MaxiMinds (ABN 66 820191 450) (‘MaxiMinds’, ‘us’ or ‘we’) recognises and values the importance of protecting the privacy of our stakeholders, collaborators, partners, customers, research participants, clients, prospective clients, patients, prospective patients, relevant health service providers, donors, fundraisers, suppliers and other third parties (‘Individuals’). MaxiMinds is a 24/7 digital platform to help individuals to identify, manage and channel their mental illness. We harness the latest research, technology and other tools to offer world-class research psychological findings into psychoeducation, clinical services and ehealth products that improve the lives of people with mental illness and the wider community. To enable us to fulfill our responsibilities relating to research, education and training, clinical and ehealth services and population health approaches, we may need to collect abroad range of personal information from individuals. MaxiMinds is committed to handling personal information (including health and other sensitive information) in accordance with applicable laws, including the Australian Privacy Principles set out in the Privacy Act 1988 (Cth). In the course of providing such products and services, we may collect personal information about you, either directly or indirectly from you. This Privacy Policy informs you of why and how we collect, hold, use and disclose your personal information. By using our website located at www.maximinds.com.au orby otherwise engaging with us, you are indicating your acceptance of this Privacy Policy. If you do not agree to this Privacy Policy, you must not use our website or engage with us. This Privacy Policy is divided into a number of sections and includes information on how we manage personal information as well as providing answers to commonly asked questions.
Definitions of‘personal information’ differ around the world. In Australia, the collection, storage, use and disclosure of ‘personal information’ is regulated by the Privacy Act 1988 (Cth) (the “Act”). The Act defines ‘personal information’ as: "information or an opinion, whether true or not, and whether recorded in a material form or not, about an identified individual, or an individual who is reasonably identifiable." The definition of ‘personal information’ is therefore extremely broad, but good examples would include your full name and your address. Schedule 1 of the Act also sets out thirteen Australian Privacy Principles (the ‘APPs’) which comprehensively cover the protection of personal information. You can feel confident that we will always collect, hold, use and disclose your personal information in accordance with the Act, the APPs and this Privacy Policy.
We collect personal information reasonably necessary for one or more of our functions or activities. This personal information may include sensitive information, and in some instances such as where you receive clinical or ehealth services, may include health information. You may decide to provide your personal information to MaxiMinds for a range of different reasons. By way of example you may wish to:
(a) register to use a MaxiMinds e-health service or product;
(b) attend an event or course run by MaxiMinds;
(c) receive communications from MaxiMinds;
(d) collaborate with MaxiMinds;
(e) provide services to MaxiMinds;
(f) apply for employment at, or volunteer for, MaxiMinds; or
(g) connect with us via social media.
While it is possible for you to interact with us under a pseudonym in some cases, in certain scenarios it may be necessary for us to collect certain personal information from you. We will not collect more personal information than we reasonably need to deal with you. MaxiMinds may collect personal information regarding a child from the parent or other ‘responsible person’ associated with that child in some instances, such as where the child receives clinical services or participates in research. At times, MaxiMinds may also collect personal information regarding an adult from another ‘responsible person’ associated with that adult. Please do not provide personal information about a child or another person to MaxiMinds unless you are authorised by law to do so. You must be over 15 years of age to provide MaxiMinds with personal information. If you are under 15 years of age, your parent or other ‘responsible person’ will need to provide your personal information to us on your behalf.
We may collect personal information from you in person, in writing, by telephone, through our website and by other electronic communication channels. We may also collect this personal information through our staff and through our contracted agents and other service providers. Wherever practicable, we will collect personal information from you directly. We may from time to time need to obtain personal information from others, for instance where individuals are receiving clinical services, to ensure that we are fully informed in relation to the issues that we need to address. We also collect personal information through events and activities that we hold or are involved in, such as seminars, workshops, promotional events, fundraising and other activities. The kinds of personal information we collect will depend on the purposes for which you interact with MaxiMinds. The personal information we may collect from you may include: your full name and prefix (e.g. Mr or Mrs), your address, your phone number, your email address, so that we can authenticate you electronically and administer your account, your date of birth, your gender, your social network contact and publicly available details, your employer, your country or state of residence, your medical history including, where relevant, a family medical history, your credit card details and other information which will allow us to process your transaction, and/or other demographic information.
