Hunter New England Local Health District trading as Everymind (the “Institute” or “Everymind”) maintains the websites, everymind.org.au, aheadforbusiness.org.au, businesswellbeing.org.au, conversationsmatter.org.au, lifeinmind.org.au, mindframe.org.au, mindframeimages.org.au and mindstogether.org.au (each and together “sites” or “websites”).

This Privacy Policy applies to all the publicly accessible pages on the websites. It describes how the Institute collects, holds, uses and discloses personal information.

The Institute does not have any responsibility for the privacy policies or practices of third party sites linked to the sites.

If you have any questions about our sites, or the application of this Privacy Policy or a request for access to information held, please contact:

Communications Lead
Everymind
72 Watt Street (PO Box 833)
Newcastle NSW 2300
[email protected]
02 4924 6900

Users of the sites are entitled to expect that any personal information as a result of that use will be treated within the terms of the New South Wales Government's privacy responsibilities and obligations. The New South Wales Government's privacy practices are regulated by the New South Wales Privacy and Personal Information Protection Act 1988 (“PPIP Act”).

Websites

What information do we collect on our websites?

When you visit our sites, the Institute records information that identifies, for each page accessed:

  • the Internet Protocol address of the machine which has accessed it;
  • your top-level domain name (for example .com, .gov, .edu, .au, .uk etc.);
  • the address of your server;
  • the date and time of your visit to the site;
  • the pages accessed and documents downloaded;
  • the previous site visited; and
  • the type of browser and operating system you have used.

Only sessional cookies are used from the sites to collect information. This information is unable to be retained once the user session has ceased.

How do we use the information collected on the websites?

The information collected during each visit is aggregated with similar logged information and published in reports in order for the Institute to identify patterns of usage of the site. This will assist the Institute in improving the sites and the services the Institute offers.

The Institute will not disclose or publish information that identifies individual machines, or potentially identifies sub-groupings of addresses, without consent or otherwise in accordance with the PPIP Act.

What exceptions are there to the above?

Everymind will collect, use and disclose more extensive information than stated above in the following circumstances:

  • unauthorised attempts to access files which are not published on pages on the sites;
  • unauthorised tampering or interference with files published on the sites;
  • unauthorised attempts to index the contents of the sites by third party sites;
  • attempts to intercept messages of other users of the sites;
  • communications which are defamatory, abusive, vilify individuals or groups or which give rise to a suspicion that an offence is being committed; and
  • attempts to otherwise compromise the security of the web server, breach the laws of the State of New South Wales or Commonwealth of Australia, or interfere with the enjoyment of the sites by other users.

Everymind reserves the right to make disclosures to relevant authorities where the use of the sites raises a suspicion that an offence is being, or has been, committed. In the event of an investigation, Everymind will provide access to data to any law enforcement agency that may exercise a warrant to inspect our logs.

Is the information collected on the websites stored securely?

Yes. Information collected is stored in an appropriately secure format and held by Everymind for archival purposes. When the information is no longer required for the purposes for which it was collected it is deleted.

Privacy

What is personal information?

Your personal information relates to you personally and includes any information or opinion made about you. Personal information includes your name, address, phone number, email address or any information from which your identity can be reasonably ascertained. Personal information can also include:

  • a written record which may include your name, address, and other details about you
  • electronic records, photographs, images, video or audio footage
  • biometric information such as fingerprints, blood and records of genetic material.

What is not personal information?

The PPIP Act excludes certain information from the definition of personal information. The most significant exemptions are:

  • information contained in publicly available publications;
  • information about a person’s suitability for public sector employment;
  • information about people who have been dead for more than 30 years;
  • a number of exemptions relating to law enforcement investigations; and
  • matters contained in Cabinet documents.

Purpose for collecting and using personal information

The Institute will only collect personal information for lawful purposes which directly relate to the Institutes function and for obtaining feedback about our services. The Institute’s functions include, for example, the delivery of programs for the prevention of mental ill-health and suicide and the administration of such programs. We may also from time to time collect personal information about you in the course of your participation in our research or surveys. Where possible we make our surveys and research processes anonymous and will de-identify your survey responses. You will also be provided with an opportunity to decline participation and opt-out of any research processes. The Institute will not collect any more information than is necessary for it to fulfil these functions.

The Institute will not disclose your personal information to anyone without your consent, unless legally required to do so. Anyone engaged to collect, store or use personal information for the Institute will be required to comply with the PPIP Act.

Storage and security of your personal information

The Institute will retain the personal information you have provided for a period that is appropriate for the purpose for which it was provided. Your personal information will be archived and disposed of in accordance with the Institute’s policies, legislative requirements and guidelines.

The Institute takes all reasonable steps to protect the security of any personal information held, be it stored in electronic or hard copy format.

Disclosure of your personal information

The Institute will not disclose your personal information unless the disclosure is authorised by the PIPP Act and Regulations.

Your consent to disclose information for particular purposes may be sought by us or given by yourself for a specific purpose. This may include, for example, consent to collect, use, and disclose mental health information. If appropriate consent is not provided, we may not be able to provide certain products and services to you.

What will we do with information provided in feedback?

Everymind provides a feedback facility on the sites to allow users to provide input into the future development of the sites and to comment on the provision of service by the Institute. Complete our contact us form.

Providing personal details on feedback is optional. Users may provide personal details for the purpose of receiving a reply to their feedback. If you use our feedback facility, we will collect your name and your contact information, including your email address, phone number, organisation and position. However, you have the option to remain anonymous or use a pseudonym or alias. This information will only be used for the purpose for which it was provided. We will not add your email address or name to any mailing list. Everymind may publish aggregated information about feedback on the site, to the extent that it does not identify or cannot be used to identify individual users.

How can I make a complaint?

If you feel there has been a breach of your privacy under the PPIP Act, you have the right to make a complaint to us. For more information about your privacy rights, you can visit the Information and Privacy Commission.

Will this policy be updated over time?

This policy may change from time to time. Any updates versions of this Policy will be posted on the websites and will be effective from the date of posting.

What laws will govern this Privacy Policy?

This Privacy Policy is governed by the laws of New South Wales Australia. You agree to submit to the jurisdiction of the courts of that State.