banner.

2 Years


Analytics / Advertising Cookies

Cookies and other technologies used for analytics help collect data that allows services to understand how you interact with a particular service. These insights allow services to both improve content and build better features that enhance your experience.

Some cookies and other technologies help sites and apps understand how their visitors engage with their services. For example, Google Analytics uses a set of cookies to collect information and report site usage statistics without personally identifying individual visitors to Google. '_ga', the main cookie used by Google Analytics, enables a service to distinguish one visitor from another and lasts for 2 years. Any site that implements Google Analytics, including Google services, uses the '_ga' cookie. Each '_ga' cookie is unique to the specific property, so it cannot be used to track a given user or browser across unrelated websites.

Google uses cookies for advertising, including serving and rendering ads, personalizing ads, limiting the number of times an ad is shown to a user, muting ads you have chosen to stop seeing, and measuring the effectiveness of ads.

Cookie Name



Expiration (cookie lifespan)




Google Analytics

24 hours

Active Oxfordshire



Google Analytics

1 minute

Active Oxfordshire



Google Analytics

2 Years

Active Oxfordshire


Analytics, Advertising

Campaign Manager, Display & Video 360, Google Ads, Search Ads 360

90 Days

Active Oxfordshire


Analytics, Advertising

Google Ads

90 Days

Active Oxfordshire



Google Analytics

90 Days

Active Oxfordshire



Campaign Manager, Display & Video 360, Google Ads, Search Ads 360

13 months EEA UK / 24 months elsewhere

To read more on how Google use cookies, please read the Google Privacy & Terms.

Performance Cookies

These cookies allow us to count visits and traffic sources so we can measure and improve the performance of our site. They help us to know which pages are the most and least popular and see how visitors move around the site. All information these cookies collect is aggregated and therefore anonymous. If you do not allow these cookies we will not know when you have visited our site and will not be able to monitor its performance.

Name of Cookie

First / Third Party

Provider / Domains





Active Oxfordshire


Stores session specific user data such as number of searches, previous searched content.



15 Minutes

Used to check if the user's browser supports cookies

Managing Cookies in Your Browser

In addition to the controls that we provide, you can choose to enable or disable Cookies in your internet browser. Most internet browsers also enable you to choose whether you wish to disable all Cookies or only third-party Cookies. By default, most internet browsers accept Cookies, but this can be changed. For further details, please consult the help menu in your internet browser or the documentation that came with your device.

You can choose to delete Cookies on your computer or device at any time, however you may lose any information that enables you to access Our Site more quickly and efficiently including, but not limited to, login and personalisation settings.

It is recommended that you keep your internet browser and operating system up-to-date and that you consult the help and guidance provided by the developer of your internet browser and manufacturer of your computer or device if you are unsure about adjusting your privacy settings.

Managing Other Technologies in Your Apps and Devices

Most mobile devices and applications allow you to manage how other technologies, such as unique identifiers used to identify a browser, app, or device, are set and used. For example, the Advertising ID on Android devices or Apple's Advertising Identifier can be managed in your device's settings, while app-specific identifiers may typically be managed in the app's settings.

How do I Change my Cookie Settings?

You can alter your cookie preferences by clicking here.

How Do I Contact You?

To contact us about anything to do with your personal data and data protection, including to make a subject access request, please mark your email/letter for the attention of our Data Protection Lead and use the following details:

Email address:

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 wechange our business in a way that affects personal data protection.

Any changes will be immediately posted on the Active Oxfordshire website. We recommend that you check this page regularly to keep up to date. This Privacy Policy was last updated on 29th March 2023.

Active Oxfordshire Privacy Policy