At placehq.com.au, accessible from placehq.com.au, one of our main priorities is the privacy of our visitors. This Privacy Policy document contains types of information that is collected and recorded by placehq.com.au and how we use it. If you have additional questions or require more information about our Privacy Policy, do not hesitate to contact us through email at service@placehq.com.au.

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At a glance

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We collect personal information from clients and their representatives, building occupants and residents, contractors, website visitors and job applicants, mostly directly, but sometimes through property managers, strata managers or other parties acting for a property we service.

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We use it to deliver facilities management and advisory services, run our business, and meet legal obligations. We don't sell it.

Some of our support team and systems are located overseas, mainly in the Philippines and the United States. We remain responsible for your information when it goes offshore.

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Some buildings we service have CCTV. Signage at the property will tell you where.

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You can ask to see the information we hold about you, ask us to correct it, or complain using the details at the bottom. We'll respond within 30 days.

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This policy is published under the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). The detail follows.

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1. Who we are

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PlaceHQ Pty Ltd provides facilities management and property advisory services to clients across the built environment, including owners corporations and strata schemes, commercial and residential property owners, occupiers, developers and asset managers. In this policy, "we", "us" and "PlaceHQ" mean PlaceHQ Pty Ltd, and "you" means anyone whose personal information we handle, including client representatives, committee members, residents and occupants, contractors, suppliers, website visitors and job applicants.

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2. What we collect

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The information we collect depends on who you are:

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Clients and their representatives: (including strata committee members, property and asset managers) name, contact details, role or position, correspondence, meeting records, and payment details where you transact with us.

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Residents, tenants and occupants:— name, unit or tenancy details, contact details, and details of maintenance requests, complaints, incidents or access needs relating to your building. If you report an incident, we may collect what you tell us about it, which can include health or safety information.

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Contractors and suppliers:— contact details, licences, insurance and compliance documents, work records and payment details.

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Website visitors: technical data such as IP address, device and browser type, pages visited, and analytics data collected through our Analytics Provider. See section 8.

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Job applicants: application details, work history, qualifications and referee information.

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We only collect sensitive information (such as health information from an incident report) where it's reasonably necessary and, where required, with your consent.

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3. How we collect it

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We collect data mostly directly, such as when you contact us, submit a maintenance request, sign a contract, use our website or apply for a job.

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We sometimes collect data indirectly. Because we're engaged by the owner or manager of a property rather than the people who occupy it, we often receive occupants' information from our clients or their representatives, such as property managers, strata managers, committees or building managers. For example, a contact list for the building or details of a reported issue. Where we receive your information this way, we rely on the party providing it to have told you, and this policy serves as our notice to you of how we handle it.

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4. Why we use it

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We collect, hold and use personal information to:

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- Deliver facilities management and advisory services to your building.

- Respond to maintenance requests, incidents and enquiries.

- Engage and manage contractors and verify their compliance.

- Administer contracts, invoicing and payments.

- Operate, secure and improve our website and systems.

- Assess job applications.

- Comply with legal obligations, including work health and safety, property and strata legislation.

- With your consent or where permitted, tell you about services we think are relevant (see section 7).

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We don't use or disclose your information for unrelated purposes unless you'd reasonably expect it, you've consented, or the law requires or permits it.

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5. Who we share it with

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We share personal information with:

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Our clients and their appointed representatives such as property owners, owners corporations, strata committees, and property, strata or asset managers for the properties we service, as needed to do our job.

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Contractors and suppliers carrying out work at your building (limited to what they need, such as access details) service providers who support our business e.g. IT and cloud hosting, accounting, insurance, professional advisers.

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Regulators, courts or law enforcement where required by law.

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We do not sell personal information.

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6. Overseas disclosure

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Some of our support staff and service providers are located outside Australia, primarily in the Philippines (offshore support team) and the United States (cloud and software providers). Before disclosing personal information overseas, we take reasonable steps to ensure the recipient handles it consistently with the APPs, including through contractual obligations. Under APP 8, we remain accountable for how these recipients handle your information.

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7. Marketing

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We may send you information about our services where you're an existing client contact or you've opted in. Every marketing message includes a working unsubscribe option, and you can opt out at any time by contacting us (section 12). We don't use sensitive information for marketing.

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8. Website, cookies and analytics

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Our website uses cookies and an Analytics Provider to understand how the site is used and improve it. This data is largely aggregated and not used to identify you. You can disable cookies in your browser, though parts of the site may not work as intended.

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9. CCTV and monitoring

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Some buildings we manage operate CCTV in common areas for safety and security. Where PlaceHQ operates or accesses CCTV, signage is displayed at the property. Footage is accessed only for security, safety, incident investigation or legal purposes, and is retained in line with the property owner's or owners corporation's policies. Workplace surveillance notices for our own staff are issued separately under the Workplace Surveillance Act 2005 (NSW).

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10. Automated decision-making

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We use software to help route, prioritise and manage maintenance and service requests. Significant decisions affecting individuals are made or reviewed by people, not solely by automated systems. From 10 December 2026, the Privacy Act requires additional transparency about computer programs used in decisions that significantly affect individuals' rights or interests; we will update this policy before that date to describe any such use.

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11. Storage, security and retention

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We store personal information in secure cloud systems and take reasonable steps to protect it from misuse, interference, loss, and unauthorised access, modification or disclosure — including access controls, encryption in transit, and staff confidentiality obligations. We keep personal information only as long as needed for the purposes above or as the law requires, then take reasonable steps to destroy or de-identify it.

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If a data breach occurs that is likely to result in serious harm, we will notify affected individuals and the Office of the Australian Information Commissioner (OAIC) as required under the Notifiable Data Breaches scheme.

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12. Access, correction and compliants

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You can ask us for access to the personal information we hold about you, or ask us to correct it. We'll respond within 30 days and won't charge you for making the request. In limited cases the law allows us to refuse access; if we do, we'll tell you why and how to challenge that decision.

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If you have a privacy concern or complaint, contact our Privacy Officer:

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Privacy Officer, PlaceHQ Pty Ltd

privacy@placehq.com.au

+61 (02) 8197 9610

Level 2, 25 Ryde Road, Pymble NSW 2073

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We'll acknowledge your complaint within 7 days and aim to resolve it within 30. If you're not satisfied with our response, you can complain to the OAIC at oaic.gov.au or 1300 363 992.

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13. Changes to this policy

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We review this policy regularly and update it when our practices or the law change. The current version is always at placehq.com.au/privacy-policy.

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