Privacy Policy

1. About This Policy

Common Initiative ("we", "us", "our") is committed to protecting your privacy in accordance with the Privacy Act 1988 (Cth) and the thirteen Australian Privacy Principles (APPs) contained in Schedule 1 of that Act. This Privacy Policy explains how we collect, use, disclose and safeguard your personal information when you interact with our website (commoninitiative.com.au) or participate in our mentoring program.

We are a volunteer-led, not-for-profit initiative founded in Sydney, NSW in late 2025. Although we may currently qualify as a small business operator under the Act, we voluntarily comply with the APPs in full because the personal information we handle — including information about cultural and linguistic background — warrants the highest standard of care.

2. What Personal Information We Collect

We collect personal information that is reasonably necessary for our program purposes (APP 3).

3. How We Collect Personal Information

We collect personal information directly from you through our online application forms, the contact form, email correspondence and, occasionally, in-person events. Where practicable, we will not collect personal information about you from a third party without your consent.

If you do not provide information we request, we may be unable to match you with a mentor or mentee or deliver our program services.

4. Why We Collect and Use Personal Information

We collect and use your personal information only for the purposes for which it was collected (APP 6), namely:

• Assessing your application to join the program
• Matching mentees with suitable mentors
• Administering and evaluating the mentoring program
• Communicating program updates, scheduling and resources
• Improving our services through anonymised, aggregated data analysis
• Complying with our legal obligations

We will not use your personal information for direct marketing without your express consent (APP 7), and you may withdraw consent at any time by contacting us.

5. Disclosure to Third Parties

We disclose personal information only to the extent necessary for the purposes above (APP 6). Recipients may include:

• Your matched mentor or mentee (name, professional background and contact details)
• IT service providers who host our platform and database under strict confidentiality agreements
• Partner universities or community organisations, with your consent, where relevant to your mentoring arrangement

We will not sell, rent or trade your personal information to any third party for commercial purposes.

6. Cross-Border Disclosure

Our platform may use cloud infrastructure services hosted outside Australia (including in the United States and/or European Union). Before disclosing personal information overseas, we take reasonable steps to ensure the recipient handles it in a manner consistent with the APPs (APP 8). Where overseas recipients operate under comparable privacy frameworks (such as GDPR), we rely on that equivalence.

7. Data Retention

We retain personal information for as long as necessary to fulfil the purposes for which it was collected, or as required by law. As a guide:

• Active program participant records — for the duration of the program plus two (2) years
• Unsuccessful or withdrawn applications — up to twelve (12) months
• Financial and administrative records — seven (7) years, in accordance with the Corporations Act 2001 (Cth)

When personal information is no longer required, we securely destroy or de-identify it (APP 11).

8. Access and Correction

You have the right to request access to the personal information we hold about you and to request corrections if it is inaccurate, out-of-date or incomplete (APP 12 & APP 13). To make a request, contact us at info@commoninitiative.com.au. We will respond within thirty (30) days.

9. Complaints

If you believe we have breached the APPs or mishandled your personal information, please contact us in the first instance so we can attempt to resolve your concern. If you remain dissatisfied, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC):

• Website: www.oaic.gov.au
• Phone: 1300 363 992
• GPO Box 5218, Sydney NSW 2001

10. Sensitive Information

Information about racial or ethnic origin, immigration or refugee status is considered sensitive information under the Privacy Act. We will only collect such information with your consent and where it is reasonably necessary for our program purposes (APP 3.3). This information is treated with the highest level of confidentiality and is never disclosed to third parties without explicit consent.

11. Policy Updates

We may update this Privacy Policy from time to time. Material changes will be notified to registered users by email and reflected in the "Last updated" date above. Continued use of our services after notification constitutes acceptance of the revised policy.

12. Contact Us

For all privacy enquiries, please contact Common Initiative's Privacy Contact: