Ultimate Youth Worker Privacy Policy

Ultimate Youth Worker takes the privacy of the people we work with seriously. Much of our work happens in confidential spaces, and we handle your information with the same care we expect of the practitioners we train and supervise.

1. About this Privacy Policy

This Privacy Policy describes how Ultimate Youth Worker PTY LTD (ABN 87 687 887 985) (UYW, we, us) collects, holds, uses and discloses personal information. We comply with the Privacy Act 1988 (Cth), including the Australian Privacy Principles, and, where we hold health information in Victoria, the Health Records Act 2001 (Vic).

“Personal information” means information or an opinion about an identified individual, or an individual who is reasonably identifiable. It includes things like your name, contact details and workplace.

“Sensitive information” is a subset of personal information that receives extra protection under the Privacy Act. It includes health information (including mental health and wellbeing), racial or ethnic origin, and criminal record. We only collect sensitive information with your consent, or where the law permits or requires it.

2. Overview of how we handle personal information

Ultimate Youth Worker is a national social enterprise, founded in 2012, that works to professionalise the youth and community sector. We provide professional supervision, training, and consulting to youth workers, community workers and the organisations that employ them.

We collect personal information so we can deliver these services, run our business, and keep in touch with people who have asked to hear from us. We do not sell personal information, and we do not use it for targeted advertising.

We generally do not collect information directly from young people or the clients of the practitioners we work with. Where practitioners discuss their work with us in supervision or training, we ask them to de-identify any information about their clients.

3. What personal information we collect

What we collect depends on how you engage with us.

If you receive professional supervision from us

• Name, contact details, role, employer and qualifications.
• Professional registration or membership details, where relevant.
• Supervision agreements, session dates and attendance records.
• Supervision notes, including your reflections on your practice, your professional development goals, and matters you raise about your wellbeing, stress or the impact of your work. Some of this may be health information.
• De-identified information about your clients or workplace situations that you bring to supervision.
• Billing details, or details of the organisation paying for your supervision.

If your organisation arranges supervision for you

In addition to the above, we hold the name and contact details of the organisational contact who arranged your supervision, and the terms of the agreement between UYW and your organisation.

If you enrol in our training or courses

• Name, email address, phone number, role and organisation.
• Enrolment, attendance, assessment and completion records, including certificates issued.
• Your activity on our online learning platform, such as modules completed and time spent.
• Dietary, accessibility or other support requirements you tell us about.
• Responses to pre-training and post-training surveys and evaluations.
• Order and payment transaction details. Payments are processed by third-party payment providers and we do not hold your full card details.
• Photos or recordings taken at training events, unless you tell us you do not want to be photographed or recorded.

If your organisation engages us for consulting

• Name, role and contact details of the staff we work with.
• Information gathered through interviews, focus groups, staff surveys or practice reviews. We report this to your organisation in de-identified or aggregated form unless you agree otherwise.
• Contract, invoicing and ABN details.

If you subscribe to our newsletter, use a free resource, or engage with our podcast

• Name and email address.
• Your role, organisation and sector, where you provide them.
• Your responses to self-assessment tools such as the UYW Capability Profile.
• Which emails you open and links you click.

If you contact us

Your name, contact details, organisation, and anything you include in your enquiry, whether by phone, email, our website forms or our online booking system.

If you interact with us on social media

Your name or username, information that is public on your profile, and your comments, messages and other interactions with our accounts.

If you apply to work with us, or supply services to us

• Name, contact details, qualifications, work history and professional memberships.
• Information from referees, and from checks such as Working with Children Checks and police checks.
• ABN, billing and banking details if you are a contractor or sole trader supplier.

Website data

Our website uses cookies and analytics tools to collect information about how visitors use the site, such as pages visited, time on site and downloads. This data generally does not identify you, and we do not attempt to identify you from it. You can disable cookies in your browser settings, though some parts of the site may not work as intended.

4. How we collect personal information

We usually collect personal information directly from you, for example when you book supervision, enrol in training, fill in a form, subscribe to our newsletter or contact us.

Sometimes we collect it from others, including:

• your employer, when they arrange supervision, training or consulting for you;
• our online learning, booking and payment platforms, when you use them;
• referees and background check providers, if you apply to work with us; and
• publicly available sources such as LinkedIn.

You can deal with us anonymously or under a pseudonym where that is practical, for example when making a general enquiry. We cannot provide supervision or issue training certificates without knowing who you are.

5. How we use personal information

Supervision

• Providing and recording supervision, and maintaining a professional supervision relationship.
• Meeting our obligations to professional bodies, such as the Australian Association of Social Workers, where they apply to our supervisors.
• Invoicing you or your organisation.

