My Mind Check – Privacy Collection Notice (version 1.1, October 2024)
What is My Mind Check?
Macquarie University (ABN 90 952 801 237) (University, we, us, our) has been engaged by the Commonwealth of Australia represented by the Department of Education (the Commonwealth) to develop and provide Australian schools with a voluntary digital check-in tool to help schools understand more about the mental health and wellbeing of their students (My Mind Check). My Mind Check will identify whether students seem to be coping, vulnerable or struggling with an area of their mental health or wellbeing.
We have developed and provide My Mind Check with the support of our authorised sub-contractors.
My Mind Check is comprised of:
- the My Mind Check Tool, a voluntary digital check-in tool used to conduct a point in time assessment of a student’s mental health and wellbeing by Australian schools who have entered into a My Mind Check Use Agreement with the University;
- the My Mind Check Portal, which will enable authorised users to access student outcomes;
- My Mind Check Resources, which are content, documents or other resources which are linked to or available via the My Mind Check Portal; and
- the My Mind Check Website, which contains information for schools, parents and guardians, and students.
We will collect, use, disclose and handle personal information and health information in connection with My Mind Check as set out in this Privacy Collection Notice, and in accordance with our obligations under applicable laws including the Privacy Act 1988 (Cth), the Privacy and Personal Information Protection Act 1998 (NSW) and the Health Records and Information Privacy Act 2002 (NSW).
Participating schools will also collect, use, disclose and handle personal information and health information in connection with their use of My Mind Check, including information provided in a consent form to participate in My Mind Check, in accordance with the school’s privacy collection notice and privacy policy.
If you do not provide us with your / the student’s (as applicable) personal information, we may not be able to provide you / the student with access to the My Mind Check Tool or My Mind Check Portal, subscribe you to updates about My Mind Check or respond to your comments and questions via the My Mind Check Website.
By accessing My Mind Check you agree that your / the student’s personal information and health information will be handled as set out in this Privacy Collection Notice.
What personal information do we collect and how do we collect the information?
My Mind Check Website
When you subscribe to My Mind Check or update or complete forms on the My Mind Check Website, we will generally collect personal information directly from you.
However, in some cases we will collect personal information via the My Mind Check Website from a third party. For example, we may collect information about a student if a specific query submitted by their parent or guardian via our enquiry form relates to that student.
We may collect the following information from or about you / the student via the My Mind Check Website:
- when you submit a query or comment via the enquiry form on the My Mind Check Website, we will collect:
– your first and last name;
– your email address;
– your state or territory;
– your / the student’s school type / sector;
– any information or opinions that you provide to us via the enquiry form (including another individual’s personal information, and any questions or feedback you provide in relation to My Mind Check); - when you submit a query or comment via the enquiry form on the My Mind Check Website, we may collect your / the student’s school name; and
- when you subscribe to the My Mind Check Website, we will collect:
– your first and last name; and
– your email address.
My Mind Check Portal – Staff
If you are a School Principal (or delegate) or My Mind Check School Administrator, we will collect your personal information from you directly in order to set up, maintain and / or update your school portal and staff profile on the My Mind Check Portal.
If you are another staff member and will be a member of your school’s My Mind Check team (Participating Staff Member), we will collect your personal information from your School Principal (or delegate) or My Mind Check School Administrator, who will set up and may update your staff profile on the My Mind Check Portal. We will collect your personal information from you directly if you update this information on your staff profile.
We may collect the following information from or about you when your school portal or staff profile on the My Mind Check Portal is set up or updated:
- your first and last name;
- your work email address;
- your role (and therefore required access permissions) within your school’s My Mind Check team (e.g. School Administrator, Session Supervisor, etc); and
- any feedback you provide us about your experience with My Mind Check.
My Mind Check Portal – Students
Consent for student participation in My Mind Check will be managed directly by schools. When a student consents to participate in My Mind Check, their school will collect personal information directly from them. If a student’s parent or guardian consents to the student’s participation in My Mind Check, the student’s school will collect the student’s personal information from their parent or guardian. The student’s school may collect the following information from or about a student in obtaining consent for their participation in My Mind Check:
- the student’s preferred first and last name;
- the student’s school; and
- the student’s student identifier.
We will collect personal information about a student from their School Principal (or delegate), My Mind Check School Administrator and / or a Participating Staff Member, who will set up and maintain the student’s profile on the My Mind Check Portal. We may collect the following information about a student when their student profile on My Mind Check Portal is set up or updated:
- the student’s preferred first and last name;
- the student’s gradeyear level;
- the student’s year of birth;
- the student’s school; and
- the student’s student identifier.
When a student completes a point in time assessment of their mental health and wellbeing via the My Mind Check Tool, we will collect their personal information and health information directly from them. We may collect the following information from you / the student:
- the student’s age;
- the student’s living circumstances (e.g. one or more parents or carers);
- the student’s sex;
- the student’s gender;
- the student’s health information, including information related to the student’s mental health and wellbeing, and perspective on their feelings, behaviours and relationships with school, friends, and family; and
- the student’s feedback on their experience with My Mind Check.
