Privacy Policy - Hyphae Network

Last Updated: October 2025

Hyphae Network (“we”, “our”, “us”) is committed to protecting your privacy. This Privacy Policy explains how we collect, store, use, and disclose your personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). It covers all services we offer, including our website hosted on Squarespace, our email marketing via ConvertKit, and our program administration through Podio.

1. What Personal Information We Collect

We collect information necessary to deliver our programs, connect participants, and manage our community. This may include:

  • Identity & Contact Information – name, email address, phone number, postal address.

  • Professional Information – job title, organisation, LinkedIn profile, CV/resume, career history, program application responses.

  • Demographic Information – location (suburb/postcode, state, country).

  • Program Information – mentoring goals, skills sought, areas of interest, engagement feedback, surveys, and milestones.

  • Technical Data – IP address, device type, browser type, operating system, referring URLs, and browsing behaviour on our site.

  • Email Engagement Data – when you open our emails, click links, or respond to campaigns (via ConvertKit analytics).

2. How We Collect Your Information

We collect personal information:

  • Directly from you – via online forms, program applications, email, phone, surveys, or event registrations.

  • Automatically – when you use our website or interact with our emails, through cookies, analytics, and tracking pixels.

  • Through our service providers – when you interact with our hosted tools and platforms:

    • Squarespace (website) – collects form responses, IP addresses, and technical analytics.

    • Kit.com (email marketing) – stores your email address, subscription preferences, and tracks email engagement.

    • Podio (program CRM) – stores your program application data, matching details, meeting notes, and resource access records.

We may also use secure third-party automation or scheduling tools (such as Zapier or Acuity) to streamline bookings, communications, or data workflows between systems. These tools only process the minimum data required to perform their function and are governed by their own privacy safeguards.

3. Why We Collect and Use Your Information

We use personal information to:

  • Deliver, administer, and improve our mentoring and leadership programs.

  • Process applications and match mentors/mentees.

  • Provide you with program updates, resources, and reminders.

  • Send you newsletters, invitations, and sector updates (if you opt in).

  • Analyse participation and improve our offerings.

  • Meet our legal, regulatory, and contractual obligations.

4. Our Service Providers and Data Handling

To deliver our mentoring programs and manage participant interactions, we use trusted third-party service providers. Each provider has its own privacy and security standards, and we take reasonable steps to ensure they meet the requirements of the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

Website Hosting and Forms (Squarespace)

Our website is hosted on Squarespace, a cloud-based website building and hosting service. Squarespace may collect and store form submissions, IP addresses, and usage analytics to help us deliver secure and functional online services.

Squarespace’s security measures include:

  • Encryption in transit – All data transferred between your device and Squarespace is secured using TLS (Transport Layer Security) protocols.

  • Encryption at rest – Squarespace encrypts stored data to prevent unauthorised access.

  • Access control – Access to data is restricted to authorised personnel for operational purposes only.

  • Global infrastructure – Squarespace may store and process data in the United States or other countries where it operates. International transfers are protected using Standard Contractual Clauses and other safeguards.

You can read more about Squarespace’s privacy practices here: Squarespace Privacy Policy

Backend Personal Information Storage (Podio)

All personal information (such as names, contact details, application responses, and program evaluation data) is stored in Podio, a secure, cloud-based business platform owned and operated by Progress Software Corporation.

Podio’s security measures, as maintained by Progress Software, include:

  • Encryption in transit – All data transmitted between your device and Podio is protected using TLS protocols.

  • Encryption at rest – All stored data is encrypted using AES-256 encryption, one of the most robust encryption standards available.

  • Access control – Only authorised Hyphae Network staff can access personal information in Podio, restricted to the minimum necessary for program delivery.

  • Audit trails – Podio maintains activity logs to track data access and changes.

  • Compliance frameworks – Progress Software maintains SOC 2 and HIPAA-aligned security controls, with annual audits of its security processes.

  • International data transfers – Personal data may be stored and processed in the United States or other countries where Progress and its affiliates operate. Progress uses Standard Contractual Clauses and other safeguards to protect personal data when transferred internationally.