You may not be able to deal with or interact with MaxiMinds if you do not provide us with a minimum of personal information.
We may, at times, collect information on publicly maintained records, if that collection is reasonably necessary for MaxiMinds’ legitimate functions or activities.
We may from time to time collect ‘sensitive’ information and health information from you. Where we do so, we will do so in accordance with applicable laws.
We use and hold your personal information to facilitate general operational, technical and administrative purposes. We may from time to time share the personal information we collect with any of our relevant third parties, including our partners, suppliers, collaborators, advisers and business associates. We would only share your personal information with third parties where it is necessary in undertaking those activities that you have agreed to be involved.
Where you participate in research or a clinical study, we may use your personal information (including sensitive information or health information) to create articles, reports, papers, presentations or other outputs. We will not, without your consent, publish your personal information in any form, unless it has been presented in aggregated form, is anonymised or de-identified.
To keep you up to date with our services, publications and other resources, we may place you on a communications list, including mail, telephone and/or email. At any time, if you no longer wish to receive this information just let us know and we will remove your details from the contact list.
Where you register to receive a service or to otherwise engage with MaxiMinds, you may opt-in to MaxiMinds sending advertising, fundraising and other direct marketing material to you.
You may opt-out of the provision of direct marketing materials by using the functional unsubscribe option or by contacting us.
Where necessary, we will disclose your personal information to our third party suppliers, partners, collaborators, contractors or others in order to facilitate the Operational Purposes.
Either MaxiMinds or our Providers may disclose your personal information where it is reasonable todo so or where we are authorised or required to do so by applicable law.
MaxiMinds may disclose personal information to trusted third parties engaged to assist us with services including data processing, data analysis, information technology services and support, fundraising, website maintenance/development, printing, record archiving, data mailing and market research and medical consultants who provide medical services.
We do not typically or routinely disclose personal information to overseas recipients. Unless consent has been given, or an exception under the Australian Privacy Principles applies, we will only disclose personal information to overseas recipients where reasonable steps have been taken to ensure the overseas recipient does not breach the Australian Privacy Principles in relation to your personal information.
All patient information collected by the MaxiMinds is held securely. Patient information is released to third parties only at the express and written consent of the patient (subject to the requirements of Australian and NSW statutes and the common law). For patients under 18 the consent of both the patient and parent or guardian is sought. For patients aged 14 and under the written consent of a parent or guardian is considered sufficient. Patients under 18 are required to attend their first appointment at MaxiMinds with a parent or guardian however patients aged 15 and over will generally have the same rights to confidentiality of their personal information as adults subject to the requirements of Australian and NSW Statute and the common law.
MaxiMinds provides services for young people including adolescents and on occasion children younger than 13. There will be times therefore when we are required to report concerns to the department of Family and Community Services under the Children and Young Persons’ Care and Protection Act 1998. It is the professional and legal responsibility of all clinicians in NSW to promote the health, safety, welfare and well-being of children and young people and to work collaboratively in the shared system of child protection in NSW. These responsibilities apply whether staff are providing services directly to children and young people, or to adults who are parents or carers or who are pregnant.
We take reasonable steps to prevent the personal information we hold about you from misuse, interference or loss, and from unauthorised access, modification or disclosure. Our security measures meet industry standards and you can feel confident in our processes. These may include access control procedures, network firewalls, encryption and physical security. Although we will endeavour to protect your personal information, we are unable to guarantee that any information you transmit to us over the internet is 100% secure.
Online payments to MaxiMinds are made through a secure payment service. Payments will be processed directly through the HealthKit payment gateway in Australian dollar transactions using Secure Socket Layer (SSL) technology. However, MaxiMinds shall have no liability for the interception or hacking of data through the website by unauthorised third parties.
