Privacy Policy

Mobileyes and Dental Foundation (ABN 67 678 731 505)

Effective Date: April 06, 2025

The Mobileyes and Dental Foundation (ABN 67 678 731 505) is firmly committed to safeguarding your personal information under the Privacy Act 1988 (Cth), Australian Privacy Principles (APPs), and, where applicable, the Health Insurance Portability and Accountability Act (HIPAA) using JotForm’s HIPAA-compliant platform. This policy outlines the types of information we collect and how we hold, use, or disclose it for our activities, including fundraising and targeted vision and dental care services.

2. What is Personal Information

‘Personal information’ is any identifiable data or opinion about an individual, whether true or recorded. ‘Sensitive information,’ requiring heightened protection, includes health details, racial or ethnic origin, political views, memberships, religious or philosophical beliefs, sexual orientation, or criminal record. Under HIPAA, ‘Protected Health Information’ (PHI) includes health data linked to an individual, which we safeguard via JotForm’s HIPAA-compliant tools where applicable.

3. What Personal Information Do We Collect?

Depending on your interaction, we may collect:

Identifying details: name, email, phone, address, preferences.

Sensitive data: health, social, or financial details related to you or your children’s vision and dental needs.

Donors: payment details and donation history.

Volunteers/Staff Applicants: work history, qualifications, criminal checks, Working with Children Check (WWCC), medical data, references.

Without this, we may be unable to process donations, respond to inquiries, provide services, or offer opportunities. Anonymity is possible where lawful, but we often need details to assist effectively. For HIPAA-covered individuals, Personal Health Information is collected and managed through JotForm’s HIPAA-compliant system.

4. Ways We Collect Your Personal Information

We collect data:

Directly via in-person, phone, or email interactions.

Through JotForm’s HIPAA-compliant platform, ensuring secure submission of PHI (e.g., health forms, service requests).

From third parties (e.g., family, referees) with consent unless impractical or legally exempt.

For applicants, from recruiters, government bodies, police, or academic institutions.

We seek consent for third-party collection where required. JotForm’s HIPAA compliance ensures encryption, access controls, and audit trails for PHI, aligning with U.S. standards when applicable.

5. What Do We Do With Your Personal Information?

We use it to:

Deliver vision and dental services.

Process donations and respond to inquiries.

Manage applications and conduct programs.

Obtain feedback and apply for grants.

Meet legal obligations under Australian law and HIPAA where applicable.

PHI submitted via JotForm is used solely for authorized purposes (e.g., treatment, coordination, grant applications), with strict HIPAA-compliant safeguards.

6. Disclosure of Your Personal Information

We may share data with:

Service providers, partners, or financial institutions for transactions.

Only disclose further with consent or legal mandate (e.g., Privacy Act, HIPAA), often de-identified for partnerships or grants.

For HIPAA-covered PHI, JotForm ensures disclosures meet U.S. regulations (e.g., patient authorisation or permitted uses), with Business Associate Agreements in place as needed.

7. Protecting Privacy

Safeguarding clients, especially children, is core to our mission. We comply with:

Australian laws (e.g., Health Records Act 2002 NSW, Privacy Act 1988 Cth).

HIPAA via JotForm for U.S.-related PHI, ensuring confidentiality and security.

Consent is obtained for names or photos via recordkeeping. Photos (e.g., students choosing glasses) are taken with permission, shared only with parents post-service, then deleted, with JotForm securely managing any related PHI.

8. Keeping Your Information Safe

We secure data:

Physically (e.g., locked storage) and electronically in Australia.

Via JotForm’s HIPAA-compliant platform, featuring end-to-end encryption, secure storage, and access restrictions for PHI.

Preventing misuse, loss, or unauthorized access, modification, or disclosure.

Data is retained only as needed or legally required (e.g., Privacy Act, HIPAA’s 6-year minimum for PHI). No overseas disclosure occurs without consent or legal necessity, with JotForm ensuring HIPAA-compliant handling of U.S.-related data.

9. Privacy Queries and Complaints

Australian matters: Office of the Australian Information Commissioner (1300 363 992, www.oaic.gov.au).

HIPAA/JotForm-related matters: U.S. Office for Civil Rights (www.hhs.gov/ocr).

HIPAA-covered individuals may request PHI access, amendments, or restrictions via JotForm’s secure tools, per U.S. rights.

10. Changes to This Privacy Policy

Updates reflecting our practices or legal changes (Australian or HIPAA) will be posted online and effective immediately.