Email and phone communications
When you communicate with us via email or phone, we will generally collect personal information directly from you. However, in some cases we will collect your personal information via email and phone communications with a third party (for example, if their query relates to you).
We may collect the following information from or about you / the student via email and phone communications:
- first and last name;
- email address;
- phone number;
- state or territory;
- school name, type and / or sector; and
- any information or opinions that are provided to us via the email or phone communications (including another individual’s personal information, and any questions or feedback that are provided in relation to My Mind Check).
Why do we collect personal information?
My Mind Check Website
We use personal information collected via the My Mind Check Website for the following purposes:
- to investigate and communicate with you in relation to the query or comment that you submitted via the enquiry form on the My Mind Check Website;
- to subscribe you to updates about My Mind Check;
- to send you marketing and educational content about My Mind Check via email;
- for quality assurance and service improvement purposes in relation to My Mind Check;
- to request your feedback or participation in voluntary stakeholder consultation in respect of My Mind Check and to communicate with you in respect of any feedback you may provide; and
- for the effective operation and evaluation of the My Mind Check Website.
My Mind Check Portal – Staff
We use personal information collected via the My Mind Check Portal for the following purposes:
- to administer and operate the My Mind Check Portal;
- to create staff profiles on the My Mind Check Portal;
- for the effective operation and evaluation of My Mind Check;
- for quality assurance and service development; and
- to request your feedback or participation in voluntary stakeholder consultation in respect of My Mind Check and to communicate with you in respect of any feedback you may provide.
My Mind Check Portal – Students
We use personal information collected via the My Mind Check Portal for the following purposes:
- to administer and operate the My Mind Check Portal;
- to create student profiles on the My Mind Check Portal;
- for the effective operation and evaluation of My Mind Check; and
- for quality assurance and service development.
My Mind Check Tool – Students
We use personal information and health information collected via the My Mind Check Tool for the following purposes:
- to evaluate the results of a student’s point in time assessment;
- to develop the student’s Check-in Summary (defined below) based on their responses to check-in questions; and
- to compile information about mental health and wellbeing assistance or support that may benefit the student.
Email and phone communications
We use personal information collected in our email and phone communications for the following purposes:
- to investigate and communicate with you in relation to the query or comment that you submitted via email / phone;
- to send you marketing and educational content about My Mind Check via email;
- for quality assurance and service improvement purposes in relation to My Mind Check; and
- to request your feedback or participation in voluntary stakeholder consultation in respect of My Mind Check and to communicate with you in respect of any feedback you may provide.
De-identified data
We use personal information and health information collected via My Mind Check that has been de-identified (meaning your identity is no longer apparent or cannot be reasonably ascertained from the information) for non-commercial, research and development, education and publication purposes that relate to developing and operating My Mind Check and understanding and measuring youth mental health and wellbeing.
Who do we disclose personal information to?
Personal information will be disclosed as outlined in this Privacy Collection Notice and in accordance with applicable laws.
Schools
The School Principal (or delegate), My Mind Check School Administrator and / or a Participating Staff Member at your / the student’s school will be able to access personal information and health information about staff and students which is collected via the My Mind Check Portal and My Mind Check Tool. Exactly what information a My Mind Check School Administrator or Participating Staff Member can see will depend on their access permissions within a school’s portal on the My Mind Check Portal. For further information, please contact your / the student’s school.
A School Principal (or delegate), My Mind Check School Administrator or Participating Staff Member will never be able to see a student’s actual responses to check-in questions about their mental health and wellbeing. Rather, where the school holds a valid consent for a student’s participation in My Mind Check, the School Principal (or delegate), and / or Participating Staff Members (with relevant system access) will be able to access the student’s Check-in Summary, being a visual ‘traffic light’ representation of whether a student seems to be coping (green), vulnerable (amber) or struggling (red) with each topic they answer questions about during a check-in (Check-in Summary). If you would like more information, the My Mind Check website includes Frequently Asked Questions.
Where a student’s Check-in Summary shows they are vulnerable or struggling with a particular area of their mental health or wellbeing, the School Principal (or delegate) and / or Participating Staff Members at your / the student’s school may inform the student and / or their parent or guardian (as applicable).
Personal information collected via the My Mind Check Website will be disclosed to schools where appropriate and necessary to achieve the purpose for which the information was collected, for example:
- where we are informed that the consent for a person to participate has been withdrawn;
- where we receive requests for information about a participating student’s Check-in Summaries; and
- where we received requests for information about how a school is implementing My Mind Check at the school.
Where we collect personal information in a complaint relating to My Mind Check, we would not disclose personal information in the complaint to the school unless we obtain your consent.
Where a school collects, uses, discloses and / or handles personal information and health information in connection with their / their students’ use of My Mind Check, the school’s privacy policies, processes and procedures will apply.
