At Friendworx, we understand that families trust us with personal information about their young person. We are committed to protecting that information and handling it responsibly.
Friendworx complies with the Privacy Act 1988 (Cth), including the Australian Privacy Principles (APPs). Where applicable, we also comply with the Health Records Act 2001 (Vic) and its Health Privacy Principles when handling health information.
Our approach is simple. We only collect the information that is reasonably necessary to provide our services, we protect that information throughout its lifecycle, and we securely destroy or de identify information when it is no longer required.
What Information We Collect
Depending on your interaction with Friendworx, we may collect the following information.
Parent or Carer Information
- Full name
- Email address
- Telephone number
- Residential address
- Emergency contact details
Young Person Information
- Name
- Age
- Gaming platform
- Interests and hobbies
- Social goals
- Communication preferences
Health Information
Where appropriate and with the consent of a parent or legal guardian, we may collect health information that is reasonably necessary to safely provide our services.
- Disability information
- Neurodevelopmental diagnoses
- Support needs
- Sensory preferences
- Behavioural considerations
- NDIS participation information
- Other information necessary to safely support participation
We only collect health information that is reasonably necessary for the purposes of delivering our services.
Information Provided by Professionals
Where a teacher, coordinator, allied health professional or another authorised representative registers a young person, they must confirm that they have obtained the permission of the parent or legal guardian before providing any personal information.
Professionals are not asked to provide medical or diagnostic information about a young person. Health information is requested directly from the parent or legal guardian during the detailed registration process.
Why We Collect Information
We collect personal information to:
- Assess suitability for Friendworx.
- Match young people with compatible groups.
- Communicate with parents and carers.
- Support participant safety and wellbeing.
- Provide and improve our services.
- Meet legal and regulatory obligations.
We do not collect information that is unrelated to these purposes.
Storage of Information
Friendworx stores all personal information on secure servers located within Australia.
- Personal information is not intentionally stored outside Australia.
- Participant information is not backed up to overseas servers.
- Access is restricted to authorised personnel who require the information to perform their duties.
- Personal information is protected using appropriate technical and organisational security measures.
Email Communications
Friendworx does not send sensitive health information by email.
Email communications are limited to administrative matters including:
- Registration confirmations.
- Booking information.
- Appointment reminders.
- Service updates.
- General administrative correspondence.
How We Protect Your Information
Friendworx takes reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification and disclosure.
Security measures include:
- Secure Australian based hosting.
- Restricted access to authorised personnel.
- Password protected systems.
- Regular software and security updates.
- Appropriate organisational security practices.
How Long We Keep Information
We retain personal information only for as long as it is reasonably necessary to provide our services or meet legal obligations.
When a participant leaves Friendworx, or where we are unable to successfully match a young person with a suitable group, we review the information we hold in accordance with our Data Retention and Destruction Policy.
Where information is no longer required:
- Health and matching information will be securely destroyed or permanently de identified.
- Only minimal administrative information may be retained where reasonably necessary for legal, financial or operational purposes.
- Information that is no longer required will be securely destroyed in accordance with our information management procedures.
Accessing and Correcting Information
Parents and legal guardians may request access to the personal information we hold about themselves or their young person.
If any information is inaccurate, incomplete or out of date, we will take reasonable steps to correct it.
Withdrawing Consent
Parents or legal guardians may withdraw their consent for Friendworx to collect or use personal information at any time.
Please note that withdrawing consent may affect our ability to continue providing our services.
Disclosure of Information
Friendworx does not sell, rent or trade personal information.
Information will only be disclosed:
- With your consent.
- Where required or authorised by law.
- Where necessary to protect the safety of a participant or another person.
Children's Privacy
Friendworx provides services for young people.
Parents or legal guardians are responsible for providing consent for the collection and use of personal information relating to children under 18 years of age.
Contact Us
If you have any questions about this Privacy Policy, wish to access or correct your personal information, or have concerns about how your information has been handled, please contact our Privacy Officer.
- Email: privacy@friendworx.com.au
Changes to this Privacy Policy
Friendworx may update this Privacy Policy from time to time to reflect changes in legislation, technology or our services.
The most current version of this Privacy Policy will always be available on the Friendworx website.