Privacy & Safeguarding Policy

Safeguarding means taking reasonable and appropriate steps to prevent and respond to harm that may arise through participation in, or contact with, the Summit and its activities.

We are committed to the principle of “do no harm” and to creating an environment in which people can participate with dignity, safety and respect.

This commitment applies to:

• Summit participants and delegates;
• speakers, facilitators and moderators;
• young people and other participants who may be vulnerable to harm;
• people with lived experience of mental health conditions;
• volunteers and event staff;
• organizing and scientific committee members;
• partners, contractors and vendors;
• media representatives and photographers;
• visitors and other individuals participating in Summit activities; and
• participants engaging with Summit activities online or through digital platforms.

Safeguarding is considered across the planning, delivery and follow-up of Summit activities, including in-person events, workshops, online activities, communications, photography, video, social media and other digital engagement.

Everyone participating in the Summit is expected to treat others with dignity, respect and professionalism.

We do not tolerate conduct that causes or creates a risk of harm, including:

• sexual exploitation or abuse;
• sexual harassment or other unwanted sexual conduct;
• physical violence or threats of violence;
• bullying, intimidation, humiliation or degrading treatment;
• harassment or discriminatory behaviour;
• abuse of power, authority or position;
• exploitation of a person's vulnerability, lived experience or personal circumstances;
• any inappropriate interaction with children or young people;
• sharing or using personal information, photographs or recordings in ways that cause harm; and
• online harassment, abuse or inappropriate digital communication connected to Summit activities.

These standards apply both in person and online.

The Summit recognizes that children and young people may participate in or engage with Summit-related activities and communications.

Where children or young people are involved, additional care will be taken to protect their safety, privacy, dignity and wellbeing.

Adults working with or interacting with children and young people in connection with the Summit are expected to maintain appropriate professional boundaries and communicate in an age-appropriate and respectful manner.

No participant should use their position, access, influence or relationship with a child or young person for inappropriate, exploitative or harmful purposes.

Where appropriate, consent from a parent, guardian or other authorized person may be required for participation, photography, filming or other activities involving children.

Mental health discussions can involve sensitive personal experiences.

The Summit is committed to ensuring that people sharing lived experience are treated with dignity, respect and care.

Participation in discussions, panels, interviews, testimonials or other activities involving lived experience should not require a person to disclose personal information beyond what they are comfortable sharing.

Participants should:

• respect the boundaries of people sharing lived experience;
• avoid asking intrusive or unnecessarily personal questions;
• not pressure anyone to disclose a diagnosis, treatment history, trauma or other sensitive information;
• not record, photograph or share another person's personal story without appropriate permission;
• avoid making assumptions or judgments about another person's experience; and
• respect a person's decision to withdraw from a discussion or activity.

Lived experience should never be treated as entertainment, a spectacle or a justification for intrusive questioning.

The Summit recognizes that conversations about mental health, trauma, suicide, violence, substance use, discrimination and other sensitive subjects may be emotionally difficult for some participants.

Where appropriate, Summit organizers and facilitators will seek to create spaces where participants can take a break, step away from a discussion or seek support.

Summit activities are primarily educational, professional and policy-focused. Participation in a Summit session does not create a therapeutic or clinical relationship between the participant and the organizers.

Participants who require urgent mental health or medical support should seek assistance through appropriate local emergency, healthcare or professional services.

The Summit may be photographed, filmed or otherwise documented for purposes including:

• Summit documentation;
• reporting and communications;
• website and social media content;
• educational and advocacy materials;
• media coverage; and
• future Summit, organizational, and partner communications.

Registration and participation may therefore involve photography, video or audio recording.

We will seek to communicate when photography or filming is taking place and will take reasonable steps to respect requests relating to privacy and safeguarding.

Particular care will be taken when documenting children, young people and individuals sharing sensitive lived experiences.

Participants should not photograph, film, record or publish identifiable images or personal stories of other participants in a manner that could reasonably cause harm or breach their privacy.

Where specific consent is required for a particular use of an individual's image, story or personal information, the appropriate consent will be sought.

Personal information collected through Summit registration, communication and participation may include information such as:

• name and professional or organizational affiliation;
• contact information;
• city, province or country;
• registration and attendance information;
• dietary, accessibility or other special considerations voluntarily provided for event planning;
• photographs, video or audio recordings; and
• information provided through communications with the organizing team.

