Privacy Policy

Privacy Policy – Co.Design4All

Codesign 4 All Pty Ltd
ABN: 59682431090
Effective Date: 10/7/2025
Version: 1.0

1. Introduction

Codesign 4 All Pty Ltd (“Codesign 4 All”, “we”, “us”, “our”) is committed to protecting your privacy and ensuring your personal information is handled in accordance with the Privacy Act 1988 (Cth), the Australian Privacy Principles (APPs), and, where applicable, the Information Privacy Act 2009 (Qld).

This policy explains how we collect, use, disclose, and protect your personal information.

2. What is Personal Information?

“Personal information” means information or an opinion about an identified individual or an individual who is reasonably identifiable. It includes information such as your name, contact details, demographic data, and records of your interactions with us.

Some types of personal information we collect may be classified as sensitive information, such as health, cultural identity, or Aboriginal and Torres Strait Islander status. We only collect sensitive information with your consent or where permitted by law.

3. What Information We Collect

We may collect the following types of personal information:

Name, contact details (e.g. email, phone number)

Organisation or role

Feedback, survey responses, or participation in workshops or evaluations

Audio, video, or photographic recordings (where consent is provided)

Health or demographic information (with consent)

Information relevant to co-design, research, or evaluation projects

4. How We Collect Information

We collect personal information through:

Registration to the framework

Forms, surveys, and interviews (online or in-person)

Email and phone communication

Online tools such as Miro, Notion, Google Forms, Zoom, and similar platforms

Participation in workshops, events, or evaluations

From our clients or project partners, where permitted

Where practical, we collect information directly from you. When we collect information from others, we will ensure you are aware and that collection complies with privacy laws.

5. Why We Collect Personal Information

We collect personal information to:

Design and deliver co-design, research, evaluation, and community engagement projects

Communicate with participants, clients, and stakeholders

Evaluate programs and services

Report findings to clients (including government and community organisations)

Improve our services and inform best practices

Meet legal, contractual, and ethical obligations

We only collect information that is necessary for these purposes.

6. Use and Disclosure of Personal Information

We will only use or disclose your personal information:

For the purpose for which it was collected

With your consent

When required or authorised by law

To trusted third-party service providers (e.g. cloud platforms or survey tools) under strict confidentiality and data security agreements

In some cases, we may de-identify information before sharing it with clients or in reports.

7. Storage and Security

Codesign 4 All stores personal information in secure electronic systems, including cloud platforms located in Australia or countries with adequate data protection standards.

We take reasonable steps to protect your personal information from:

Loss or misuse

Unauthorised access or disclosure

Alteration or destruction

Access is restricted to staff and contractors who require it for their work and are bound by confidentiality obligations.

8. Access and Correction

You have the right to request access to the personal information we hold about you and to request corrections if the information is inaccurate, incomplete, or out of date.

To request access or correction, please contact us using the details below. We may require verification of your identity.

9. Anonymity and Pseudonymity

Where lawful and practical, we will give you the option of not identifying yourself or using a pseudonym. However, in many cases, we may need your real name to deliver services or fulfil reporting obligations.

10. Data Breaches

In the unlikely event of a data breach involving personal information that is likely to result in serious harm, we will notify affected individuals and the Office of the Australian Information Commissioner (OAIC) in accordance with the Notifiable Data Breaches Scheme.

11. Third-Party Tools and Overseas Disclosure

We use trusted third-party platforms such as Google Workspace, Zoom, Notion, and Miro, some of which may store data overseas. We take steps to ensure these platforms meet our data protection standards and comply with Australian privacy law.