Privacy Policy

Officebooth Australia Pty Ltd (“Officebooth”, “we”, “us” or “our”) respects your privacy and is committed to handling personal information responsibly and transparently.

This Privacy Policy explains how we collect, hold, use and disclose personal information when you visit our website, request a quotation, purchase products or services, upload plans or project information, engage us for delivery, installation, servicing, repair or relocation, use our resale or trade services, subscribe to communications or otherwise interact with Officebooth.

We aim to handle personal information consistently with applicable Australian privacy laws, including the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs) to the extent they apply to us.

Nothing in this Privacy Policy limits any rights available to you under applicable law.

1. What is personal information?

Personal information is information or an opinion about an identified individual, or an individual who is reasonably identifiable.

It can include information such as your name, telephone number, email address, work details, delivery address and information connected with a project or transaction.

Information that has been genuinely anonymised or de-identified so that an individual cannot reasonably be identified is not personal information.

2. Information we may collect

The personal information we collect depends on how you interact with us.

Contact and business information

We may collect:

• your name;
• job title;
• company or organisation;
• business, billing, delivery or installation address;
• email address;
• telephone number; and
• other contact information you provide.

Quote and project information

When you request a quotation or engage Officebooth for a project, we may collect:

• products or services you are interested in;
• booth models and quantities;
• preferred finishes and configurations;
• project budgets or indicative budgets;
• required dates;
• delivery and installation requirements;
• access information;
• floorplans;
• drawings;
• photographs;
• building or site information;
• project correspondence; and
• other information reasonably necessary to prepare or deliver the project.

Floorplans, drawings, photographs and project documents may incidentally contain personal information. Please provide only information reasonably necessary for us to assist with your project.

Transaction and payment information

We may collect information relating to:

• quotations;
• purchase orders;
• invoices;
• payment status;
• refunds;
• transaction history;
• delivery records;
• warranty history; and
• service history.

Where card payments are processed through a third-party payment provider, full payment card details are ordinarily handled directly by that provider rather than stored by Officebooth.

Service, repair and relocation information

Where you engage us for servicing, repairs, relocation or transport, we may collect:

• product make and model;
• serial or identifying information where relevant;
• photographs of the product;
• fault descriptions;
• service history;
• site location;
• access requirements; and
• contact details for relevant site representatives.

Resale information

If you ask us to assist with selling, relocating or disposing of an existing booth, we may collect:

• your contact details;
• product ownership information or authority to sell;
• product description;
• condition;
• photographs;
• location;
• purchase history where relevant; and
• information reasonably required to communicate with prospective purchasers.

We will not ordinarily disclose your personal contact details to a prospective purchaser unless reasonably necessary or authorised by you.

Trade and commercial information

For resellers, designers, builders, serviced offices, facilities managers and other commercial customers, we may collect:

• business details;
• contact details;
• service areas;
• project requirements;
• purchasing history; and
• information relating to reseller, referral, trade or commercial arrangements.

Communications

We may retain information contained in communications with you, including:

• emails;
• telephone notes;
• website enquiries;
• quote requests;
• support requests;
• complaints;
• feedback; and
• other correspondence.

Website and technical information

When you use our website, certain information may be collected automatically, including:

• IP address;
• browser type;
• device type;
• operating system;
• referring website;
• pages viewed;
• approximate location derived from IP address;
• date and time of visits; and
• website interaction information.

3. Sensitive information

Officebooth does not ordinarily need to collect sensitive information.

Please avoid sending sensitive personal information unless it is genuinely necessary for a particular transaction or service.

Where sensitive information is required, we will only collect and handle it where permitted by law and where reasonably necessary for the relevant purpose.

4. How we collect personal information

We may collect personal information:

Directly from you

For example when you:

• complete a website form;
• request a quote;
• upload a floorplan or other file;
• telephone or email us;
• place an order;
• provide project information;
• engage our services;
• attend a meeting or site inspection; or
• communicate with us through social media.

From your organisation

We may receive your contact details or project information from another employee or representative of the organisation with which you work.

From third parties

We may receive information from:

• builders;
• architects;
• designers;
• fitout contractors;
• facilities managers;
• resellers;
• suppliers;
• freight providers;
• installation contractors;
• property or building managers; and
• other parties involved in a project.

Automatically

Certain technical information may be collected automatically when you interact with our website through server logs, cookies, analytics tools and similar technologies.

5. Why we collect, hold, use and disclose personal information

We may collect, hold, use and disclose personal information where reasonably necessary to operate our business and provide products and services, including to:

• respond to enquiries;
• prepare quotations;
• recommend suitable products;
• assess project and site requirements;
• process and administer orders;
• issue invoices;
• receive and reconcile payments;
• arrange manufacturing or procurement;
• coordinate shipping and freight;
• arrange delivery and installation;
• manage site access;
• provide servicing and repairs;
• relocate or transport booths;
• process warranty claims;
• provide customer support;
• assist with resale or decommissioning;
• manage trade and commercial relationships;
• improve our products and services;
• operate and improve our website;
• maintain business, accounting and insurance records;
• prevent fraud, misuse or security incidents;
• protect our legal rights and property;
• comply with legal and regulatory requirements; and
• resolve complaints or disputes.

We may also use aggregated or de-identified information for business analysis, planning and service improvement where individuals are not reasonably identifiable.

6. Quote forms, uploads and collection notices

Where we collect personal information through a form, quotation request, file upload or similar interaction, we may provide a short collection notice explaining the immediate purpose of collection and linking to this Privacy Policy.

Floorplans, drawings, photographs and project documents may incidentally contain personal information. Please provide only information reasonably necessary for us to assist with your project.

7. Marketing communications

We may send information about Officebooth products, services, projects or offers where you have consented or where otherwise permitted by law.

You can opt out of marketing communications at any time by using the unsubscribe mechanism in the communication or contacting us.

Opting out of marketing will not prevent us from contacting you about an existing quotation, order, delivery, installation, warranty claim, service matter or other non-promotional business communication.

Where we ask you to opt in to marketing, marketing consent will be separate from any mandatory consent needed to respond to an enquiry or provide a service.

8. Cookies and website technologies

Our website may use cookies and similar technologies to:

• make the website function correctly;
• remember preferences;
• maintain website security;
• understand website usage;
• measure website performance; and
• improve user experience.

We may also use analytics or advertising technologies from third-party providers.

Where required, we will provide appropriate cookie controls or notices.

You may be able to control cookies through your browser settings or, where available, our cookie preferences tool.

Disabling certain cookies may affect website functionality.

9. Website analytics

We may use analytics services to understand how visitors use our website.

Information collected may include:

• pages visited;
• time spent on pages;
• referral source;
• device information;
• approximate geographic information; and
• interactions with website features.

Where reasonably practicable, we use aggregated or de-identified information for analytical purposes.

10. How we disclose personal information

We may disclose personal information where reasonably necessary to provide our products or services, operate our business or comply with legal obligations.

Recipients may include:

• Officebooth employees and authorised representatives;
• manufacturers and suppliers;
• installers;
• tradespeople;
• freight and transport providers;
• warehousing providers;
• builders and fitout contractors;
• building and facilities managers;
• IT providers;
• website hosting providers;
• cloud storage providers;
• email and communications providers;
• website form and business software providers;
• CRM providers;
• payment processors;
• accountants;
• auditors;
• insurers;
• lawyers and professional advisers;
• finance or leasing providers where requested;
• government agencies and regulators where required or permitted by law; and
• other service providers reasonably required to complete your project or provide the requested service.

We seek to disclose only the information reasonably necessary for the relevant purpose.

11. Contractors and installation partners

Officebooth may use independent installers, freight providers and other contractors.

Where those parties require personal information to perform work on our behalf, we provide only information reasonably necessary for their role.

For example, an installer may receive:

• your name;
• telephone number;
• delivery address;
• site contact;
• access instructions; and
• installation requirements.

12. Manufacturers and suppliers

Some products, parts or components may be sourced from third-party manufacturers and suppliers.

Where reasonably necessary to process an order, obtain technical support or handle a warranty claim, relevant project information may be provided to those suppliers.

We seek to avoid providing unnecessary personal information where a matter can be handled using product or project information alone.

13. Overseas disclosures and processing

Some manufacturers, suppliers, software providers, cloud services or other service providers may operate outside Australia.

As a result, personal information may in some circumstances be disclosed to or processed by recipients overseas.

The countries involved depend on the particular supplier, technology provider and project. For manufacturing, technical support or warranty matters, information may be disclosed to overseas manufacturers and suppliers. Technology and cloud providers may process information in other countries depending on the provider used from time to time.

Where the Australian Privacy Principles apply, we will take reasonable steps in relation to overseas disclosures as required by law.

Where it is practicable to identify the likely countries of overseas recipients, we will include that information in this policy or provide it at the point of collection.

If the location of a particular overseas recipient is important to you, you may contact us before providing personal information.

14. Security

We take reasonable steps to protect personal information against:

• misuse;
• interference;
• loss;
• unauthorised access;
• unauthorised disclosure; and
• unauthorised modification.

Measures may include:

• access controls;
• authentication;
• secure hosting;
• software updates;
• backups;
• restricted access;
• encrypted connections;
• reputable service providers; and
• administrative controls.

No electronic system can be guaranteed to be completely secure.

You should not send passwords, full payment card details or highly sensitive information through ordinary email unless specifically requested and an appropriate method has been provided.

15. Data breaches

We maintain processes for identifying and responding to suspected data breaches.

Where the Notifiable Data Breaches scheme applies and a breach is likely to result in serious harm, we will take steps required by law, which may include notifying affected individuals and the Office of the Australian Information Commissioner.

16. Retention and disposal

We retain personal information only for as long as reasonably required for:

• the purpose for which it was collected;
• providing ongoing service and warranty support;
• maintaining project records;
• accounting and taxation;
• insurance;
• contractual requirements;
• resolving disputes; and
• complying with legal obligations.

Retention periods vary depending on the nature of the information and transaction.

When personal information is no longer reasonably required, we may securely delete, destroy or de-identify it, subject to applicable legal and business record-keeping requirements.