The Summit may involve discussions containing sensitive personal, health or lived-experience information.

Participants, speakers, facilitators, media representatives, staff and partners are expected to respect the confidentiality and privacy of others.

Information shared in a session should not be assumed to be available for public dissemination unless the speaker or participant has clearly indicated that it may be shared.

In particular, participants should not share another person's:

• mental health or medical information;
• personal story or lived experience;
• contact information;
• photograph or recording;
• identity where confidentiality has been requested; or
• other sensitive personal information.

Safeguarding extends to digital spaces connected to the Summit, including online sessions, virtual meetings, social media platforms, digital registration systems and other online communications.

The same expectations of respectful conduct apply online as they do in person.

Participants should not:

• harass or threaten others online;
• share private information without permission;
• record or distribute private online conversations without authorization;
• share inappropriate or abusive material;
• contact participants inappropriately through personal or professional social media accounts; or
• use Summit-related access or information to exploit, intimidate or harm another person.

Anyone participating in or engaging with the Summit can raise a safeguarding concern.

A concern may relate to something that has happened, something that is suspected, or a situation that creates a potential risk of harm.

Concerns may include, but are not limited to:

• sexual exploitation or abuse;
• sexual harassment;
• abuse or inappropriate treatment of children or young people;
• physical or verbal abuse;
• bullying, intimidation or harassment;
• discrimination;
• exploitation or abuse of power;
• serious breaches of privacy; and
• conduct that creates a significant safeguarding risk.

If you experience or witness a safeguarding concern during a Summit activity, you can report it to a member of the Summit organizing team or the designated safeguarding contact.

In an emergency or situation involving an immediate threat to safety or life, participants should contact the appropriate emergency services or relevant local authorities. Participants may inform the Summit team where appropriate, but the Summit team should not be relied upon as an emergency response service.

Safeguarding concerns will be treated seriously and handled as sensitively and confidentially as possible.

Depending on the nature of the concern, the Summit team may:

1. take immediate steps to address an identified safety risk;
2. listen to the person raising the concern and document relevant information appropriately;
3. refer the concern to the appropriate safeguarding focal point or responsible organization;
4. take steps to protect the privacy and safety of the people involved;
5. seek specialist advice or support where appropriate;
6. refer matters to relevant authorities where required by law or where necessary to protect someone from serious harm; and
7. take appropriate action in relation to Summit personnel, partners, contractors or participants where a breach of safeguarding expectations is established.

We will seek to handle concerns using a person-centred and trauma-informed approach, respecting the dignity, privacy and wishes of those involved while recognizing that certain circumstances may require action to protect an individual or comply with applicable legal obligations.

No person should be subjected to intimidation, retaliation or adverse treatment for raising a safeguarding concern in good faith.

We encourage participants to report concerns as early as possible so that appropriate steps can be taken to reduce risk and protect those involved.

Safeguarding is a shared responsibility. By participating in the Summit, individuals are expected to:

• treat others with dignity and respect;
• maintain appropriate professional boundaries;
• respect privacy and confidentiality;
• obtain appropriate permission before photographing, recording or sharing identifiable information about others;
• follow instructions provided by Summit organizers relating to safety and safeguarding;
• raise concerns when they observe behaviour that may place another person at risk; and
• take particular care when interacting with children, young people and people in potentially vulnerable circumstances.

The Summit organizing team and participating partners will take reasonable and proportionate steps to identify and manage safeguarding and privacy risks associated with Summit activities.

This includes considering safeguarding during event planning, participant engagement, communications, photography and filming, online activities and engagement with external service providers.

Where third-party contractors or vendors are engaged in Summit activities, appropriate expectations relating to professional conduct, privacy and safeguarding may be incorporated into relevant arrangements.

The Summit aims to provide an environment in which people with different needs can participate safely and meaningfully.

Participants are encouraged to identify accessibility requirements, dietary requirements, allergies or other relevant considerations through the registration process or by contacting the organizing team.

Information provided for these purposes will be handled appropriately and used to support participation and event planning.

This Privacy & Safeguarding Policy may be updated from time to time to reflect changes in Summit activities, organizational requirements, applicable law or safeguarding good practice.

The latest version will be made available through the Summit website.

Last updated: September 2026