You can learn more about Progress Software’s privacy and security measures here: Progress Privacy Center

Email Communication System (ConvertKit)

We use ConvertKit to manage email communications for our mentoring programs, including scheduling and sending program updates, session reminders, and resource links.

ConvertKit stores participant email addresses and names for the duration of the program. This information is only used to send mentoring-related communications and is not used for unrelated marketing unless you have opted in separately.

ConvertKit’s security and privacy measures include:

  • Encrypted transmission – All data sent to and from ConvertKit is secured using TLS protocols.

  • Access control – Only authorised Hyphae Network staff can access subscriber data.

  • Data location – ConvertKit is based in the United States and may store and process data on servers located there. We ensure they comply with the Australian Privacy Principles by using secure systems and contractual safeguards.

You can view ConvertKit’s privacy policy here: ConvertKit Privacy Policy

Payments and Bookings (Stripe, PayPal, or other processors)

If you make a purchase or booking through our website, your payment information is processed securely via third-party payment processors (such as Stripe or PayPal). We do not store credit card details. Payment processors handle all transactions using encrypted connections and comply with Payment Card Industry Data Security Standards (PCI DSS).

Use of AI-Assisted Tools (ChatGPT and similar systems)

We use secure, AI-assisted writing and analysis tools (such as ChatGPT by OpenAI) to support program design, matching processes, and content development. When using these tools, we take active steps to de-identify or anonymise personal information before inputting any data. Personal or confidential information is never shared directly with AI systems. These tools are used only to assist Hyphae Network staff in administrative and analytical tasks. All final decisions, including mentor-mentee matches, are reviewed and made by authorised Hyphae Network personnel.

5. Cookies, Tracking & Analytics

Our website uses cookies and tracking technologies to:

  • Keep our website secure.

  • Measure visitor traffic and behaviour (Squarespace Analytics).

  • Track email campaign effectiveness (ConvertKit tracking pixels).

You can disable cookies in your browser, but some site features may not work properly.

6. Storing & Protecting Your Information

We store your data securely using a combination of:

  • Encrypted storage within Squarespace, ConvertKit, and Podio.

  • Access controls and passwords for staff and contractors.

  • Regular platform updates and security patches.

While some data is stored overseas (US, EU), we take reasonable steps to ensure these providers comply with the APPs and protect your information.

We retain personal information only for as long as necessary to deliver our programs or meet legal and contractual requirements. Program application data and contact records are generally archived within 24 months of program completion unless otherwise required.

7. Sharing Your Information

We may share your personal information:

  • With your mentor or mentee (only the details relevant to your match).

  • With licensed partner organisations: Where organisations license our mentoring frameworks or deliver programs using our systems, they may collect and manage participant data directly as the data controller for their program. Hyphae Network only accesses or uses data for support, reporting, or quality improvement purposes where authorised, and takes reasonable steps to ensure licensees meet the privacy and security standards outlined in this Policy.

  • With our service providers who help us operate our programs.

  • Where required by law or authorised by you.

We never sell your personal information.

8. Email Marketing and Your Choices

If you subscribe to our emails, you’ll receive updates about our programs and related opportunities. You can unsubscribe anytime by:

  • Clicking the “unsubscribe” link in our emails.

  • Contacting us directly.

9. Accessing and Correcting Your Information

You have the right to:

  • Request a copy of your personal information.

  • Ask us to correct inaccuracies or update your details.

We aim to respond to requests within 30 days.

10. Complaints

If you believe we’ve mishandled your information, contact us first so we can resolve it. If you’re not satisfied, you can contact the Office of the Australian Information Commissioner (OAIC):

Website: www.oaic.gov.au

Phone: 1300 363 992

11. Contact Us

Hyphae Network

Email: hello@hyphaenetwork.com

Address: PO Box 1390 EAST VICTORIA PARK Western Australia 6981

12. Updates to This Policy

We may update this Privacy Policy from time to time. The latest version will always be available on our website, with the date of the most recent update clearly shown.