Privacy Policy

Note: In the document below, the word ‘school’ is used to describe any organisation that works with young people. These are primarily educational institutions but miMove is also used by sports clubs and providers of other activities.

Last updated: November 2025

miMove (“we”, “us”, “our”) is committed to protecting the privacy of all users, including young people, parents/carers, and school staff. We help schools and organisations support young people’s participation in enrichment activities — including sport, physical activity, performing arts, academic clubs, reading, volunteering, and other personal development experiences — by providing a digital platform to record participation and insights.

We only collect information necessary to provide our service, improve student experiences, and support schools in understanding and enhancing enrichment engagement.

We never sell personal data.
Student data always belongs to the school or educational organisation.

1. Who we are

miMove is the data processor for purposes of data protection laws in the UK and internationally. We are registered with the Information Commissioner's Office in the UK (reference ZB188290).

Our COO and Co Founder, Marcella Griso, leads on compliance. If you have any queries, you can contact her at marcella@mimoveapp.com

2. Information we collect

We collect the minimum data needed to operate our service safely and effectively.

Teacher Account Required Information

Name
Email

Student Account Required Information

Student name (or alias if school prefers)
School/organisation
Year group/class
Gender
Unique student ID (if used by school)
Student email (optional, if school elects to use Single Sign On (SSO))

Student Account Optional Information

Many schools and organisations collect the following information to ensure that all students are benefiting from school and community based opportunities. This information helps monitor inclusion.

Ethnicity
Special educational need or disability (SEND)
- No details are recorded, merely YES/NO as to whether a student is on a SEND register and entitled to appropriate provision
English as an Additional Language (where relevant)
Pupil premium (schools in England only)

Activity Information

Types of enrichment activities (e.g., football, choir, drama, reading club)
When the activity took place
Duration (in minutes)
With who e.g. friends, on own, with family
Setting e.g. in school at a club (specific location is not recorded)
Mood/wellbeing responses (optional)
Reflection (optional)
Upload a photo or video to remember and record the activity. These are only seen by staff at the school/organisation such as teachers. They can not be shared. The school/organisation can turn off this function.

Technical & Safeguarding Information

Sign in details
Device/browser information
IP address (security only)
Behavioural safeguarding alerts where relevant

We do not use location services (GPS) or biometric data (heart rate etc).

3. Legal basis for processing

We process data based on:

Public task / educational purpose
Legitimate educational interest
Contractual necessity with schools
Consent where required (e.g. In the USA, parents of users under-13 years of age as required under COPPA)

4. How we use data

We use data to:

To allow access (sign in) to the miMove platform
To provide induction and training
To deliver the contracted services and ensure that accounts and records are accurate and up to date
Provide a secure platform to record enrichment participation
Provide a secure platform so that every student is seen and heard (student voice)
Help young people build positive activity habits
Support schools to analyse participation, wellbeing and engagement trends
Ensure schools have data to celebrate their students and allocate support and resources where they are most needed.
Generate anonymised reports for educational improvement
Communicate important updates about the service
To notify you of events, opportunities and updates, that may be of interest to you

We never use student data for targeted advertising or commercial profiling.

Aggregated and anonymised data may be used for research or education insights, never in a way that identifies individual children or schools without explicit permission.

5. How we keep schools’ information accurate and up-to-date

To set up and administer your school’s miMove account, one person is allocated the role of Administrator.

Each school has its own Management Information System (MIS) which holds this information. Most schools that use a UK MIS utilise an application called Wonde. We have created an integration between miMove and Wonde, which you can use to set up and manage student accounts.

Alternatively, student accounts can be set up using an export from the school management system and an import into miMove.

Most schools, especially secondary schools, prefer their students to sign in using SSO. To do this, we have allowed miMove to integrate with your school’s system provider (Google or Microsoft).

6. Sharing data

We only share data when necessary to provide our service or where legally required.

This may include:

School staff authorised by your school
Approved service providers (e.g., secure hosting partners - miMove uses AWS as a local server to store data.)
Regulatory authorities where legally required

We do not share or sell data to advertisers or third-parties.

Schools remain the primary data controller for student data.

7. Use of Artificial Intelligence (AI)

Every school has access to a co pilot that sits on their dashboard. This has been built to save teachers time in finding and using the student data. Only student data in the school can be accessed.

The co-pilot is ‘closed, light’ AI. It does not push any data out to the internet nor does it pull any data in.

Microsoft Azure is the AI agent.

8. International data transfers

We operate internationally. Data may be processed in countries that provide appropriate data protection safeguards, including but not exclusively:

UK GDPR-compliant infrastructure
US COPPA/FERPA adherence for under-18s
GCC data residency requirements where applicable
Saudi Arabia Personal Data Protection Law (PDPL)
UAE and wider Gulf state data compliance expectations

Where required, we apply approved data transfer mechanisms and host data locally.

9. Data security

We implement technical and organisational measures including:

Encrypted data storage and transfer
Strict access controls
Regular security audits
Staff safeguarding and privacy training

10. Data retention

We retain student data for as long as the school contract requires. When an account is closed:

Schools may request full deletion
Data is anonymised for research analysis unless deletion is required

11. Rights of users

You have rights to:

Access your data
Change any details which are inaccurate or need updating
Request deletion
Object to processing (where applicable)
Restrict processing

Schools manage requests relating to student accounts. We support schools in fulfilling requests.

12. Contact & complaints

Email: marcella@mimoveapp.com

Summary for Students

miMove is here to help you track your enrichment activities and stay motivated.
Your data is private and kept safe.
We never sell your data and we never show adverts.
If you're unsure about anything, ask your teacher or message us.

Summary for Parents

miMove helps schools support students by understanding their participation in enrichment activities such as sport, arts, reading and clubs.
We protect student data and never sell it or use it for advertising.
You can contact your school or us if you have questions about your child’s data.