The Men Spirit ("we", "us", or "our") is committed to protecting your privacy and handling your personal and health information with the utmost care, respect, and confidentiality.

This Privacy Policy explains how we collect, use, store, and disclose your information when you engage with our services, attend our gatherings, or visit our website. It has been developed in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

As an organisation that provides wellbeing support and mentoring, we frequently handle sensitive health information. We take this responsibility seriously.

1. What Information We Collect

We only collect information that is necessary to provide you with safe, effective, and appropriate services.

Personal Information

This includes information that identifies you, such as:

•Your name

•Contact details (email address, phone number)

•Emergency contact information

•Payment and billing information

Sensitive Health Information

Because of the nature of our work, we may collect sensitive information about your health and wellbeing, including:

•Your physical and mental health history

•Details of any presenting issues, challenges, or trauma you choose to share during intake or sessions

•Notes recorded by facilitators or mentors during one-on-one sessions or intake assessments

We will only collect sensitive health information with your explicit consent, unless we are required or authorised by law to collect it without consent (for example, in a medical emergency).

Website and Digital Information

When you visit our website, we may collect non-identifiable information such as your IP address, browser type, and pages visited, using cookies and analytics tools (such as Squarespace analytics). This helps us improve our digital services.

2. How We Collect Information

We collect information directly from you when you:

•Register for a gathering, workshop, or event

•Book a one-on-one mentoring or therapy session

•Complete an intake or consent form

•Subscribe to our newsletter via Mailchimp

•Communicate with us via email, phone, or website forms

•Participate in online sessions via Zoom

3. How We Use Your Information

We use your personal and sensitive information to:

•Safely and effectively deliver our mentoring, therapy, and group facilitation services

•Assess your suitability for specific programs and ensure we can meet your needs

•Communicate with you about bookings, schedule changes, and program updates

•Process payments securely via Stripe or direct transfer

•Send you newsletters and resources (only if you have opted in)

•Comply with our legal and professional obligations

We will never sell your personal information to third parties. We will not use your sensitive health information for marketing purposes.

4. How We Store and Protect Your Information

We take reasonable steps to protect your information from misuse, interference, loss, unauthorised access, modification, or disclosure.

•Clinical and Client Records: All personal and clinical data related to one-on-one sessions is securely stored using Carepatron, a platform that complies with Australian data protection laws.

•General Data: Other operational data is stored securely using platforms such as Squarespace and Google Workspace.

•Retention: We are required to retain client records for a minimum of 7 years. After this period, or when the information is no longer needed, it will be securely destroyed or de-identified.

While we take all reasonable precautions, no data transmission over the internet can be guaranteed as completely secure. You provide information via digital channels at your own risk.

5. When We Disclose Your Information

Your information remains strictly confidential within The Men Spirit. We will only disclose your personal or sensitive information to third parties in the following circumstances:

With Your Consent

We may share your information with other healthcare providers or support services if you have given us explicit, written consent to do so (for example, for a referral).

To Prevent Serious Harm (Duty of Care)

We may disclose your information without your consent if a facilitator or mentor forms a reasonable belief that disclosure is necessary to lessen or prevent a serious and imminent threat to your life, health, or safety, or the life, health, or safety of another person. In such cases, we may contact emergency services, your nominated emergency contact, or appropriate mental health crisis services.

Mandatory Reporting

The founder of The Men Spirit is a Registered Nurse and a mandated reporter under Victorian law. If we form a reasonable belief that a child is at risk of abuse or neglect, we are legally obligated to report this to Child Protection authorities.

Legal Requirements

We may disclose your information if we are required to do so by law, such as in response to a subpoena or court order.

6. Third-Party Platforms

We use third-party service providers to facilitate our work. These include:

•Squarespace: For website hosting and general enquiries

•Carepatron: For secure client record management

•Stripe: For secure payment processing

•Zoom: For online gatherings and sessions

•Mailchimp: For email newsletters

•Google Forms: For intake and feedback

Some of these providers (such as Zoom and Mailchimp) may store data on servers located outside of Australia (e.g., in the United States). By using our services, you consent to this transfer.

7. Recording of Sessions

We do not record face-to-face gatherings. Online gatherings or sessions via Zoom are never recorded without the explicit, prior verbal or written consent of all participants.

8. Accessing and Correcting Your Information

You have the right to request access to the personal and health information we hold about you. You also have the right to request that we correct any information you believe is inaccurate, out of date, or incomplete.

To make a request, please contact us using the details below. We may require you to verify your identity before we provide access or make corrections.

9. Data Deletion

You have the right to request the deletion of your personal data. However, please note that we are legally required to retain certain clinical and health records for a minimum of 7 years. Requests for deletion will be assessed against our legal and professional retention obligations.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal obligations. The updated policy will be published on our website with the "Last Updated" date amended.

11. Contact and Complaints

If you have any questions about this Privacy Policy, wish to access your information, or wish to make a complaint about how we have handled your privacy, please contact us at:

The Men Spirit

Email: kosta@themenspirit.com

We will respond to your complaint within a reasonable timeframe (usually within 30 days). If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC):

Office of the Australian Information Commissioner

Website: www.oaic.gov.au

Phone: 1300 363 992

Email: enquiries@oaic.gov.au