Confidentiality in supervision. What you discuss in supervision is confidential. Where your organisation pays for your supervision, we only tell them that sessions have occurred and been attended, unless you, your organisation and UYW have agreed in writing to share more. There are limits to confidentiality. We may disclose information without your consent where we believe there is a serious threat to someone’s life, health or safety, where we are required to make a report under child protection or other law, or where a court or other legal authority requires it. Where it is safe and appropriate, we will talk with you before we do this.

Training and courses

• Enrolling you, delivering training, and keeping records of attendance, assessment and completion.
• Issuing certificates and confirming your completion to your organisation where they enrolled you.
• Meeting your dietary, access or support needs.
• Evaluating and improving our training.

Consulting

• Delivering the project your organisation engaged us for.
• Reporting findings to your organisation in de-identified or aggregated form.

Newsletter, resources and podcast

• Sending you the newsletter, resources or results you asked for.
• Understanding which content is useful to the sector.

Enquiries, recruitment and suppliers

• Responding to your enquiry.
• Considering job and contractor applications, and keeping your details on file for a reasonable time in case another opportunity suits you.
• Receiving goods and services from suppliers.

General purposes

We also use personal information for record keeping, accounting, insurance, audit, quality assurance and improving our services; for producing de-identified or aggregated reports; for complying with legal obligations; for managing complaints and incidents; and otherwise as permitted or required by law.

Marketing

We may send you our newsletter and information about our training, supervision and other services where you have subscribed or where you would reasonably expect to hear from us as a client. Every message includes an unsubscribe option. You can also opt out at any time by contacting us using the details in section 11.

We never use information shared in supervision for marketing.

6. Who we share personal information with

In the ordinary course of our work, we may disclose personal information to:

• your organisation, where they arranged and paid for your supervision, training or consulting, limited as described in section 5;
• our contracted supervisors and trainers, who are bound by confidentiality obligations;
• providers of the systems we use to run our business, including learning, booking, payment, email, video conferencing, customer relationship management, accounting and cloud storage platforms;
• our professional advisers, such as accountants, lawyers, auditors and insurers;
• professional bodies, where you ask us to confirm supervision or training hours;
• government, legal or regulatory authorities, where we are authorised or required by law; and
• anyone else you consent to.

Overseas disclosure

We store and process most personal information in Australia. Some of our service providers store or process data overseas, including in the United States, for email, video conferencing, customer relationship management, online collaboration and survey tools. We take reasonable steps to ensure these providers handle personal information consistently with the Australian Privacy Principles.

7. Automated decisions

We do not make decisions that significantly affect you using computer programs alone. Where we use software or AI tools to help with administration, such as drafting or summarising, a person at UYW reviews the output before any decision is made. We do not enter identifiable supervision content into AI tools.

8. How we hold and protect personal information

We hold personal information mainly in electronic form, and occasionally in hard copy.

We protect it from misuse, interference, loss, and unauthorised access, modification or disclosure through measures including restricted and role-based access, multi-factor authentication, password management, encrypted platforms, secure storage of any paper records, and confidentiality obligations in our staff and contractor agreements.

If a data breach is likely to cause you serious harm, we will notify you and the Office of the Australian Information Commissioner as required under the Notifiable Data Breaches scheme.

9. How long we keep personal information

We keep personal information only as long as we need it for the purposes in this policy, or as long as the law requires. Supervision records are kept for 7 years after supervision ends. Training completion records are kept for 7 years so we can reissue certificates. When we no longer need information, we securely destroy or de-identify it.

10. Accessing and correcting your personal information

You can ask to access or correct the personal information we hold about you at any time using the details in section 11. We aim to respond within 30 days. If we refuse your request, we will tell you why in writing and how to complain.

We do not charge you to make a request. If giving you access involves significant work, we may charge a reasonable fee to cover our costs, and we will tell you the amount before we proceed.

11. Questions and complaints

If you have a question or complaint about this policy, your personal information, or how we have handled it, contact our Privacy Officer:

Privacy Officer, Ultimate Youth Worker
Level 1, 2-4 Main Street, Greensborough VIC 3088
Email: privacy@ultimateyouthworker.com.au
Phone: 0430 064 165

We will acknowledge your complaint, investigate it, and aim to respond in writing within 30 days.

If you are not satisfied with our response, you can complain to the Office of the Australian Information Commissioner:

Office of the Australian Information Commissioner
GPO Box 5288, Sydney NSW 2001
Phone: 1300 363 992
Website: oaic.gov.au

For complaints about health information held in Victoria, you can also contact the Health Complaints Commissioner.

12. Changes to this Privacy Policy

This Privacy Policy was last updated in October 2026. We may update it from time to time and will publish the current version on our website.