Privacy & cookies

HeartBridge Group Privacy & Cookies Statement

This statement explains how HeartBridge Group collects, uses and protects personal information, and how we use cookies on this website. It is written in plain language to help you understand what happens with your information.

This page is general information only. It does not replace independent legal advice. If you are unsure about your privacy rights or obligations, you should seek advice from a lawyer or relevant regulator.

1. Who we are

HeartBridge Group is a Western Australian organisation providing supervised family contact services, babysitting and childminding, community care and support coordination services. Throughout this statement, “we”, “us” and “our” refer to HeartBridge Group.

2. What personal information we collect

We may collect information such as:

• Names, contact details and preferred ways to contact you.
• Information submitted through our referral forms, including details about children, families and support needs.
• Information you provide if you contact us by phone, email or through this website.
• Information about service arrangements, bookings, reports and communication with you.
• Information you provide when you express interest in working with us (for example CVs, qualifications and references).

For referrals and service delivery, we may also collect sensitive information, such as health information, cultural background, and information relating to safety or court orders, where this is relevant to providing a safe and appropriate service.

3. How we collect personal information

We may collect information directly from you, for example when:

• You complete a referral form on this website.
• You email or phone us to ask about services.
• You provide documents to us as part of service arrangements.
• You submit an expression of interest to work with us.

We may also receive information about you from:

• Referrers such as government agencies, courts, lawyers, case managers or other service providers.
• Family members or carers who are involved in the service.
• Other services where you have provided consent, or where this is permitted or required by law.

4. Why we collect and use personal information

We collect and use personal information so that we can:

• Consider and respond to referrals and service enquiries.
• Plan and deliver safe, appropriate and child-centred services.
• Communicate with you about bookings, changes and outcomes.
• Prepare reports and documentation required by referrers, courts or other parties, where agreed or required.
• Manage our business operations, including quality, safety and risk management.
• Respond to complaints, incidents, feedback or legal requests.

5. How we store and protect personal information

We take reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification or disclosure. These steps may include:

• Using password-protected systems, secure email and restricted access to client information.
• Only sharing information with staff who need to know it to do their job.
• Storing physical files in lockable cabinets or secure offices.
• Requiring staff and contractors to follow privacy and confidentiality obligations.

We keep information for as long as it is reasonably required for service, legal or reporting purposes, and then securely destroy or de-identify it where appropriate.

6. When we may share information

We may share personal information with other parties where it is necessary and appropriate to do so, for example:

• With referrers, government agencies, courts, lawyers or other services that are involved in the same matter or service arrangement.
• With emergency services or relevant authorities if there is an immediate risk to someone’s safety.
• With regulators, insurers or professional advisers where required by law or in connection with a complaint, incident or claim.

We will only share information in line with our obligations, relevant laws and any applicable court orders or directions.

7. Emails, forms and website contact

If you send us an email or submit a form, a record of your message may be kept so that we can respond and manage your enquiry or referral. Email is not always a secure method of communication. Please consider this before sending highly sensitive information by email.

8. Cookies and website analytics

This website uses cookies – small text files stored on your device – to make the site work and to help us understand how it is used.

8.1 Necessary cookies

These cookies are required for the website and forms to function correctly (for example, remembering your cookie preferences or keeping forms working). They cannot be turned off in our systems, but you can block them in your browser. If you do, parts of the site may not work properly.

8.2 Analytics and performance cookies

We may use analytics tools (for example, website statistics services) to collect anonymous or aggregated information about how visitors use the site, such as which pages are visited and how people navigate. This helps us improve the design and content of the site.

These cookies are optional. You can choose whether to allow them using the cookie banner and “Manage settings” controls on this site.

8.3 Managing cookies

You can manage your cookie preferences at any time by using the “Manage settings” button at the bottom of the page, or by changing the settings in your web browser. Most browsers allow you to block or delete cookies, but this may affect how the site works.

9. Accessing and correcting your information

You can contact us to request access to personal information we hold about you, or to ask us to correct it if you believe it is inaccurate or incomplete. We may need to confirm your identity and, in some cases, we may not be able to provide access to certain information (for example, where it would unreasonably impact the privacy of another person or conflict with legal requirements).

10. Questions or concerns

If you have any questions about this statement, or concerns about how we have handled your information, please contact us:

• Email: care@heartbridgegroup.com.au
• Phone: 0434 140 742

We will take your concern seriously and work with you to resolve it. You may also have rights to raise concerns with privacy regulators or relevant complaint bodies.

11. Changes to this statement

We may update this Privacy & Cookies Statement from time to time. The most recent version will always be available on this page. Continued use of this website or our services after changes are made will be taken as acceptance of the updated statement.

Last updated: 2025.