Voix Privacy Statement

Last Updated: Aug 20. 2024

Voix – Find Your Voice (“Voix,” “V.,” “we,” “us,” or “our”) deeply believes in the importance of earning and maintaining your trust. As such, we are strongly committed to protecting your privacy rights. Please carefully read this Privacy Statement (“Statement”) to inform yourself and “important others in your life” on how Voix collects, uses, shares, or otherwise processes information relating to individuals (“Personal Data”), and to learn about your applicable rights regarding such processing. Personal Data collected by Voix is limited to the name, contact details and year of birth.

I. About the Statement – Processing Activities

This Statement applies Personal Data processed by Voix when you:

visit this website (www.voix.com.au), online tools (current and the future), Chatbot, content relationship management system (CRM), social media which reference or link to this Statement (collectively,“Website”);
use, download, access, as applicable, any of our various internet- based offerings, including any free subscriptions to newsletters, webinars, briefings, programs, software, or applications (collectively, “Services”);
visit Voix’s branded social media sites;
receive communications from us, including emails, Chatbot messages, phone calls, or other electronic messages; or
attend or register for any of our events, conferences, networking/community offerings, etc.

It applies whether you have provided the information directly to us or if we have obtained such information from a different source, such as a third party. This Statement may be supplemented by additional privacy notices provided to you as the Voix studio develops and enhances its clinical offer.

It is important to understand that the Website and the Services may contain links to sites or offerings operated by individuals or entities other than Voix. Such links, where applicable, are provided for your reference and convenience only. Your information will be provided and passed on to any other providers. You are solely responsible for determining the extent to which you may use any such content, and you should review the corresponding privacy policies applicable to these third-party sites or offerings.

II. Information We Collect

Voix does not collect any clinical information via online platforms. All the clinical information is safeguarded by electronic medical records and securely stored according to all relevant regulations and standards relating to clinical information.

We collect some information directly from you (for example, via Chatbot or general forms you complete you access, download, or otherwise obtain). Such information is generally limited to:

Name, contact details, and year of birth (not a full date of birth, which remains confidential),
Content you post on our social media sites,
Information you provide on the Website, such as online questionnaires, or feedback forms (no clinical data);
Information you provide when you subscribe to email newsletters such as your specific interest;
Responses to surveys or other such best-practices studies;
Limited information, collected and used strictly for administrative purposes only, is not shared or used for any other purposes, and is and will be processed in accordance with all applicable laws.
No billing information is collected through any of the online platforms operated by Voix.

Other information is received indirectly from you via use of the Services or from your organization on your behalf (for example, from observing your actions on the Voix Website or to provision you with online tools access). Such information is generally limited to:

Information regarding usage of the Services or Website via web logs collected automatically and passively using various technologies, which generally will not identify you or other individuals. You will be automatically receiving copies of any feedback you provide via Website and online tools for your records.
We do not collect IP addresses, browser types, domain names, and other anonymous statistical data regarding aggregate usage;
If you elect to download and use any optional third-party applications with the Services (not planned at this stage, but may be required), we will detect and store information necessary for you to effectively use the third-party application; and

If you register for, or attend one of our events, webinars, or networking/community offerings, we may:

With your further consent, scan an attendee badge or QR code, which will provide contact information such as your name;
Record or otherwise broadcast conference presentations or locations; and
Collect information regarding dietary requirements or any reasonable accommodations needed to attend and enjoy the event.

III. Use of Cookies, Tracking Technologies, and other Electronic Tools

A “cookie” is a small text Ole with a unique identifier placed on a browser or online device, used to collect limited information about your online preferences and increase website efficiency. When you visit the Website one of our authorized third parties may place a cookie on your browser and/or device. We also use web beacons in some email communications. Voix may use such cookies and other tracking technologies to manage your preferences, customize and deliver content and advertising, provide social media features, and examine usage information pertaining to Website visits.

We may use both “session cookies” (which disappear once the browser is closed, or computer is turned off) and “persistent cookies” (which remain in operation until deleted). You can manage website cookies in your relevant browser settings, and you always have the choice to change these settings by accepting, rejecting, or deleting cookies. If you choose to change your settings, you may notice that certain Website or Services functions and features will not work as intended.

