The type of information collected and held by HelpingMinds
HelpingMinds is funded to provide a range of community based services and programs across the state of Western Australia. The organisation collects personal information that is necessary to provide these services and programs, and de-identified statistical information required by funding bodies for reporting purposes. The type of information HelpingMinds collects and holds can include, but may not be limited to, the following for:
Clients of the services and programs provided:
Employees, Board members and other volunteers, and students on placement:
Supporters of HelpingMinds (such as financial and other donors and members):
Why HelpingMinds collects and holds personal information
We may collect, hold, use and disclose personal and sensitive information for purposes necessary to carry out our functions and provide our services and programs. Generally, information is held for the purposes of:
HelpingMinds is committed to maintaining privacy and will only use personal information for the permitted purpose for which we have collected the information.
Client records will be confidential to clients and their direct service program staff, and the relevant Head of Service and CEO. In addition, administrative staff within the organisation may also have access to client records for purposes other than direct service delivery (e.g. data collection and record keeping). Client personal information may also be shared with designated family members and significant others, and external service providers involved in the client’s case management. All sharing of information will have signed consent by clients.
How HelpingMinds stores and safeguards personal information
HelpingMinds stores copies of the above documents in physical or electronic form as is necessary to carry out our functions and provide our services and programs. All personal information is securely stored at all times by us. It is password protected and only authorised people have access to the above documents and information.
Hard copy files are locked up securely as decided in each work site and may leave the office only for a genuine work related purpose. Archived closed files are locked away securely for seven years, or for longer if required by relevant Government policy (e.g. by the Department for Child Protection and Family Support for children in care). After this time, files are shredded.
How HelpingMinds may share information
HelpingMinds will only share personal information, on a need-to-know basis, with signed consent unless there are significant issues of safety or wellbeing that ethically or legally (e.g. subpoenaed documents) require us to report to another authority. If this is the case, HelpingMinds will inform the client, employee or volunteer concerned.
Information shared for reporting purposes is de-identified statistical information required to analyse outputs and outcomes in terms of funding agreements.
How clients and staff can access and seek correction of their personal information
HelpingMinds allows clients to request access to their personal information, including that held on computerised records, and to seek correction to information recorded, unless the request is frivolous or poses a threat to the life, health or safety of any individual or where there is an exemption by law. Clients wishing to make enquiries regarding accessing their personal information can do so through the HelpingMinds Privacy Officer.
Third party requests for access to information will be dealt with by Head and Service and CEO and subpoenas will be dealt with as legally required and clients advised accordingly, wherever possible.
How a complaint can be made about a breach of the Australian Privacy Principles
HelpingMinds is committed to protecting privacy and upholding the Australian Privacy Principles. Any person for whom information is collected and stored by HelpingMinds and who feels that their privacy has been breached, can make a complaint through the Privacy Officer. HelpingMinds takes all complaints seriously and will respond to the complaint and address the concerns raised as soon as is reasonably practicable. The complainant will be asked to complete a standard HelpingMinds complaint form.
All requests for complaint forms or to obtain access to and/or correct personal information should be made to the Privacy Officer at firstname.lastname@example.org or telephone (08)9427 7100.
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Our team at HelpingMinds South Hedland were lucky to have some personalised artwork presented to them by local artist Annabella Flatt and her lovely children. The artwork tells the story of a family...
182 Lord Street
Ph: +61 08 9427 7100
F: +61 08 9427 7119
Armadale, Cockburn, Fremantle
Hillarys, Mandurah, Midland, Midvale
Carnarvon, South Hedland
Email : info (@) helpingminds.org.au
We respectfully acknowledge that we work on Aboriginal land and pay our respects to community members and elders, past and present.
Individuals pictured are models and are used for illustrative purposes only.