Privacy Policy

About this policy

Adults in Motion collects personal information so that we can run our programs safely. Some of that information is about health. We take that seriously.

This policy explains what we collect, why, who can see it, and what you can ask us to do about it. If anything here is unclear, please contact us and we will explain it.

What we collect

When you send us a message through the website. Your name, your email address, your phone number if you give one, the location you are asking about, and what you wrote.

When you apply to join. More, because we need it to support the person safely:

• Name, date of birth, address and city
• Contact details
• Health information, including conditions, medications, allergies and dietary needs
• Details of caregivers, family members or others who help with decisions
• Consents and permissions about what those people are allowed to do

When you use the website. We use two tools to count visits and see which pages are read. These record things like which pages were viewed and roughly where in the world the visitor was. They are switched off on the application form and in the staff area. Nothing anyone types into an application is measured or sent anywhere.

We do not use puzzles or "prove you are human" tests anywhere on this site. They are a barrier for many of the people we serve.

What we do with it

We use your information to answer your enquiry, to look at an application, and to support participants in our programs.

We never send email to an address someone typed into a form. If you apply to join, you will not get an email from us because you applied. You will see a confirmation on the screen instead. This is built into the website and cannot be switched on by accident.

Once someone has joined as a participant and a staff member has checked who they are, we may email them about their program.

We never sell your information. We never share it for advertising.

Who can see it

We never share personal information with anyone outside Adults in Motion.

Only Adults in Motion staff who have their own account and password can see it. Every change made to a participant's record is saved with the name of the staff member who made it. There is no shared or anonymous access to health records.

The companies that run this website for us are listed in the next section. They hold the information on our behalf.

Where the information is kept

Our website and database run on servers owned by a company called Hetzner. The servers are in Virginia, in the United States.

Email alerts to our staff are sent using a company called Brevo.

We keep a backup copy of the database every night so that nothing is lost if something breaks. Backup copies are kept in Ontario for 30 days and then deleted.

Purchases from our Shop happen on Etsy. Donations happen on PayPal. Those companies have their own privacy policies.

How long we keep it

We keep the records of people who used to attend our programs. People often come back to us, sometimes after five or six years. Having their history helps everyone.

Enquiries and applications that did not lead to someone joining may be deleted when we move to a new system.

Your rights

You can ask to see the information we hold about you or the person you support. You can ask us to correct it if it is wrong. You can ask us to stop contacting you.

To do any of these, contact the program manager at the location you attend. You can email them, call them or talk to them in person.

Photographs

We take photographs at events. We use them on our website and on social media.

We ask for permission to use photos of participants when they apply to join. If you change your mind, tell us. We will stop using photos of that person from then on.

Changes to this policy

If we change this policy, we will update the date at the bottom of this page.

Contact us

Last updated: September 11, 2026