Management of personal information
Our mission is to maximise choice and inclusion for people with disability to achieve their aspirations by creating the environment for individuals to pursue opportunities to lead valued and meaningful lives in supportive communities. To fulfil our mission, we need to collect certain personal information.
We recognise and respect each of our customers right to privacy, dignity and confidentiality in all aspects of their life. We ensure that our customers and their families enjoy:
- freedom from intrusion and public attention
- being treated with honour, respect and dignity thereby reflecting their culture, community and providing a positive influence for their self-esteem
- an assurance that written and spoken information is protected from access and use by unauthorised persons
What type of information do we collect
We may request a range of information to assist us to fulfil our mission. The types of personal information we collect about you, and our use of that information, depends on your dealings with us.
Personal information is any information that can be used to identify you, and will generally include:
- identification information, including your full name, gender and date of birth
- contact information, including your address, telephone number and email address
- financial information, including your bank account details, credit or debit card number any other information we need as a result of you making a donation or paying for a product or service from Minda or an associated entity
- employment information, including your tax file number and payroll information
- medication information, including your prescription history, your prescribed medication and dosages and repeat prescripts
- health information, including information about your physical or mental health, disabilities or health services received or information collected in the course of providing services
- education information, including about your course enrolment, progress and results (for students)
- device information, including the IP address and any other identifier or any device with which you access our website
- information about your dealings with us and the products and services you may be interested in.
If you do not provide all of the personal information we require, we may be unable to provide you with the products or services you are seeking. Some or all of the person information that we collect about you may be “health information” and, therefore, “sensitive information” under the Privacy Act. Health information is information about an individual’s:
- health, including any illnesses, disabilities or injuries
- expressed wishes about the future provision of health services
- health service provided or to be provided
We do not collect sensitive information, such as information about political opinions or membership, religious or philosophical beliefs, trade association or union membership, sexual orientation or practices or criminal record, unless:
- you have consented and the information is necessary for our functions or activities
- the collection is required or permitted by law
How we collect and hold personal information
We collect and store personal information provided by you or when you communicate with us from a variety of sources, including when you:
- complete any forms requesting information from you, including on applying to receive a service from us, complete any survey or provide feedback to us concerning our services
- receive a service or follow-up training
- participate in a function, event or activity, including for fundraising purposes
- respond to our mailing program
- use our web-based tools, including MyChoices
- respond to a telemarketing call
- voluntarily provide us with personal information, in person or by telephone, email or other means
- make a donation to us
- become a staff member or volunteer of Minda or an associated entity
- become a student of the South Australian Learning Centre (SALC).
We will collect personal information directly from you, where reasonable and practicable to do so. In addition to collecting personal information directly from you, we may also obtain personal information from:
- family members, guardians, carers and advocates, or other third parties
- publicly available sources, to help us develop our donor, sponsorship and membership programs
- third party sources such as government funding bodies, our training providers, and other service providers
Please note that we use our own third party computer servers including our website hosts, data backups and payment gateway(s), which may be located overseas and your personal information will likely be stored and transmitted overseas including in the United States of America, as part of the normal operation of our organisation.
Our website may also contain links to other websites that are not controlled by us. We do not monitor or hold what information those other persons collect from website visitors and take no responsibility for their dealings with personal information collected about you if you visit their website.
Why we collect, use and disclose personal information
We only collect personal information if it is reasonably necessary for us to carry out our functions and activities.
We may use and disclose personal information about you for some or all of the following purposes:
- offering and arranging the provision of services
- responding to enquiries and providing information that has been requested to support our service users and customers
- transmitting information about your course progress, results and other information to course funders
- receiving payments and issuing receipts
- fundraising activities, including mail outs, special events, bequests, community support and corporate relationships
- direct marketing purposes
- improving our business and making changes to our website and online tools we offer
- managing employee, volunteers, and the services they provide
- fundraising and marketing activities
- understanding more about you so that we can tailor our communication to you and your needs. for statistical purposes, so we can tailor the information we provide to our supporters
- keeping a record of our stakeholder
- you would reasonably expect us to so use or disclose such information you have given us specific consent to do so
- we are required or permitted to do so by law
To whom do we disclose personal information
We may disclose personal information collected from you:
- to our related entities, employees, officers, agents, contractors, other companies that provide services to us, sponsors, government agencies or other third parties to satisfy the purposes for which the information was collected or any other purpose if that other purpose is closely related to the primary purpose of collection and an individual would reasonably expect us to disclose the information for that secondary purpose
- any healthcare provider from whom you are receiving treatment
- to government departments or our sponsors without identifying any individuals
- any other person you either specifically authorise us to disclose information to, or who we are required or permitted by law to disclose information
We will obtain your consent before any recognition of your donation is made public.