The following describes how we use or may choose to use different categories of cookies and similar technologies:

Required or essential cookies. These cookies are necessary for the Website’s basic operations and there are no options to disable. For example, session cookies needed to transmit the Website, authentication cookies, and security cookies.

Social media cookies. These cookies allow users to share our Website or materials on social media sites. Because these cookies are not within our control, you should refer to their respective privacy policies to understand how they work.

Advertising cookies. There will be no advertising cookies on Voix online platforms.

Functionality cookies. These cookies help us customize our website content based on a user’s preferences. They remember the user’s choices, their language and any changes the user makes to text size or other parts of our website pages. The information these cookies collect may be anonymized and they cannot track browsing activity on other websites.

At any time, you can prevent cookies from being set on your browser. For instructions on how to block, delete or disable any cookies, please consult your browser’s “Help” or “Support” section.

By using the Services, Licensee may also receive certain third-party Cookies on your computer or device. Third party Cookies are those placed by websites, services, and/or parties other than Voix. Third party Cookies may be used within the Services.

The Services use Google Analytics services and YouTube API Services. You may prevent your data from being used by Google Analytics/Youtube API Services by downloading and installing the Google Analytics Opt-out Browser Add-on. This process is independent of Google’s ability to use and share information collected by Google Analytics about your visits to this Site is restricted by the Google Analytics Terms of Service and the Google Privacy Policy. You can learn more about how Google collects and processes data in connection with Google Analytics here.

IV. Use of Personal Data

Voix uses your limited Personal Data (name, contact details and year of birth) only when: it is necessary to perform our obligations to you and your requests; it is necessary to comply with applicable laws or regulations; we have your consent (where required under applicable law) to use your information (where we rely on your consent, you have the right to withdraw consent by contacting us as set forth below). Such legal reasons are identified for the following common instances:

Administering our Website and Providing Services: Personal Data is processed to perform our contractual obligations, where applicable. In instances where we have not entered into a contract with you, such processing is based on our legitimate interest to manage and promote our Voix and general youth mental health care, operate and administer the Website, provide and improve the Services, and to provide requested content or materials (for example, when you consent to complete one of Voix’s online questionnaires and forms).

User Registration: In accordance with our contractual obligations or legitimate interest to provide Services, when you register for a newsletter or other forms of information from Voix, we process your Personal Data as needed to register and administer your inquiry, requests or booking, provide technical and client support and training, verify your identity, receiving your satisfaction feedback and send important account, subscription, and Services information.

Support Requests: If you request that Voix contacts you (for example, via Chatbot), or if you contact us by other means, we process your Personal Data to the extent it is necessary for our legitimate interest in fulfilling your requests and communicating with you, or as is required by our administrative and ethical obligations.

Compliance; Security and Functionality of Website and Services: For our legitimate interests in ensuring adherence to relevant terms, we retain the collected details in our content management system and may review the process your Personal Data to review compliance with the applicable usage.

Event Registration and Attendance: We process your Personal Data to plan and host events, conferences, networking/community offerings for which you have registered or attend, including sending related communications to you, to perform of our contract with you, or as part of our legitimate interest to operate and improve our events business, enable peer networking opportunities, promote our brand, and collect relevant information for hospitality and health and safety purposes.

Developing Website and Services; Developing Offerings: We process your Personal Data retained in our content management system to analyze trends, usage, and interactions with the Website and Services to the extent it is necessary for our legitimate interest in improving the Website and Services, developing new offerings, and providing individuals with tailored content and to personalize your experience with our Services. In certain instances, we will process your Personal Data for such development by directly seeking your input (for example, through surveys and online forms).

Improving Services and Offerings: It is our legitimate business interest to improve our Services and Offerings through an increase in data provided to our clients to meet their demands, as such, we may process limited Personal Data of business professionals (limited to the basic information such as names, professional titles, contact information).

Community education, Communications and Marketing. It is our mission to provide a general community education about mental health, improve services, promote the emerging supports and models of clinical interventions. This process will take place mainly via our Website and Social Media Services. No Personal Data will be included for these purposes unless specifically consented prior to their release.

Legal Obligations: We may be required to process Personal Data for legal and compliance reasons we believe to be necessary or appropriate under applicable law (which may include laws outside your country of residence). Such processing may be required to: respond to requests from courts, law enforcement agencies, regulatory agencies, and other public and government authorities; enforce our terms of service or other terms and conditions; or protect our rights, privacy, safety, or property, or those of other persons.