Macquarie University
The My Mind Check team at the University will be able to access personal information and health information which is collected via My Mind Check.
However, the My Mind Check team will never be able to see a student’s actual responses to check-in questions. Rather, the My Mind Check team will be able to access participating students’ profile information and Check-in Summaries. Most of the time, the My Mind Check team will not know that a Check-in Summary is yours / the student’s because it will be grouped with other students’ Check-in Summaries when we are looking at it and de-identified, which means that information such as names and student ID numbers will be removed.
Government
As the owner of My Mind Check, the Commonwealth will be able to access personal information and health information which is collected via My Mind Check on request and in accordance with applicable laws.
However, the Commonwealth will never be able to see a student’s actual responses to check-in questions about their mental health and wellbeing. Rather, the Commonwealth will be able to access participating students’ Check-in Summaries. In its day-to-day activities, the Commonwealth will only access Check-in Summaries that have been de-identified and other de-identified statistical data and information in order to review the uptake and usability of My Mind Check at national aggregate levels.
We will disclose de-identified statistical data to state and territory governments in relation to the uptake and usability of My Mind Check in their respective jurisdiction.
Direct Marketing
You are always in control of the direct marketing communications which you receive and can opt-out at any time. Generally, you can opt-out by following the relevant opt-out or unsubscribe instructions in the relevant communication (such as an unsubscribe link).
Importantly, regardless of whether you opt-out from receiving our direct marketing communications, we will still communicate with you if we are required by law to provide you with information, or in relation to the services or products we are providing you with.
Will your information be sent overseas?
Macquarie University will not disclose personal information and health information collected via My Mind Check overseas.
Does My Mind Check use cookies?
The My Mind Check Website and My Mind Check Portal use cookies. Cookies are small text files which are stored on your computer’s hard drive when you visit the My Mind Check Website. This information may be used in a number of ways, including to authenticate your access to the My Mind Check Website and My Mind Check Portal, and for traffic monitoring purposes. We will not use cookies to collect personal information about you.
How can you access or correct personal information we hold?
Information we collect from you via My Mind Check will be retained in accordance with applicable laws.
Staff
You may request access to the personal information that we hold about you via the enquiry form on our website https://mymindcheck.org.au/contact-us/ or by contacting [email protected]. To request access to the personal information held about you by your school, please contact the school directly.
My Mind Check endeavours to ensure that your personal information is accurate, up-to-date and complete. If you have a staff profile on the My Mind Check Portal, you can update the personal information associated with your profile directly in the My Mind Check Portal, or request assistance from your School Principal (or delegate) or My Mind Check School Administrator. You can also let us know if your personal details change or request correction to any personal information held by us by contacting us via the enquiry form on our website https://mymindcheck.org.au/contact-us/ or emailing [email protected].
Students
You may request access to the personal information and health information that we hold about you / a student via the enquiry form on our website https://mymindcheck.org.au/contact-us/ or by contacting [email protected]. To request access to personal information and health information held by your / a student’s school, please contact the school directly.
My Mind Check endeavours to ensure that your personal information is accurate, up-to-date and complete. If you would like to update or seek correction of personal information we hold about a student, you can do so by working directly with your / their school. You can also contact us via the enquiry form on our website https://mymindcheck.org.au/contact-us/ or emailing [email protected].
If you have communicated with us by email, phone or the My Mind Check Website
You may request access, updates or corrections to the personal information that we hold about you via the enquiry form on our website https://mymindcheck.org.au/contact-us/ or by contacting [email protected].
What if you have queries or complaints?
You may contact us at any time if you have any questions or concerns about this Privacy Collection Notice or how your personal information and health information has been handled using the contact details below. If you have contacted us and your question or concern has not been able to be resolved to your satisfaction, you may make a complaint to us.
We will consider your complaint to determine whether there are simple or immediate steps which can be taken to resolve the issue. We will generally respond to you within a week. If your complaint requires more detailed consideration or investigation, we will acknowledge receipt of your complaint within a week and endeavour to complete our investigation promptly. We may ask you to provide further information about your complaint and the outcome you are seeking. We will then typically gather relevant facts, locate and review relevant documents and speak with the individuals concerned. In most cases we will investigate and respond to your complaint within 30 days. If the matter is more complex or our investigation may take longer, we will let you know.
If you are not satisfied with our response to a complaint, or you consider that we may have breached privacy laws, you are entitled to make a complaint to the Office of the Australian Information Commissioner or the information and privacy commission in your state or territory.
Contact Us
My Mind Check is operated by Macquarie University, Sydney, Australia. If you have a privacy related query or wish to make a complaint you can contact us by completing an enquiry form on our website https://mymindcheck.org.au/contact-us/ or emailing us at [email protected].
How are changes to this Privacy Collection Notice made?
This Privacy Collection Notice was last updated in September 2024, and may be reviewed or amended from time to time.