We may provide statistical information to government departments or our sponsors without identifying any individuals.
How we protect your personal information
We take all reasonable steps to keep secure and protect your personal information to ensure it is protected from unauthorised access, loss, misuse or unauthorised access, disclosure, interference or modification, including:
- securing our physical premises and digital storage media
- placing password protection and access control over our information technology systems and databases to limit access and protect electronic information from unauthorised interference, access, modification and disclosure
- taking regular back-ups of our electronic systems
We use industry recognised security safeguards on our website and in our web-based tools, such as site monitoring, secured networks and servers, firewalls and encryption. Our data management systems and procedures ensure that personal information is handled in a way that is consistent with this Policy. We take steps to ensure that online facility for donations to us is secure and encrypted.
Notwithstanding that we take all reasonable steps to keep your personal information secure, no method of transmission over the internet is guaranteed to be completely secure. While we and our third-party providers strive to protect your personal information within industry standards and the appropriate legislation, we cannot guarantee its absolute security. We do not warrant the security of any information you transmit to us or from any online services.
How to access and correct your personal information
Generally, we will provide you with access except in limited circumstances where we are required or permitted by law to refuse access (including where a treating medical practitioner agrees that access would prejudice the individual's physical or mental health or put another person at harm).
We may charge a reasonable fee for providing access, which will not exceed our reasonable expenses incurred in responding to your request, including photocopying and administrative expenses. Access may be provided by hard copy or by allowing you to view the relevant records.
Neither cookies nor pixels identify you personally, however if you prefer to opt out of cookie and pixel tracking, you can do so through your device or browser’s settings.
If you have provided permission, we use email campaigns to communicate with you about services, events, employment and fundraising. You can opt-out of receiving these communications by clicking the unsubscribe link in our emails, or by contacting email@example.com.
If you are listed as a family member of a Minda client in our database, and you have provided your email address, you will automatically receive important email specific to your client and the services they access. You may also choose to opt out of these emails if you wish.
We use first and third-party cookies to show you advertisements relevant to your interests and pages you have visited. You can opt out of this function by changing the ad settings in your computer’s browser, or your device’s settings.
If you wish to remain anonymous or use a pseudonym when dealing with us, we will attempt to fulfil your request. However, it may not be practicable to do so depending on your need. We may be able to provide you with limited information in the absence of you identifying yourself but generally we will be unable to provide you with any information or services unless you have identified yourself.
Overseas disclosure of your personal information
We may disclose your personal information outside Australia where necessary in the course of providing you with our services. We may also store and process your personal information at offshore locations, including offshore storage and cloud facilities provided by third parties. By providing your personal information to us you consent to your personal information being transferred offshore for back-up, data security, and storage purposes (including to the United States of America), and acknowledge that other countries may have different data protection rules to Australia and that we are not required to ensure that the overseas recipients deal with that personal information in compliance with the Privacy Act. However, we will not transfer personal information overseas unless we have taken reasonable steps to ensure that the information which is being transferred will not be held, used or disclosed by the recipient of the information inconsistently with the APPs.
About our websites
Tel: 08 8422 6200
Mail: PO Box 5, Brighton SA 5048
We will refer any complaints for prompt investigation by our compliance team and provide you with a written response as soon as possible. We will aim to respond within 14 days of receiving a written complaint.
You may also lodge a complaint with the Office of Australian Information Commissioner via telephone on 1300 363 992, via post to GPO Box 5128, SYDNEY NSW 2001, or via emailing firstname.lastname@example.org. Further information can be found on their website www.oaic.gov.au.
You may also make a complaint to the Health and Community Services Complaints Commissioner in South Australia. Further information can be found on their website www.hcscc.sa.gov.au.