Moving Mindz Privacy Policy

Updated October 25, 2023

What we do at Moving Mindz

At Moving Mindz, our mission is to make wellness fun and engagement accessible for individuals, companies and organisations at all levels. We aim to empower people to lead a healthier life and provide an engaged community that supports them along their wellness journey.

In order to provide this service to you, we collect some information about you. We appreciate that you share this information with us. We work hard to make sure your information is secure and private. We also want to be transparent with you about what we collect, how we use it and what you can do to control your information.

How we gather information

Information you provide to us

  • Account Information

You provide us with information when you create an account, such as your first and last name, email, username, password, country, company and account level. This information is required for account creation. You may also share a profile photo and your activity preferences.

  • Additional Information

When you use our service and interact with certain features, you may choose to provide us with additional information such as a profile photo, account level, exercise statistics (steps and activity tracked each day), social posts (including text, images and videos posted on the platform by the user), post comments (including text, images and videos posted on the platform by the user), team details, including the names of their team members also on the platform, initial survey answers to gauge mental health and wellbeing and final survey answers to re-benchmark the participant for statistical purposes.

Company/Organisational information gathered, including name, industry, names of sub-companies/divisions, logo image, organisations’ contacts (including name, email and phone numbers of 3 primary contacts), demographic questions for participants to fill out (including departments, gender) and company admin-generated social posts (including text, images and videos posted on the platform by the user).

If you contact us or participate in a survey, contest or promotion, we gather the information you provide, such as name, contact info, organisation or company name, and message. 

  • Payment and card information

If you give us credit card information, we use it solely to check your financial qualifications and collect payment from you. We use a third-party service provider to manage credit card processing. This service provider is certified as to its security protocols and is not permitted to store, retain, or use information you provide except for the sole purpose of credit card processing on our behalf.

Information from using our services

  • Fitness and Activity Information  (Manually entered, Fitbit, Garmin, Apple Health & Google Fit)

Your fitness tracking device or mobile smartphone collects data to estimate a variety of metrics like your steps, distance travelled and active minutes moved. Not every device tracks every one of these metrics. The data collected varies depending on the device you use. When your device syncs with our applications and software, data recorded on your device is transferred from your device or device app to our service.

When you pair your device to your account, you grant us access to your exercise or activity data from that device service. You can use your account settings and tools to withdraw this consent at any time by stopping use of a feature, removing our access to a third-party service, unpairing your device, or deleting your data or your account.

When you use our service and choose to connect your fitness device or account to Moving Mindz, we utilize this connection to help populate your daily activity only.  None of your personal information other than step an activity information is collected, and no health information is collected or stored other than this activity information.  Any information collected from your fitness device can be seen logged on each day on your activities page within MovingMindz.  When your event is completed and the scores for your team is tallied all of this collected data is securely deleted from our servers.

  • Location Information

We identify your time zone. This is either gathered from your mobile device, your connected fitness device or is manually set by you. We use time zone to allow challenges to start and end locally at the same time for everyone participating in the challenge. You can change your time zone at any time in your device settings.

  • Usage information

When you access or use our services, we retain certain usage data. This includes information about your interaction with our services, such as how long you’re in our app or what you’re viewing in our app.

We also collect data about the devices and computers you use to access our services, including IP addresses, browser type, language, operating system, fitness device type or mobile device information, the referring web page and pages visited.

How we use information


Provide and maintain our services

We use things like your activity information, username, and location to run things like challenges, groups and other core services listed in our Terms & Conditions. This includes things like scoring your activity in a challenge, populating your dashboard and personal trends, enabling our community features, and providing you with support.

Develop and improve our services

By using our product, you’re constantly helping us to improve! We take a look at what is resonating with most of our users to ensure we can continue to create useful features that you love. We’re always looking to make our existing features better and how you interact with our product helps us decide what improvements should be made.

We will also use the information for research purposes but note that when the information is provided to researchers it will be provided in the aggregate and will first undergo treatment to de-identify the information and data.

Communicate with you

We use your information to communicate important service, account or support updates. This allows us to provide relevant information about our product and to respond to you when you contact us. You can always turn off your marketing preferences by unsubscribing at the bottom of emails and by adjusting your app notifications in your device settings.

Keep our services safe and secure

It’s important that you’re always safe and secure when using our services. We use some of your information to ensure we are only allowing secure usage by authenticating your account details, protecting against fraud and abuse, and enforcing our Terms and Conditions.

How we share information

When you agree or ask us to share

If you choose to participate in a challenge, information like your profile photo, posted messages, total steps in the challenge, personal statistics, and achievements will be visible to all other challenge participants.

If you sign up for our service through an employer or organisation, remember that their use of your information will be governed by their privacy policies and terms. You can revoke your consent to share with organisational or employee wellness programs by deleting your personal account or asking your administrator to remove you from the organisation account.

Moving Mindz does not control the way our organisational clients or admins use our tool. They control the configuration of groups, challenges, content, and communications associated with hosting a wellness program.

Corporate Events

If we (or our assets) are acquired by another company, whether by merger, acquisition, bankruptcy or otherwise, that company would receive all information gathered by Moving Mindz. If this does occur, you will be notified of any change in ownership, uses of your personal information, and choices you may have regarding your personal information.

