Island Mind Privacy Notice

Island Mind is a registered charity working to transform mental health outcomes in island communities by translating research into policy, eradicating stigma, and delivering evidence-based prevention and early-intervention initiatives.

Island Mind takes your privacy seriously. We will only use your personal information where it is necessary to deliver our programmes, respond to your requests, manage participation in our activities, communicate with our stakeholders, meet our reporting obligations, and support our charitable purposes.

This Privacy Notice explains how Island Mind collects, uses, stores, and shares personal information. Please read this document carefully and contact us if you have any questions. We may update this Privacy Notice from time to time to reflect changes in our programmes, operations, or privacy obligations.

1. General enquiries

Contact: Island Mind
Email: info@islandmind.bm

2. Privacy-related matters

Contact: Privacy Officer
Email: info@islandmind.bm

For any query relating to privacy compliance, please contact our Privacy Officer. This includes requests to access, correct, limit the use of, block, erase, or destroy personal information. We will do all we reasonably can to assist you with any issue arising from our use of your personal information.

3. What personal information do we use and where does it come from?

Personal information means information that can identify you directly, such as your name or email address, or indirectly, such as your phone number, organisation, school, role, demographic information, or IP address.

Island Mind may collect personal information directly from you when you:

contact us by email, phone, website, or social media;
register for an event, workshop, training, summit, campaign, consultation, or programme;
participate in a Youth Advisory Board, focus group, consultation, survey, research activity, or co-design session;
make a donation or express interest in supporting Island Mind;
apply for a role, consultancy, volunteer position, or Board-related opportunity;
provide feedback, testimonials, evaluation responses, photos, videos, or other content;
subscribe to receive updates or newsletters from Island Mind.

The personal information we collect may include:

your name;
email address;
phone number;
organisation, school, or professional affiliation;
job title or role;
parent, caregiver, student, youth, educator, clinician, or community stakeholder status;
event registration details;
attendance records;
dietary, accessibility, or safeguarding-related needs, where relevant;
demographic information, where voluntarily provided;
photos, video recordings, audio recordings, or testimonials, where consent has been provided or where notice has been given;
donation and payment-related information;
survey, consultation, research, or evaluation responses.

We may also receive personal information from partner organisations, schools, Government departments, donors, service providers, or programme partners where this is necessary to deliver a programme, administer an event, evaluate impact, or meet reporting obligations.

4. Children and young people

Island Mind works in the field of youth mental health and may engage directly with young people through research, Youth Advisory Board activities, school-based programmes, consultations, campaigns, events, co-design sessions, surveys, and youth leadership initiatives.

Where we collect personal information from or about children and young people, we will take reasonable steps to ensure that the collection and use of that information is appropriate, proportionate, and clearly explained. Where required, we will seek consent from a parent, guardian, school, or other authorised adult, and/or assent from the young person.

We will take particular care when collecting, storing, sharing, or publishing information relating to children and young people, including photos, videos, testimonials, research responses, and personal stories.

5. What is our legal condition for use?

Island Mind may use personal information where one or more of the following conditions applies:

you have provided consent;
the use is necessary to deliver a programme, service, event, training, research activity, or opportunity you have requested or agreed to participate in;
the use is necessary for steps relating to a contract, grant, donation, consultancy, employment, partnership, or service arrangement;
the use is necessary for reporting, accountability, safeguarding, governance, audit, or legal compliance;
the use is reasonable in the circumstances and would not be expected to cause harm or unfairness;
the use supports Island Mind’s legitimate charitable purposes, provided this is balanced against your privacy rights and expectations.

6. How do we obtain consent, when consent is the condition for use

In Person Events

Island Mind may take photos, videos, audio recordings, attendance records, evaluation responses, and testimonials at in-person events.

Where appropriate, consent may be obtained through:

registration forms;
sign-in sheets;
consent forms;
photography and recording notices displayed at entrances or registration areas;
verbal announcements at the start of events;
opt-out opportunities for photos, recordings, testimonials, or evaluation comments;
specific consent processes for children and young people, where required.

For group photos, attendees may opt out by stepping aside temporarily. For testimonials, consent may be indicated by providing your name and agreeing that the testimonial may be used. Anonymous evaluation responses may be submitted where available.

Virtual Events

At the start of a virtual event, Island Mind may announce whether the session will be recorded. Participants will be informed how the recording may be used or shared. Where possible, this information will also be provided in writing through the event invitation, registration form, or chat box.

Participants may choose to turn off their camera, change their display name, mute their microphone, or leave the session if they do not wish to be recorded.

Youth participation

For youth-focused activities, Island Mind may use additional consent, assent, safeguarding, and media-release procedures depending on the nature of the activity, the age of participants, and whether information will be published externally.

7. What is our purpose for use?

Island Mind may use personal information for the following purposes:

to communicate with stakeholders, partners, donors, participants, volunteers, consultants, and community members;
to register and manage attendance for events, trainings, workshops, consultations, campaigns, and summits;
to deliver youth mental health programmes, school-based initiatives, parent education, community education, and anti-stigma activities;
to coordinate Youth Advisory Board activities and other youth leadership opportunities;
to conduct surveys, consultations, evaluations, research, and co-design activities;
to monitor, evaluate, and report on the reach, quality, and impact of Island Mind programmes;
to understand participant demographics and help ensure that our work reaches diverse audiences;
to support safeguarding, risk management, and participant wellbeing;
to process donations, grants, payments, stipends, reimbursements, and invoices;
to meet donor, grant, audit, governance, regulatory, and legal reporting requirements;
to publish photos, videos, testimonials, case studies, quotes, event summaries, campaign materials, press releases, social media content, website content, and annual or impact reports, where appropriate consent or notice has been provided;
to respond to queries, requests, complaints, or privacy-related matters;
to recruit and manage staff, consultants, volunteers, Board members, advisors, and contractors;
to promote Island Mind’s charitable work and communicate our impact with partners, donors, the public, and the media.

8. Who has access to your personal information?

Personal information may be accessed by authorised individuals where needed for their role. This may include:

Island Mind Board members and officers;
Island Mind staff, consultants, volunteers, and programme leads;
researchers and evaluation partners;
event, training, and programme delivery partners;
communications, media, marketing, design, or website contractors;
accountants, auditors, bookkeepers, legal advisors, and governance advisors;
IT, database, payment, and software service providers;
partner organisations, schools, Government departments, funders, or donors, where necessary for agreed programme delivery or reporting.

Individuals and organisations with access to personal information will only be given access to the information necessary for their role. Where appropriate, they will be expected to handle personal information confidentially and in accordance with applicable privacy obligations.

9. Organisations with whom personal information may be shared

Island Mind will not sell or rent your personal information.

Island Mind may share personal information with third parties where necessary for programme delivery, administration, reporting, legal compliance, or with your consent.

In Bermuda

Island Mind may share relevant personal information with:

schools, youth-serving organisations, community organisations, and programme partners involved in Island Mind activities;
Government Ministries, departments, and agencies involved in youth mental health, education, health promotion, social development, or related policy work;
donors, grant providers, and funding partners, where required for reporting, accountability, or impact measurement;
auditors, accountants, bookkeepers, legal advisors, and professional service providers;
media partners or publishers, where photos, videos, testimonials, quotes, or stories have been approved for public use.

Where consent has been provided, Island Mind may share photos, videos, testimonials, quotes, names, organisational affiliations, and programme-related stories in donor reports, grant reports, press releases, social media, websites, public presentations, and annual or impact reports. These materials may be accessible internationally.

Overseas

Island Mind may use overseas service providers to support its operations. These may include tools for:

email and cloud document storage;
website hosting and website analytics;
online forms and surveys;
event registration;
virtual meetings and recordings;
accounting and financial administration;
donor management and communications;
design, publication, and campaign management;
payment processing.

Examples may include Google Workspace, Google Drive, Gmail, Zoom, SurveyMonkey, QuickBooks, payment processors, website platforms, and other secure digital tools used by Island Mind.

Where personal information is stored or processed outside Bermuda, it may be subject to the laws of the country in which it is stored. Island Mind will take reasonable steps to use reputable service providers and safeguard personal information.

10. Website cookies and analytics

Island Mind’s website may use cookies and analytics tools to help the website function properly, improve user experience, understand website traffic, reduce spam, and support website security.

Cookies may collect information such as IP address, browser type, pages visited, time spent on the site, and general usage patterns. Island Mind may use tools such as Google Analytics and Google reCAPTCHA.

You can adjust your browser settings to block or delete cookies. Please note that disabling cookies may affect access to, or performance of, some parts of the website.

By accessing and continuing to use Island Mind’s website, you consent to the use of cookies where applicable.

11. Research, surveys, and evaluation

Island Mind may conduct research, surveys, evaluations, focus groups, consultations, interviews, and co-design activities to inform youth mental health policy, improve programmes, evaluate impact, and support population-level mental health planning.

Where Island Mind conducts formal research, we will use appropriate consent, assent, ethics, school approval, data protection, and safeguarding processes. Research information may be anonymised or de-identified where possible. We will explain how information will be used, stored, reported, and shared before collecting it.

Survey and evaluation findings may be reported in aggregate form so that individuals cannot reasonably be identified. Where individual quotes, testimonials, photos, videos, or stories are used, we will seek appropriate consent unless the information has already been approved for public use.

12. Photos, videos, testimonials, and public communications

Island Mind may use photos, videos, audio recordings, testimonials, names, organisational affiliations, and quotes to promote its charitable work, report on impact, acknowledge partners, and communicate with the public.

These materials may be used in:

social media posts;
Island Mind’s website;
press releases and media materials;
donor and grant reports;
presentations;
newsletters;
annual reports and impact reports;
campaign materials;
educational resources;
public events and conferences.

Where children and young people are involved, Island Mind will take additional care and may require specific consent from a parent, guardian, school, or authorised adult before publishing identifiable information.

13. How long do we keep personal information?

Island Mind will keep personal information only for as long as reasonably necessary for the purpose for which it was collected, including programme delivery, evaluation, reporting, safeguarding, financial administration, audit, legal, insurance, governance, and archival purposes.

Where information is no longer required, Island Mind will take reasonable steps to delete, anonymise, securely destroy, or archive it as appropriate.

14. How long do we keep personal information?

Where information is no longer required, Island Mind will take reasonable steps to delete, anonymise, securely destroy, or archive it as appropriate.

15. Your privacy rights

You may contact Island Mind to request that we:

confirm whether we hold personal information about you;
provide access to your personal information;
correct inaccurate or incomplete information;
limit the use of your personal information;
block, erase, or destroy your personal information, where appropriate;
withdraw consent, where consent is the basis for use;
answer questions about how your personal information is used or shared.

We will consider all requests in accordance with applicable privacy obligations and will respond as reasonably and promptly as possible.

16. Privacy Notice (administrative details)

Document title: Island Mind Privacy Notice
Effective date: 17 June 2026
Contact: info@islandmind.bm

This Privacy Notice may be updated from time to time. Any amended Privacy Notice becomes effective and replaces the previous version once published.