Privacy Policy
Mindhive Data Privacy Protection Overview
At Mindhive, we understand that the trust our clients place in us is integral to our success. Protecting your data is not just about compliance; it's about safeguarding the foundation of our partnership. This document outlines our commitment to data privacy and the measures we take to protect your information.
Security Trust Centre:
Our Mindhive Security Trust Centre is a testament to our commitment to security and transparency. It is designed to give you peace of mind, offering detailed insights into our security policies, control environments, and the rigorous standards we uphold.
Data and Privacy Controls:
For an in-depth understanding of our internal security procedures, please refer to our Data and Privacy section. Here, you will find comprehensive information on the controls we implement to ensure the integrity and confidentiality of your data.
Our Commitment to Data Security
Mindhive is dedicated to maintaining the highest standards of data security. We leverage advanced technologies and practices to ensure that your data is secure and protected against unauthorised access or disclosure.
Data Collection and Use
We collect information necessary to provide our services, including Personal Information and Usage Information as defined in our Privacy Policy. This data is used strictly for service delivery and improvement, and we ensure transparency in our data processing activities.
All Personal Data collected by Mindhive is stored on secure servers located in Australia. Where data may be transferred overseas for service continuity or support purposes, Mindhive ensures equivalent data protection safeguards consistent with the Australian Privacy Principles and GDPR.
Mindhive applies de-identification and minimum-sample thresholds when reporting or analysing group data to protect individual anonymity.
Access and Control
Your data is yours. Mindhive implements robust access controls, giving you full control over your data. We practice the principle of least privilege, ensuring that only authorised personnel have access to your data, and only when necessary.
Data Retention
We retain personal data for as long as necessary to provide our services, as well as to comply with legal obligations. Our data retention policy is designed to respect your rights and minimise data storage.
Mindhive prohibits any attempt to re-identify individuals from de-identified or aggregated data sets.
Compliance and Certification
Mindhive complies with all applicable laws and regulations, including the GDPR and the Privacy Act 1988.
Mindhive’s systems are managed in alignment with internationally recognised information-security standards (such as ISO 27001 and SOC2). Regular reviews and audits are undertaken to ensure continuing compliance with applicable privacy and data-security obligations.
Customisation and Flexibility
We offer a range of customisation options for data privacy, providing the flexibility to align with your internal policies. Our platform is designed to adapt to your data security preferences.
Security Measures
Our security measures include, but are not limited to, encryption, firewalls, and regular security audits. We are continually enhancing our security posture to meet the evolving challenges of the digital landscape.
Government and Enterprise Clients
When engaged by government or enterprise clients, Mindhive applies additional privacy, security and data-retention controls to meet client-specific regulatory or contractual requirements.
Incident Response and Notification
Where a data breach is likely to result in serious harm, Mindhive will notify affected individuals and relevant authorities as soon as practicable and within any statutory timeframe required under Australian law.
Our dedicated team is committed to providing you with the support you need to manage and protect your data effectively.
Mindhive’s approach to data privacy and protection is rooted in a deep understanding of the importance of data security in building and maintaining trust. We are committed to partnering with you to meet your data privacy needs.
Mindhive Privacy Policy – October 2025
Mindhive is owned and operated by Mindhive Pty Ltd (ABN 83 618 732 862) (referred to in this policy as Mindhive, we, us or our). This Privacy Policy applies to any information supplied to us whilst using our services, whether that be in person, by phone, over email or through our website located at https://mindhive.ai (Website) (we will refer to these collectively as the Services).
We are committed to protecting the privacy of all our users. The Privacy Act (1988) (Cth) (Privacy Act) and the Australian Privacy Principles (Privacy Principles) set out in Schedule 1 of the Privacy Act govern the collection, storage, use, and disclosure of information by which individuals may be identified. Further, we comply with the EU General Data Protection Regulation 2016/679 (GDPR).
We may update the privacy policy from time to time at our sole discretion. Any variations become effective on posting the updated privacy policy and we shall have no obligation to provide you with individual notice of such changes. Your continued use of the Services following the publication of any amended privacy policy shall signify your acceptance of that amended privacy policy, except where we are otherwise obliged by law to seek your direct consent.
Please read this privacy policy carefully before using our Services.
If you do not agree with any part of this privacy policy, please do not use our Services.
What information do we collect
This privacy policy covers all information collected via your use of the Services. The information we collect can be broken down into the following types:
Personal Information means information that can be used to personally identify you such as your name, email address, contact number, profile pictures, and payment details. We do not collect or process the Personal Information of anyone under the age of 18 without the express consent of their parent or guardian.
Usage Information means anonymous aggregate data that is automatically collected through your use of our Websites. This includes information that identifies your device, your operating system, your IP address and dates and times that you access and use the Website. This information is used for statistical analysis to help us improve the Services to the benefit of all users.
The GDPR recognises that Usage Information, whilst for the most part anonymous, can be cumulatively used to directly or indirectly identify you. Usage Information that can be used to identify you in any way, together with your Personal Information, shall collectively be referred to in this privacy policy as Personal Data.