Compelled Disclosure

We reserve the right to use or disclose your personal information if required by law or if we reasonably believe that use or disclosure is necessary to protect our rights, protect your safety or the safety of others, investigate fraud, or comply with a law, court order, or legal process.

We never sell personal information

We will not sell, rent, transfer, or disclose your personal information to advertisers or other third parties for direct marketing purposes.

How do we collect your data?

You directly provide our company with most of the data we collect. We collect data and process data when you:

  • Register online or place an order for any of our products or services.
  • Voluntarily complete a customer survey or provide feedback on any of our message boards or via email.
  • Use or view our website via your browser’s cookies.

Our company may also receive your data indirectly from the following sources:

  • Company or organisation participant is affiliated with.

Cookies and similar technologies

We use cookies or similar technologies (such as web beacons) to analyse trends, administer our services, track users’ movements around the website and app, and to gather demographic information about our user base as a whole. View a list of current cookie technologies below, although this may be extended in future.

Google Analytics Provides visitor behaviours and actions which allows us to understand how these visitors are interacting with the site, which allows us to communicate appropriately with them, both online and offline.
Stripe Allows us to accept payments for users who choose to upgrade our various services.
HubSpot Tool used for us to provide customer support to our users on the mobile app and website
TypeForm Allow us to administer surveys
Vimeo Allow us to offer our customers ability to upload video files to the website
SendGrid Used to send mass emails.


How do we store your data?

Our company securely stores your data in the following manner.

  • Storage is within the same nation where possible on Google Cloud’s secure datacentres, or within Australia and Google Cloud’s Sydney centre for companies with offices at multiple offshore locations.

Cloud SQL encrypts the database. SSL will encrypt data in transit and it can only be accessed if the user is authenticated with Firebase Auth and the Moving Mindz server (Permission Level).

Our company will keep your data 1 year from the completion of your specific organisation’s program. Once this time period has expired, we will delete your data.


How you control your information

Our goal is to make control over your information simple. You can easily edit your information in your profile:

  • Update your name, email, username, and photo.
  • Completely delete your account at any time. Moving Mindz will delete all your information within 30 days.

For client challenges, your challenge admin has access to the same information you share with Moving Mindz. You can opt out of this information being shared at any time by asking to be removed from their group.

If you’re participating as part of an organisational client who chooses to end their service with us, we will delete your data within 30 days of the client service termination.



Our Company would like to send you information about products and services of ours that we think you might like, as well as those of our partner companies. If you have agreed to receive marketing, you may always opt out at a later date. You have the right at any time to stop our company from contacting you for marketing purposes or giving your data to other members of the Our Company Group. If you no longer wish to be contacted for marketing purposes, please email


What are your data protection rights?

Our Company would like to make sure you are fully aware of all of your data protection rights. Every user is entitled to the following:

The right to access – You have the right to request our company for copies of your personal data. We may charge you a small fee for this service.

The right to rectification – You have the right to request that our company correct any information you believe is inaccurate. You also have the right to request our company to complete the information you believe is incomplete.

The right to erasure – You have the right to request that our company erase your personal data, under certain conditions.

The right to restrict processing – You have the right to request that our company restrict the processing of your personal data, under certain conditions.

The right to object to processing – You have the right to object to our company’s processing of your personal data, under certain conditions.

The right to data portability – You have the right to request that our company transfer the data that we have collected to another organisation, or directly to you, under certain conditions.

If you make a request, we have one month to respond to you. If you would like to exercise any of these rights, please contact us:

Call: +61 415 842 057

Or write to us:



Cookies are text files placed on your computer to collect standard Internet log information and visitor behaviour information. When you visit our websites, we may collect information from you automatically through cookies or similar technology.

For further information, visit


What types of cookies do we use?

There are a number of different types of cookies, however, our website uses cookies for:

  • Functionality – Our company uses these cookies so that we recognise you on our website and remember your previously selected preferences. These could include what language you prefer and location you are in. A mix of first-party and third-party cookies are used;
  • Advertising – Our company uses these cookies to collect information about your visit to our website, the content you viewed, the links you followed and information about your browser, device, and your IP address. Our company sometimes shares some limited aspects of this data with third parties for advertising purposes. We may also share online data collected through cookies with our advertising partners. This means that when you visit another website, you may be shown advertising based on your browsing patterns on our website; and
  • As previously listed.


How to manage cookies

You can set your browser not to accept cookies, and the above website tells you how to remove cookies from your browser. However, in a few cases, some of our website features may not function as a result.


Privacy policies of other websites

Our company website contains links to other websites. Our privacy policy applies only to our website, so if you click on a link to another website, you should read their privacy policy.


Changes to our privacy policy

Our Company keeps its privacy policy under regular review and places any updates on this web page. This privacy policy was last updated on June 30, 2020.


How to contact us

If you have any questions about our company’s privacy policy, the data we hold on you, or you would like to exercise one of your data protection rights, please do not hesitate to contact our Data Privacy Officer (DPO).

Call us at: +61 415 842 057

Or email to us: