Proactive EAP: your privacy

Your employer has engaged ShareTree to run Proactive EAP: a scheduled wellbeing check-in by phone, followed by support if you want it. This notice explains who we are, why we are calling you, what information we collect, what happens to it, who can see what, and what your choices are.

Who we are. ShareTree Inc. (ABN 99 857 937 053) is a Victorian incorporated association that builds Emotional Pulse, a workplace wellbeing platform. We are the organisation collecting and handling the information described here. Contact us at support@sharetree.org.

1. Why we are calling

Your employer wants to check in with everyone, not just the people who put their hand up. The call asks how things are going, what is weighing on you, and what is going well, at work and outside it. If you would like support, we can arrange a session with a trained responder or psychologist there and then, or at any point in the call. If something is seriously wrong, we will help you get to the right support straight away.

You may also be offered help getting set up on the Emotional Pulse app if you are not already using it. That is optional.

2. The call

2.1 You can decline

Your employer has asked us to attempt to reach every enrolled person, so we can’t remove you from the call list. But participation is entirely your choice. You can say no when we call, end the call whenever you like, and skip any question. We will tell you this at the start of every call.

2.2 Who you’ll be talking to

Depending on what your employer chose, and on our responder capacity, the call will be with:

• Aida, an AI voice assistant operated by ShareTree. Aida introduces herself as an AI at the start of every call and tells you the call is written down as text and that your employer only ever sees anonymous themes. She is not a clinician and does not diagnose or treat anything. Her job is to listen, ask, and point you to the right support.
• A Mental Health First Responder (MHFR) employed by ShareTree, who holds current mental health first aid accreditation.

Sometimes a call scheduled for Aida is made by a person instead. See section 5.3.

2.3 What we ask

The same core questions for everyone: how are you; what has been challenging or draining; what has been giving you energy or feels worthwhile. We ask about work and about life outside work separately. Calls are usually five to ten minutes and are kept to about 20 at most, unless you need more time because something serious has come up.

2.4 If you are at risk

Throughout the call we listen for signs that you or someone else may be at risk of harm. If that happens, the routine questions stop and you are offered support: talking to a responder the same business day, booking a session, or being connected to Lifeline (13 11 14). If anyone is in immediate danger, call 000. You choose which option, if any, you want. We will not create a support request on your behalf unless you ask us to.

Proactive EAP is not an emergency service and is not monitored around the clock. If you need help urgently, call 000 or Lifeline 13 11 14 at any time.

3. What we collect and how

The transcript may include health information about you, and possibly about other people you mention. That is sensitive information under Australian privacy law, and we treat it that way.

4. How your information is used

• To have the conversation with you and arrange support you ask for.
• To identify, in a de-identified way, the workplace pressures and strengths across your organisation, so your employer can act on them (section 5).
• To follow up with you about something you raised, only if you agreed to that at the end of the call (section 5.4).
• To decide whether a person or Aida makes your next scheduled call (section 5.3).
• To improve the service, using only de-identified information.

We never sell your information, never use it for advertising, and never share it with anyone for their own purposes. Your employer never receives the transcript, quotes, or anything with your name on it about what you said.

5. Who sees what

5.1 Your employer

Your employer receives a report showing patterns across teams: which pressures are coming up, how widespread they are, and how many people in each team were reached. Reports:

• never show any team of fewer than five people (smaller teams are combined into a larger unit);
• never show names, roles, quotes, or anything traceable to you;
• describe what came up (“workload raised by roughly a third of this team”), never who said it.

Your employer also agrees with us, in writing, not to try to work out who said what, and not to use the service for performance management or disciplinary purposes.

One thing to know about how findings work. The topics in your employer’s report come from AI analysis of the transcript, whether the call was with Aida or with a human responder. A topic is included based on how clearly it came up in the conversation — you are not asked to sign off on individual topics. It is always de-identified and never attributable to you, but we want to be straight that the report may contain a de-identified theme you didn’t personally confirm.

5.2 The follow-up list

This is the one place your name appears to your employer because of this service. If we try three times and can’t reach you, or if you decline to take part, your name, mobile number and the fact that we couldn’t reach you go on a follow-up list. It goes to your employer’s wellbeing administrator and, if your employer has nominated them, to its own trained first responders, so someone can check that you’re OK.

The list is based only on whether a scheduled call connected. It is never based on anything you said, and it never includes anyone because of a risk assessment. Your employer agrees to use it only for wellbeing follow-up and never to hold non-participation against you.

5.3 Whether Aida or a person calls you

When our responders have spare capacity, we may have a person make a call that was scheduled for Aida, at no cost to your employer. In deciding whose calls to convert, our system may take into account how many times we’ve been unable to reach you, whether you use the Emotional Pulse app, and patterns in your check-ins in the app if you use it. That last signal stays inside our system: the responder is not told why you were prioritised, and your employer is never told who was prioritised.

5.4 Follow-up from us, and your consent

At the end of the call you’ll be asked whether you’re happy for us to contact you about anything you raised. If you say yes, a ShareTree responder may follow up with you, and we’ll check back in about 90 days to see whether things improved. If you say no, we won’t contact you about it, and what you said is still only ever included in de-identified form. Your answer to this question does not affect what goes in the report.

5.5 ShareTree staff

ShareTree responders and clinical staff can see the transcript and findings for calls they conduct or are assigned, so they can support you properly. Our analysis and reporting staff work only with de-identified data. Our systems are built so that the reporting view physically cannot reach anything identifying you.

5.6 Your employer never learns who said what

We do not tell your employer your name in connection with anything you say. This holds even if we are worried about you. If something in the call suggests you or someone else may be at risk, we respond by helping you: we encourage you to speak with a Mental Health First Responder, offer to book a session on the spot, and point you to Lifeline (13 11 14) or 000. We do not go around you to your manager, HR or anyone else.

There are only two situations in which your identity could be shared with your employer:

• you ask us to, for example because you want your employer to know about something so it can be fixed; or
• the law compels us, for example a court order. This is rare. We would share only what we are compelled to and, where we lawfully can, we would tell you.

ShareTree responders and psychologists are bound by their own professional obligations. Where those ever require them to act, they do so without involving your employer.

6. Overseas processing

Some of the technology behind the service runs on servers outside Australia. Under Australian privacy law we must tell you this, and we must take reasonable steps to make sure those providers protect your information. They are:

All records, meaning the transcript, the findings, bookings and everything else, are stored in Sydney, Australia, on our own systems. The full list of providers we use, including the ones that only handle email and payments, is published at our sub-processors page.

7. How long we keep things

8. Your choices and rights

• Decline or stop at any time, without giving a reason.
• Ask what we hold about you, and ask us to correct it. Email support@sharetree.org. We will respond within 30 days.
• Ask us to remove the link between you and your call records. We will do so; de-identified aggregate data remains.
• Withdraw consent to be contacted about something you raised, at any time.
• Complain. Contact us first at support@sharetree.org. If you are not satisfied, you can complain to the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au or 1300 363 992.

Changes to this notice

If we make a significant change, we will tell you before your next scheduled call. Every change is listed here.

• 9 September 2026 — First published.

This notice sits alongside the Emotional Pulse Privacy Policy, which covers the app itself. Your employer’s obligations to us are set out in the Proactive EAP Service Agreement.