Privacy Policy

The Odyssey Leadership Foundation (“Odyssey”, “we”, “us”, “our”)
Effective date: 13 November 2025

Contact: [Bain Dohne], [info@odysseyleaders.org], [P.O. Box 548, Newcastle, NSW, 2300, Australia]

1) Purpose

This Privacy Policy explains how we collect, use, disclose, and protect personal information when you visit our website, contact us, or participate in our talks and related activities. We are an Australian not-for-profit and aim to comply with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

Plain-English summary: we collect the minimum information we need, keep it safe, use it only for the purposes we tell you, and give you straightforward ways to access, correct, or complain.

2) Who this policy covers

Website visitors, students, parents/guardians, teachers, school representatives, community partners, councillors/MPs and their offices, and other people who contact Odyssey.
Children and young people: We use child-safe and consent-led practices. Where appropriate (e.g., publishing student images or names), we will seek and record parent/guardian or school-authorised consent.

3) What we collect

Identity & contact: name, email, phone, school/organisation, role/title.
Communications: emails, forms, feedback, enquiries, booking details.
Event information: attendance lists, year group (e.g., Year 4–12), session logistics.
Media (consent-led): photos, video, audio, testimonials (only with appropriate consent and takedown rights—see Section 8).
Technical (website): IP address, device/browser type, pages viewed, timestamps, referrers, cookies/analytics identifiers.
Donations (future/when enabled): When donations are active, gifts are received via Australian Communities Foundation (ACF); ACF may collect payment and donor details and issue receipts. Odyssey does not store card data on our website.

We usually collect personal information directly from you (forms, email, calls). We may also receive it from schools, councils, MPs’ offices, or partners where you have authorised sharing.

4) Why we collect it (uses)

To respond to enquiries, book talks, and coordinate school/council events.
To provide resources to teachers, students and partners.
To manage safeguarding, consent, and takedown requests.
To operate, secure, and improve our website (analytics, diagnostics, fraud prevention).
To send essential updates about bookings, logistics or policy changes.
If/when donations are enabled: to acknowledge gifts (via ACF) and provide impact updates (opt-out any time).
To meet legal, regulatory, insurance, and risk obligations.

We only use your information for the purpose we collected it for—or a directly related purpose you’d reasonably expect.

5) Legal basis (Australia)

We handle personal information in line with the APPs (e.g., APP 3 collection, APP 6 use/disclosure, APP 11 security, APP 12/13 access/correction). For minors, we take extra care to ensure any consent is valid (e.g., via parent/guardian or authorised school process).

6) Cookies & analytics

Our site may use cookies and similar technologies to:

enable site functionality;
remember preferences;
compile aggregate, de-identified analytics (e.g., page performance, visits).

Vendors we may use include Wix, Google Analytics, and (optionally) HubSpot. You can adjust cookie settings in your browser and opt out of some analytics via vendor tools. Blocking cookies may limit features.

7) Disclosing your information

We do not sell your personal information. We may disclose it to:

Service providers (“processors”) that help us run our website and operations (e.g., Wix.com Ltd., Google Workspace/Analytics, HubSpot (if used), Cloudflare (if used), Humanitix (event bookings, if used), Raisely(donations, if used), IT/security contractors).
Schools/Councils/Partners for event logistics where appropriate and expected.
ACF (when donations are enabled) for receipting and fund custody.
Regulators/insurers/law enforcement where legally required or to manage risk and safety.

Some providers may store data overseas (e.g., US, EU, Israel, Singapore). Where reasonably practicable, we select reputable providers with appropriate safeguards.

8) Children, media & takedown rights

Consent-led media: We will not publish a child’s name, image or voice without appropriate consent (parent/guardian or school-authorised).
Dignity & safety: We avoid sensitive details, geolocation, or identifying uniforms where not necessary.
Takedown: If you are a parent/guardian (or authorised school contact) and want an image or story removed, contact [info@odysseyleaders.org] with the URL/screenshot. We act promptly and confirm once completed.

9) Security

We use a cyber-first approach: MFA and least-privilege access for staff/volunteers; encrypted transport (HTTPS); reputable, patched vendors; logging and monitoring; regular access reviews. No system is perfect—if a data breach is likely to cause serious harm, we will follow the Notifiable Data Breaches scheme (assess, notify affected individuals and the OAIC where required).

10) Retention & deletion

We keep personal information only as long as needed (7 years) for the purpose collected or as required by law/insurance (e.g., incident records). When no longer needed, we delete or de-identify it. You may request deletion (see Section 11); we’ll action it unless we must keep it by law.

11) Your choices & rights

Access & correction: Ask for a copy of your personal information or request corrections.
Opt-out: Unsubscribe from any non-essential emails at any time.
Withdraw consent: For media/marketing about you or your child, you can withdraw consent and request takedown.
Complaints: See Section 12.

To exercise these rights, contact [info@odysseyleaders.org]. We’ll respond within a reasonable time.

12) Questions & complaints

If you have a privacy question or complaint, contact us first at [info@odysseyleaders.org]. We will investigate and respond. If you’re not satisfied, you can contact the Office of the Australian Information Commissioner (OAIC) for guidance on your options.

13) Third-party sites & platforms

Our site may link to third-party websites or forms (e.g., Humanitix events, ACF donations). Those sites have their own privacy policies. Check them before providing personal information.

14) Changes to this policy

We may update this policy to reflect changes in our activities, vendors or the law. We’ll post the new effective date above. Material changes may also be highlighted on the website.

15) Contact

Privacy Contact: Bain Dohne CEO | Founder
Email: info@odysseyleaders.org
Postal: P.O. Box 548, Newcastle, 2300, NSW, Australia
If your enquiry is sensitive (e.g., a child-safety concern), write “CONFIDENTIAL—PRIVACY” in the subject line.