How do we collect your information
Personal Information is collected directly from you when you:
• join as a Thought Leader or Mindhive Partner Organisation Member
• post a comment or interact with other users and content
• make a payment
• opt into our mailing list
• contact us or access our Website
It is your choice to provide Personal Information to us. Wherever it is lawful and practicable, you have the option not to identify yourself when interacting with us. Please be aware that it may be necessary for us to collect your Personal Information to enable us to provide the Services to you. As such, if you do not wish to provide your Personal Information, we may not be able to provide the Services to you in a fully operational form.
Cookies
We collect anonymous Usage Data on our Website which utilises cookies, pixel tags and other tracking technologies (collectively Cookies). These hold specific information that helps a website remember your actions and preferences over time.
To request a full list of the Cookies we use, please email privacy@mindhive.org.
How do we use your information
We use your Personal Data to:
• confirm your identity and provide our Services
• respond to requests and process payments
• improve Website functionality
• prevent, detect and investigate potential illegal activities, security breaches and fraud
• contact you with promotional emails where you have opted in
We will only use your Personal Data for purposes that you would reasonably expect in connection with providing the Services to you, or where we are required by law to collect your Personal Data. We will not sell, rent, or licence your email address or any of your Personal Data.
‘Opt Out’
You may opt out from direct marketing at any time by emailing privacy@mindhive.org or clicking unsubscribe on any marketing communications.
Who we disclose your information to
We may disclose your Personal Data to:
• employees, contractors and officers of Mindhive and its related entities
• authorities, including police or regulators
• third-party Mindhive Partner Organisations (where you are a visible member)
All personnel are bound by Australian privacy laws. You can withdraw your consent for third-party disclosure at any time, though this may affect your ability to use the Services.
Your rights to your information
Under the GDPR, you have rights to access, erase, restrict processing, and receive a copy of your Personal Data.
Requests may be made by emailing privacy@mindhive.org.
Accessing, reviewing and changing your information
You can update your details at any time through your account settings or by emailing support@mindhive.org. You are responsible for maintaining accurate information to ensure we can provide our Services effectively.
Security
We protect your Personal Data through technical and organisational security measures including encryption, firewalls, and access controls that limit the risk of loss, disclosure, or unauthorised access.
Mindhive’s systems are managed in alignment with internationally recognised information-security standards, including ISO 27001 and NIST Cybersecurity Framework (NIST CSF). Regular internal and external reviews, penetration testing, and data-protection audits are undertaken to verify continuing compliance.
All employees and contractors complete annual security and privacy training, consistent with obligations under Mindhive’s enterprise agreements and government contracts.
While no security system is 100 percent secure, Mindhive maintains incident-response procedures and a disaster-recovery framework to protect your information and restore service continuity.
Breach Notification
Where a data breach is likely to result in serious harm, Mindhive will notify affected individuals and relevant authorities as soon as practicable and within any statutory timeframe required under Australian law or other applicable jurisdictional laws. Notifications will include the nature of the breach, affected data categories, recommended mitigation steps, and contact details for Mindhive’s Privacy Officer.
Data Localisation and Overseas Disclosure
All Personal Data collected by Mindhive is stored on secure servers located in Australia.
Where data may be transferred overseas for service continuity or support purposes, Mindhive ensures equivalent data-protection safeguards consistent with the Australian Privacy Principles and the GDPR.
We may, in the course of providing the Services to you, transfer your Personal Data to countries deemed by the EU Commission to have an adequate level of data protection. Where we transfer data to a third party in a country without an adequacy decision, we require that the recipient is contractually bound to meet the requirements of the Privacy Act, Privacy Principles and GDPR.
Data Anonymisation and Re-identification
Mindhive applies de-identification and minimum-sample thresholds when reporting or analysing group data to protect individual anonymity. All analytical outputs are assessed for disclosure risk before publication or sharing.
Mindhive strictly prohibits any attempt to re-identify individuals from de-identified or aggregated data sets. Such actions are a breach of this policy and may result in termination of access and/or legal action.
Sensitive Information
We generally do not collect sensitive information unless volunteered by you. If we require such data, we will obtain explicit consent and apply enhanced safeguards consistent with the Australian Privacy Principles and GDPR.
Consent
When collecting your Personal Information, we ensure you are fully informed about why it is collected, how it is used, and who will have access. Explicit consent is obtained through active confirmation at the point of collection.
Data Retention and Deletion
We retain Personal Data only as long as necessary to provide the Services, comply with legal obligations, and resolve disputes. You may request deletion of your data at any time.
When engaged by government or enterprise clients, Mindhive applies additional privacy, security, and data-retention controls to meet client-specific regulatory or contractual requirements. These controls may include secure data enclaves, enhanced access logging, encryption-at-rest and in-transit verification, and jurisdiction-specific retention schedules.
Accessibility and Inclusion
Mindhive is committed to accessibility and inclusivity in its digital Services. The Mindhive platform is developed and maintained to conform with WCAG 2.1 AA standards, with a continuous improvement roadmap to ensure equal access for all users.
Contact
Mindhive Pty Ltd
ATT: Privacy Officer
Level 5, 200 Adelaide St, Brisbane QLD 4000
privacy@mindhive.ai
If you are not satisfied with our handling of your Personal Data, you may lodge a complaint with the Office of the Australian Information Commissioner (www.oaic.gov.au) or the European Data Protection Supervisor (https://edps.europa.eu).