- Smart Office Spaces

Privacy Policy

Last Updated: 16 June 2026

1. Introduction

Smart Office Spaces (“we”, “us”, or “our”) operates a professional workspace facility located at The Gap Village Shopping Centre, The Gap, Brisbane, Queensland, Australia. We offer private office memberships, boardroom hire, and dedicated hot desks through our website at smartofficespaces.com.au.

We are committed to protecting the personal information of everyone who interacts with us, including website visitors, enquiry leads, tenants, and boardroom clients. This Privacy Policy explains what personal information we collect, how we use it, who we share it with, and your rights in relation to that information.

This policy is issued in compliance with the Australian Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs), and has regard to comparable international frameworks including the European Union General Data Protection Regulation (GDPR) and the New Zealand Privacy Act 2020, to the extent they may apply to individuals who interact with our services.

2. Who We Are

Smart Office Spaces is a privately operated professional workspace provider. Our registered business operates from The Gap Village Shopping Centre, The Gap, Brisbane, Queensland, Australia.

For privacy enquiries, you can contact us at: info@smartofficespaces.com.au

3. What Personal Information We Collect

We collect personal information that is reasonably necessary to provide our services and manage our business. The types of information we may collect include:

3.1 Information You Provide to Us

Full name

Business name and ABN/ACN (where relevant)

Email address

Phone number

Postal or business address

Payment and billing details (processed via secure third-party providers)

Information submitted through our contact or appointment forms

Communications you send to us by email or through the website

3.2 Information Collected Automatically

When you visit our website, we may collect certain technical data automatically, including:

IP address

Browser type and version

Pages visited and time spent on each page

Referring website or search query

Device type and operating system

This information is collected through cookies, analytics tools (such as Google Analytics), and similar technologies. It helps us understand how our website is used and how to improve it.

3.3 Information From Third Parties

We may receive information about you from referral partners, business directories, or publicly available sources where this is relevant to providing our services.

4. How We Collect Personal Information

We collect personal information in the following ways:

When you complete an enquiry, appointment, or contact form on our website

When you call, email, or otherwise contact us directly

When you sign a lease or service agreement with us

When you use our premises (including CCTV where in operation)

When you visit our website and interact with its features

When a third party refers you to us

We will only collect personal information by lawful and fair means, and we will not collect more information than is reasonably necessary for the relevant purpose.

5. Why We Collect and Use Your Information

We collect and use personal information for the following purposes:

To respond to enquiries and provide information about our services

To manage your membership, lease, or boardroom booking

To process payments and issue invoices

To send service-related communications (e.g. booking confirmations, renewal notices)

To maintain the security of our premises

To improve our website and marketing communications

To comply with our legal and regulatory obligations

To send you occasional marketing communications where you have consented or where we have a legitimate interest in doing so

We will not use your personal information for any purpose that is incompatible with the reason it was collected, without first obtaining your consent.

6. Legal Basis for Processing (Where GDPR Applies)

For individuals located in the European Economic Area or the United Kingdom, we rely on the following legal bases for processing personal data:

Contract performance: processing is necessary to fulfil a contract with you or take steps at your request before entering into a contract

Legitimate interests: we have a legitimate interest in operating our business, maintaining premises security, and communicating with clients in a way that does not override your rights

Legal obligation: we are required to process certain information to comply with applicable laws

Consent: where we rely on consent (e.g. for marketing communications), you have the right to withdraw that consent at any time

7. Disclosure of Personal Information

We do not sell your personal information. We may disclose your personal information to third parties in the following circumstances:

7.1 Service Providers

We may share information with trusted service providers who assist us in operating our business, including:

Payment processors (e.g. Stripe or equivalent)

Website hosting and IT service providers

Email and communication platforms

Accounting and bookkeeping software

Analytics providers (e.g. Google Analytics)

These providers are required to handle your information securely and only for the purposes we specify.

7.2 Legal Requirements

We may disclose personal information where required by law, court order, or regulatory authority, or where disclosure is necessary to protect our rights or the safety of our staff, tenants, or visitors.

7.3 Business Transfers

If we are involved in a merger, acquisition, or sale of our business assets, personal information may be transferred as part of that transaction. We will notify affected individuals where required by law.

7.4 With Your Consent

We may share your information with other parties where you have given us explicit consent to do so.

8. Overseas Disclosure

Some of our third-party service providers may store or process data outside of Australia (for example, cloud-based tools with servers in the United States or European Union). Where this occurs, we take reasonable steps to ensure those providers maintain standards consistent with the Australian Privacy Principles, and where applicable, with the GDPR.

