At Collective Being, we are committed to creating a safe, respectful, and supportive environment for everyone who participates in our programs. This Participant Privacy Statement outlines how we collect, use, store, and protect the personal and sensitive information of individuals involved in our programs.

1. Respecting your dignity and privacy

We uphold the dignity and autonomy of all program participants. We do not photograph, record, or share identifiable information about participants without explicit, informed, and freely given consent. If we request consent for photos, stories, or quotes, you will have the option to decline with no impact on your access to our programs.

We also ask all participants to respect each other’s privacy and confidentiality, especially in group settings.

2. What information we collect

Depending on the nature of the program, we may collect:

• Your name and contact details

• Demographic information (e.g. age group, cultural identity), only if voluntarily provided

• Information shared through registration or intake forms

• Feedback, reflections, or testimonials (with consent)

• Attendance records

We only collect what is necessary to support your participation, evaluate our services, or report to our funding partners in a non-identifiable way.

3. How we use participant information

We use participant information to:

• Deliver and adapt programs to better meet community needs

• Understand the reach and effectiveness of our services

• Report to funding partners (using de-identified or aggregated data only)

• Improve accessibility and inclusion

• Respond to wellbeing or safety concerns where appropriate and with care

4. Monitoring and evaluation

We conduct regular monitoring and evaluation to help us improve our programs and demonstrate impact. Any data collected for evaluation purposes - such as feedback, outcomes, or demographic insights - is de-identified and used solely for the stated purpose of the evaluation.

This information is not shared externally in a way that could identify individual participants and is stored securely in accordance with our privacy and data protection practices.

5. Confidentiality and storage

Your information is stored securely using encrypted platforms with access limited to authorised team members. Personal data is kept only as long as necessary to meet the purpose it was collected for, after which it is securely deleted or anonymised.

We do not share personal or sensitive information with third parties without your explicit permission, unless required by law or to prevent serious harm.

6. Your rights and choices

As a participant, you have the right to:

• Access the personal information we hold about you

• Request corrections or deletion of your personal data

• Withdraw consent at any time for use of your information

• Decline to answer demographic questions or give feedback

To make a request or ask a question about your privacy, please contact us at hello@collectivebeing.org

7. Trauma-informed practice

As a trauma-informed organisation, we handle your information with sensitivity and discretion. We aim to create safe, optional, and choice-based processes in all aspects of our work, including how we collect and use your data.

8. Updates to this statement

This Participant Privacy Statement may be updated periodically. The most current version will always be available on our website or by request.

Thank you for being part of Collective Being. We are committed to your wellbeing, privacy, and right to be seen and supported with care.