V. Sharing Information

Voix will not share any Personal Data with any external providers and Services.

Data Analytics. Occasionally, we may use your non-personal, anonymized, and statistical data analysis for the purpose of helping Voix to improve its services and community presence. Such data analytics will not include any third-party providers.

Public Forums: If any part of the Website or Voix branded social media sites permit public forum posting, the Personal Data you choose to post, share, upload, or make publicly available may be visible to others. You should never post or share any information that is confidential or about others unless you have permission to do so. We may use information you provide to personalize your experience and to make content recommendations.

VI. Location of Processing

Voix is solely located in and operates from Australia. Additionally, we host our Services and process your Personal Data solely in Australia. However, it is possible that some of the service providers referenced above may process Personal Data outside your jurisdiction, and in countries that are not subject to an adequacy decision by the European Commission or your local legislature and/or regulator, and that may not provide for the same level of data protection as your jurisdiction.

We ensure that the information continues to be protected wherever it is located in a manner consistent with the standards of protection required under applicable law, for instance by entering into the appropriate back-to- back agreements and, if required, standard contractual clauses for the transfer of data as approved by the European Commission (Art. 46 GDPR).

VII. Minors

Voix Services are solely intended for young clients. Some of the users may meet the legal definition of a minor and their Personal Daa require specific safeguarding.

We do not knowingly collect Personal Data from young people under the age of 16, unless consented by their legal guardians. If you are a parent or guardian and believe your child has provided us with Personal Data without your consent, please contact us as set forth below in Section XI, and we will take steps to delete such Personal Data from our systems.

VIII. Retention Periods

Voix shall typically retain Personal Data for the amount of time needed for the original purpose of collecting or obtaining such data.

Appropriate retention periods are generally further determined by the nature and sensitivity of such Personal Data, including any potential risk of harm which could arise out of unauthorized use or disclosure, as well as whether additional legal/regulatory obligations require us to retain it. In most instances this means we shall only retain Personal Data during our relationship, or any statutory limitation periods under applicable laws. Voix will annually check with all users if they wish to remain in our database.

IX. Accessing and Controlling Your Information

Depending on applicable laws, you have certain rights regarding your Personal Data. These rights may include:

Right to access and/or rectify inaccuracies. You have the right to access Personal Data we hold about you and, in most circumstances, to be provided with a copy of this information. You also have the right to correct any inaccuracies relating to your Personal Data which we hold.
Right to restrict use. to the extent permitted by law, you have the right to restrict use of such processing.
Right to request deletion. You have the right to request that we delete your Personal Data from our systems. Please note, if you prefer to opt-out of marketing communications, it is preferable that we retain your basic contact information with a strict “do not contact” mark applied, to ensure we do not contact you in the future.
Right to object to processing. Where we process your Personal Data on a legitimate interest basis, you can exercise your right to object at any time to such processing without having to provide any specific reason for such objection.
Right to withdraw consent. To the extent we base the processing of your Personal Data on your consent, you have the right withdraw consent at any time, without affecting our ongoing relationship.
Right to lodge a complaint with a supervisory authority. Provided you are in the Australia, you have the right to file a complaint regarding the processing of your Personal Data with the data protection authority (“DPA”) in the country where you reside, or where the alleged infringement of data protection laws has taken place.

How to exercise your rights

To exercise your rights, please contact us as set forth below in Section XI. Any requests should include information to allow us to verify your identity (e.g., your name and contact details).

We use all efforts to respond to any requests within one week. In the event we require additional information, we will contact you and specify what is needed.

X. Questions Regarding this Statement and Your Information

If you have any questions or comments regarding this Statement or your information, please contact us in writing at the following email address:

Voix - [email protected]

You can also review your preferences in our preference center.

XI. Security; Modifications to this Statement

We implement technical and organizational measures to seek to ensure a level of security appropriate to the risk to the Personal Data we process. These measures are aimed at ensuring the integrity, confidentiality, and availability of Personal Data.

Voix reserves the right to change this Statement at any time by posting revisions on the Website. Such changes will be effective upon posting and will modify the “Last Updated” date above. We encourage you to periodically review this Statement to stay informed about our processing of your Personal Data.