By using our website or services, you acknowledge that your information may be transferred to and processed in countries outside Australia.

9. Cookies and Tracking Technologies

Our website uses cookies and similar tracking technologies to enhance your experience and help us understand how the site is used. Cookies are small text files placed on your device when you visit a website.

We use the following types of cookies:

Essential cookies: required for the website to function correctly

Analytics cookies: used to understand how visitors interact with the site (e.g. Google Analytics)

Marketing cookies: used to deliver relevant content and advertisements

You can manage or disable cookies through your browser settings. Please note that disabling certain cookies may affect the functionality of our website.

For more information on how Google uses data collected through Analytics, visit: policies.google.com/technologies/partner-sites

10. Data Security

We take reasonable steps to protect the personal information we hold from misuse, interference, loss, and unauthorised access, modification, or disclosure. These steps include:

Use of secure, password-protected systems

Encrypted storage and transmission of sensitive data

Restricted access to personal information on a need-to-know basis

CCTV and physical access controls on our premises

While we take these precautions, no method of transmission over the internet or electronic storage is completely secure. We cannot guarantee absolute security and encourage you to contact us immediately if you have concerns about a potential data breach.

In the event of a data breach that is likely to result in serious harm, we will notify affected individuals and, where required, the Office of the Australian Information Commissioner (OAIC) in accordance with the Notifiable Data Breaches (NDB) scheme under the Privacy Act 1988 (Cth).

11. Retention of Personal Information

We retain personal information only for as long as is necessary to fulfil the purpose for which it was collected, or as required by law. In general:

Client and tenant records are retained for a minimum of 7 years for legal and financial compliance purposes

Website analytics data is retained in accordance with the settings of our analytics provider

Marketing opt-in records are retained until you withdraw consent

When personal information is no longer required, we take reasonable steps to destroy or de-identify it securely.

12. Your Rights

Depending on your location and the applicable law, you may have the following rights in relation to your personal information:

12.1 Under Australian Law (Privacy Act 1988)

The right to access the personal information we hold about you

The right to request correction of inaccurate, incomplete, or out-of-date information

The right to make a complaint to the OAIC if you believe we have mishandled your information

12.2 Under the GDPR (EU/UK Residents)

The right to access your personal data

The right to rectification of inaccurate data

The right to erasure (‘right to be forgotten’) in certain circumstances

The right to restrict or object to processing

The right to data portability

The right to withdraw consent at any time (without affecting the lawfulness of processing before withdrawal)

The right to lodge a complaint with your local supervisory authority

12.3 Under the New Zealand Privacy Act 2020 (NZ Residents)

The right to access personal information held about you

The right to request correction of that information

The right to make a complaint to the Office of the Privacy Commissioner (OPC)

To exercise any of these rights, please contact us using the details in Section 14 below. We will respond to requests within a reasonable timeframe, and no later than required by applicable law (generally 30 days).

We will not charge a fee for access requests unless the request is complex or repetitive, in which case we will inform you of any applicable fee in advance.

13. Children’s Privacy

Our services are directed at business professionals and are not intended for individuals under the age of 18. We do not knowingly collect personal information from minors. If you believe a minor has provided us with personal information, please contact us at info@smartofficespaces.com.au so we can take appropriate action.

14. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of those sites. We encourage you to review the privacy policies of any third-party websites you visit.

15. Direct Marketing

We may send you marketing communications about our services, promotions, or updates where you have opted in, or where we have a legitimate interest in doing so (for example, if you are an existing client).

You can opt out of marketing communications at any time by:

Clicking the unsubscribe link in any marketing email

Contacting us directly at info@smartofficespaces.com.au

Please note that even if you opt out of marketing, we may still send you transactional or service-related communications.

16. Contact Us and Complaints

If you have any questions, concerns, or complaints about this Privacy Policy or the way we handle your personal information, please contact us:

Smart Office Spaces
The Gap Village Shopping Centre, The Gap, Brisbane, Queensland, Australia
Email: info@smartofficespaces.com.au
Website: smartofficespaces.com.au

We will acknowledge your complaint within 5 business days and aim to resolve it within 30 days. If you are not satisfied with our response, you have the right to escalate your complaint to the relevant authority:

Australia: Office of the Australian Information Commissioner (OAIC) at oaic.gov.au

European Union/UK: Your local Data Protection Authority

New Zealand: Office of the Privacy Commissioner at privacy.org.nz

17. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or business operations. The updated policy will be posted on our website at smartofficespaces.com.au with a revised effective date. We encourage you to review this policy periodically.

Material changes will be communicated to active clients via email where reasonably practicable.