Privacy and Information Management Policy
Policy Statement
Raising Minds is committed to ensuring that all information collected is protected and the right to privacy and confidentiality of everyone who accesses their services is upheld. This policy outlines what information is collected, how personal information is managed, and how Raising Minds collects, stores, uses, and disposes of personal information in accordance with relevant legislation.
Scope
All personnel, whether paid employees, contractors, volunteers, or business partners, are responsible for protecting the confidentiality of the people we work with and reporting privacy breaches that occur or are at risk of occurring. It is the responsibility of the Board via the CEO to ensure this policy is in place and adhered to.
Principles
Raising Minds strongly believes that everyone has a right to privacy and confidentiality. Everyone has a right to control who knows what about them, and why their information may be shared.
What personal information do we collect and why?
Raising Minds only obtains and retains information required to provide quality support and to improve service delivery, or that which is required by reporting bodies. Information is collected to:
- Assess eligibility for services.
- Provide safe and responsive services.
- Monitor the services provided.
- Improve services and activities.
- Fulfill contractual and legal requirements to provide non-identifying data to government agencies.
Keeping your information safe
Information will be stored in a way that reasonably protects it from misuse, loss, unauthorised access, modification, and disclosure. This includes ensuring systems and software are compliant with privacy legislation and maintaining up-to-date security protocols.
In the event of a data or privacy breach, the incident will be recorded, and those impacted will be contacted as soon as practically possible with details of rectification strategies.
Disclosure of Personal Information
Raising Minds will not disclose personal information to a third party without the individual’s consent, or unless that disclosure is required or authorised by law.
There may be specific times where Raising Minds is required to disclose information, such as:
- To prevent or lessen a serious and imminent threat to life or health.
- To provide to outside agencies with the participant’s permission.
- When required by law or mandatory reporting obligations.
Requesting Personal Information
Information held on file can be formally requested in writing. Access may be denied if there are real concerns that disclosure could pose a serious threat to the life, health, or safety of an individual, or have an unreasonable impact on the privacy of others.
Raising Minds is committed to ensuring that all information collected is protected and the right to privacy and confidentiality of everyone who accesses their services is upheld. This policy sets out Raising Minds’ policy relating to the protection of the collection of personal information, which includes any information that identifies or could identify a person, such as name, age, gender, and contact details. It also covers sensitive information regarding health and support services.
Our Obligations
Raising Minds is covered by the Privacy Act 1988 and the Australian Privacy Principles (APPs). The APPs set out the way organisations can collect, use, disclose, and provide access to personal and sensitive information. We are also guided by the QLD Information Privacy Act 2009, the NDIS Quality and Safeguarding Framework, and the United Nations Convention on The Rights of Persons with Disabilities.
Who We Are and What We Do
Raising Minds is a not-for-profit entity and a team of passionate professionals and people with lived experience committed to ensuring that every child and young person facing complex mental health – along with their families, carers and kin – has a PATH to a bright, inclusive, and responsive future. We work to transform the health and education systems in Queensland to better serve the needs of youth mental health. This policy applies to all staff, consultants, contractors, and agents and covers all information collected on our website, social media sites, and through intake activities.
Collection of Information
Raising Minds collects personal and sensitive information only if you have consented, if it is reasonably necessary for our functions (such as administering funding), or if a legal exception applies.
- Information Collected: Name, contact details, gender, date of birth, details of parents/carers, and medical practitioner details.
- Sensitive Information: Aboriginal or Torres Strait Islander origin, cultural/linguistic diversity, and specific disability/support needs.
- Methods of Collection: Forms, electronic website entries, phone calls, and correspondence (email/mail).
- Unsolicited Information: If we receive personal information we did not request and could not have lawfully collected, we will destroy or de-identify it as soon as practicable, unless required by law to retain it.
Digital Privacy & Cookies
Our website and social media sites use “cookies” to record visits and collect statistical information to improve our services. This includes:
- Server addresses and domain names.
- Date and time of access and pages accessed.
- The type of browser software in use.
- Anonymity: You have the option not to identify yourself or remain anonymous when using parts of our website, though withholding information may prevent us from providing certain services.
Security & Storage
We take appropriate steps to protect information from misuse, interference, unauthorised access, modification, loss, or disclosure.
- Storage: Information is held in access-controlled premises or secure electronic databases.
- Confidentiality: All personnel and contracted third parties must sign confidentiality agreements.
- Breaches: In the event of a data or privacy breach, the incident will be recorded and those impacted will be contacted as soon as practically possible.
Use & Disclosure
We only use or disclose information for purposes directly related to the reason it was provided.
- Consent: We will not disclose information to a third party without consent unless authorized by law.
- Mandatory Reporting: Information may be disclosed to prevent a serious threat to life or health, or to fulfill legislative obligations such as mandatory reporting.
- Small Communities: We are committed to ensuring that descriptions of situations do not inadvertently identify a person in close-knit communities.
Access, Correction & Complaints
- Access: You may request to access or correct your personal information by contacting the CEO.
- Timeline: We will respond to requests within a reasonable time, usually within 30 days.
- Complaints: Complaints regarding perceived breaches will be addressed in line with our Feedback and Complaints Policy. If unsatisfied, you may lodge a complaint with the Australian Information Commissioner.
The Spam Act 2003
In accordance with the Spam Act 2003, Raising Minds prohibits sending unsolicited commercial electronic messages. All electronic communications will include an unsubscribe facility. Even if you unsubscribe from promotional material, you will still receive important information regarding your funding or engaged services.
Contact Us
For any inquiries regarding your privacy, to request access to your information, or to lodge a compliment or complaint, please contact us via:
https://raisingminds.org.au/contact-us
Address: 7/1 Fort Ln, Milton QLD 4064
Phone: (07) 3544 0988