17. Access to personal information

You may contact us to request access to personal information we hold about you.

We may need to verify your identity before providing access.

In some circumstances, applicable law may allow or require us to refuse access to certain information.

Where required, we will provide reasons for refusing access.

We aim to respond to privacy access requests within a reasonable period and, where practicable, within 30 days.

18. Correction of personal information

We take reasonable steps to keep personal information accurate, up to date, complete, relevant and not misleading.

You may ask us to correct information that you believe is:

• inaccurate;
• out of date;
• incomplete;
• irrelevant; or
• misleading.

We may ask for information reasonably necessary to verify the requested correction.

19. Deletion requests

You may ask us to delete personal information.

We will consider such requests having regard to:

• applicable law;
• contractual obligations;
• accounting requirements;
• warranty records;
• insurance requirements;
• disputes; and
• legitimate business record-keeping requirements.

Where deletion is not appropriate or legally available, we may retain the information only for the purposes for which continued retention remains reasonably necessary.

20. Anonymous and pseudonymous dealings

Where practicable and lawful, you may interact with Officebooth anonymously or using a pseudonym.

Identification will generally be necessary where we need to:

• prepare a project quotation;
• deliver goods;
• perform installation;
• issue an invoice;
• provide warranty or service support;
• attend a site;
• assess a resale transaction; or
• enter into a commercial agreement.

21. Children

Officebooth products and services are primarily intended for businesses, workplaces and commercial organisations.

Our website is not directed specifically at children and we do not knowingly seek to collect personal information from children.

If you believe a child has provided personal information to us without appropriate authority, please contact us.

22. Social media

If you interact with Officebooth through a social media platform, that platform may separately collect and process information according to its own privacy terms.

Information you post publicly may be visible to other users.

We recommend reviewing the privacy settings and policies of the relevant platform.

23. Project photography and video

Officebooth may photograph or record completed installations for portfolio, case study, website, social media and marketing purposes in accordance with our Terms & Conditions.

Where photographs or video contain identifiable individuals, confidential information or material that reasonably requires permission, we will take reasonable steps to address privacy and confidentiality considerations.

Customers may tell us in writing if they do not want their company, premises or installation publicly identified.

24. Third-party websites and services

Our website may contain links to external websites or integrate with third-party services.

Officebooth does not control the privacy practices of unrelated third parties.

You should review the privacy policy of any external website or service before providing personal information to it.

25. Finance and leasing

Where you request lease, rental or financing options, relevant information may be provided to a financing provider with your authority or as otherwise permitted by law.

The finance provider will ordinarily handle personal information according to its own privacy policy and legal obligations.

26. Business transfers

If Officebooth is involved in a proposed:

• sale;
• merger;
• restructure;
• acquisition;
• financing transaction; or
• transfer of business assets,

personal information may be disclosed to professional advisers and prospective parties where reasonably necessary, subject to appropriate confidentiality arrangements and applicable law.

27. Legal and regulatory disclosures

We may use or disclose personal information where reasonably necessary to:

• comply with law;
• respond to a lawful government or regulatory request;
• respond to court proceedings;
• establish or defend legal rights;
• enforce agreements;
• investigate suspected fraud; or
• protect the safety or property of Officebooth, our customers or others.

28. Artificial intelligence and automated processing

Officebooth may use software and artificial intelligence tools to assist with:

• administrative functions;
• drafting;
• analysis;
• customer service;
• product recommendations;
• project planning; and
• business operations.

Where personal information is processed using such tools, we will seek to use it only where reasonably necessary and in a manner consistent with this Privacy Policy and applicable law.

Officebooth does not currently rely solely on automated systems using personal information to make decisions that could reasonably be expected to significantly affect an individual’s rights or interests.

If this changes, we will update this Privacy Policy and provide any information required by applicable law.

29. Visitors outside Australia

Officebooth is based in Australia.

If you access our website from another jurisdiction, local privacy laws may provide additional rights.

Where those laws apply to Officebooth, we will comply with applicable obligations.

You may contact us if you wish to exercise a privacy right available under applicable law.

30. Privacy complaints

If you believe we have mishandled your personal information, please contact our Privacy Officer so we can investigate the matter.

Please provide:

• your name and contact details;
• an explanation of your concern; and
• any relevant supporting information.

We aim to acknowledge complaints promptly and respond within a reasonable period, ordinarily within 30 days where practicable.

If the Australian Privacy Principles apply to the matter and you are not satisfied with our response, you may be entitled to complain to the Office of the Australian Information Commissioner.

31. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to:

• our website;
• services;
• technologies;
• information handling practices;
• legal obligations; or
• operational requirements.

The latest version will be published on our website with an updated date.

Changes do not authorise us to use previously collected personal information for materially unrelated purposes where doing so would not otherwise be permitted.

32. Contact us

For questions, access or correction requests, privacy concerns or complaints, please contact:

Privacy Officer
Officebooth Australia Pty Ltd
ABN 79 679 352 893

Email: info@officebooth.au
Phone: 1800 734 962

Post:
Level 1, 63-73 Ann Street
Surry Hills NSW 2010
Australia