Credit card numbers are protected with a high level of encryption when transmitted over the Internet. MaxiMinds does not have access to your credit card details.
We will take reasonable steps to ensure that the personal information we hold, use and disclose is accurate, up to date and complete. However, we will not necessarily take any administrative steps to verify the accuracy or completeness of the information you provide to us (or a third party) at the time of collection (for example, if you make a mistake when typing in your details or choose to use a pseudonym).
If you suspect or believe that the personal information we have is not accurate, complete or up to date, please contact us at the details below and we will respond to your request within a reasonable period. When responding, we will take reasonable steps to correct that information and to ensure that it remains accurate, complete and up to date in the future. If for some reason we are unable to correct your personal information, we will provide you with our reasons and your further options for complaint. We will not ordinarily charge you for requesting the correction of your personal information.
You are entitled to access the personal information we hold about you, on request, subject to a limited number of exceptions. If for some reason we are unable to provide you with access to your personal information, we will provide you with our reasons as well as your further options for complaint. If we did not collect your personal information directly from you, it may be more practical for us to pass your access request on to the relevant third party who did collect that information from you.
You may make an access request via the contact details below and we will respond to your request within a reasonable period. We will not ordinarily charge you for gaining access to your personal information.
We retain personal information after we have used the personal information for the purposes for which we collected or received it. The duration that we keep your personal information for will be influenced by the nature of that information, and any applicable regulatory requirements. For instance, the minimum recommended period for retention of research data is five years from the date of publication. However, in any particular case, the period for which research data should be retained is determined by the specific type of research. The Australian Code requires for most clinical trials, retaining research data for 15 years or more may be necessary. Financial transaction records are kept for a minimum period of seven years.
For all types of personal information, when no longer required, MaxiMinds will use its best endeavours to ensure that all such information will be deleted or destroyed in a secure manner and in a reasonable timeframe.
To improve your experience on MaxiMinds websites, apps and online applications, we may use 'cookies’. Cookies are small text files that may transfer to your computer when you visit one of our digital platforms. The use of cookies is a standard practice for most businesses and organisations as it allows your computer or device to remember your preferences. You can turn off cookies in your browser settings if you do not want them to be active across any digital platform.
Our digital platforms also use Google Analytics and SAS Customer Intelligence 360.These services currently collect unidentifiable data from users of the relevant digital products. This allows us to generate reports to help us understand digital traffic and behaviour.
We may use Facebook Custom Audiences to deliver advertising to Website Visitors on Facebook through the use of pixels. These pixels are used to deliver content of similar interest to website visitors via the Facebook platform.
When you look at our website, our Internet Service Provider may make a record of your visit and logs the following information for statistical purposes only –the user’s server address, the user’s top level domain name (for example .com, .gov, .au, etc), the date and time of the visit to the site, the pages accessed and documents downloaded, the previous site visited, and the type of browser used. When using any MaxiMinds website, app or online application, you consent to: Google processing your data as set out in their Privacy Policy; and SAS processing your data as set out in their Privacy Policy; for the purposes described above. You can opt out of your unidentified data being processed by disabling your cookies, disabling JavaScript, or using Google’s opt-out service.
If you would like to contact us, including to ask a question, request removal from our communications or make a complaint, we may be reached at the details below:
E contact@maximinds.com.au
T +61 400 899 679
If you are unhappy with our response to your complaint, you have the right to make a complaint to the Office of the Australian Information Commissioner (OAIC). Details of how to contact the OAIC are provided on its website at www.oaic.gov.au.
We may modify or amend the provisions of this Privacy Policy from time to time. Any updated versions of this Privacy Policy will be posted on our website.
You can find more information about privacy and the protection of your Personal Information on the website of the OAIC at www.oaic.gov.au.
Last updated 12 July 2023.
MaxiMinds is not an emergency mental health service. If you or someone you know are in urgent need of help, please present to the emergency department at your nearest hospital or contact the following mental health crisis teams.
Emergency 000 | Mental Health Line 1800 011 511 | Lifeline 13 14 11