ergonomicoffice – Privacy Policy
ergonomicoffice Pty Limited (“we”, “us”, “our”) is committed to protecting your personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).
This Privacy Policy explains how we collect, use, store, protect and disclose personal information when you visit our website, purchase products, request a quotation or service, or otherwise interact with us.
1. Personal Information We Collect
We may collect and hold personal information that is reasonably necessary for us to provide our products and services, including:
- Name
- Email address
- Telephone number
- Billing and delivery address
- Order history and invoice details
- Payment metadata, such as transaction references received from our payment processors — we do not store credit card numbers
- Communications and customer support enquiries
- Documents, photographs and files you provide to us, including purchase orders, floorplans, workplace photographs, product specifications, measurements, assessments and other supporting material submitted with an enquiry, quotation request, order or service request.
Documents and files may contain personal information about you or other individuals. Please only provide information that is relevant and reasonably necessary for your enquiry, transaction or project.
Some material provided to us may contain sensitive information, such as health information contained in an ergonomic or workplace assessment. Where sensitive information is collected, we will only collect it where reasonably necessary for our functions and with consent, or where otherwise permitted by law.
We only collect information that is reasonably necessary for our business functions and activities.
2. How We Collect Personal Information
We may collect personal information:
- When you place an order on our website
- When you create an account
- When you request a quotation
- When you contact us by telephone, email or online form
- When you provide documents, photographs, floorplans or other project information
- Through payment processors, for payment confirmation and transaction purposes
- Through delivery and logistics providers
- Through website analytics tools such as Google Analytics or similar services.
Where practical, we collect personal information directly from you.
3. Why We Collect and Use Personal Information
We collect and use personal information for purposes including:
- Reviewing documents, photographs and files supplied in connection with enquiries, quotations, product recommendations, workspace planning, installations, orders, warranty claims or customer support
- Processing and delivering orders
- Preparing quotations and product recommendations
- Providing customer support, warranty services and product advice
- Managing accounts and purchase histories
- Planning and coordinating deliveries and office installations
- Sending transactional communications such as order confirmations, dispatch notifications and service messages
- Sending marketing communications where you have consented, or where otherwise permitted by applicable law
- Improving our website, products, services and customer experience
- Meeting legal, taxation, accounting and record-keeping obligations.
We do not sell your personal information.
4. Disclosure to Third Parties
We may disclose personal information to trusted third-party service providers where reasonably necessary to operate our business, including:
- Payment processors
- Delivery and freight providers
- Email marketing and CRM providers
- IT, communications, website and hosting providers
- Professional advisers where required
- Government agencies or regulatory authorities where required or authorised by law.
We seek to limit information provided to third parties to what is reasonably necessary for them to perform the relevant service.
We take reasonable steps to select and manage service providers appropriately and, where appropriate, use contractual, technical or other safeguards for the handling of personal information.
5. Overseas Storage and Cross-Border Disclosure
Some third-party technology providers used by ergonomicoffice may process or store information outside Australia, including in the United States.
This can include services associated with cloud hosting, communications, customer relationship management, email marketing, website services or other business technology.
Where personal information is disclosed to an overseas recipient, we take reasonable steps, where required by the Australian Privacy Principles, to ensure that the recipient handles the information appropriately and protects it against unauthorised access, use or disclosure.
We consider privacy, security and information-handling arrangements when selecting and managing third-party providers that may handle personal information.
Where a government or organisational contract imposes particular requirements relating to data location, confidentiality, overseas disclosure or information security, those requirements can be identified and agreed before information is supplied or services commence.
6. Privacy and Data Security
ergonomicoffice treats personal information, customer records and customer-supplied project material as confidential business information.
Personal information including names, email addresses, telephone numbers, billing and delivery addresses, account details, order information and other identifying customer information is held within authorised business systems and is accessible only to personnel who require that information for legitimate business purposes.
6.1 Separation from Generative AI
ergonomicoffice maintains operational separation between its core customer information and its use of generative AI tools.
Our generative AI tools are not given direct access to our core customer databases, order records, accounting records or customer account information.
Personal identifying information — including customer names, addresses, email addresses, telephone numbers, account details and transaction records — is not intentionally provided to, uploaded to, shared with or made accessible to generative AI systems.
The same principle applies to confidential customer-supplied material containing personal or commercially sensitive information, including:
- Purchase orders
- Floorplans
- Workplace photographs
- Customer assessments
- Quotations and account documents
- Installation and project documentation
- Other customer files containing personal or confidential information.
We do not use customer personal information to train, fine-tune or improve generative AI models.
Where generative AI tools are used internally, their use is limited to appropriate public, non-personal, non-confidential or de-identified information and is subject to company controls.
ergonomicoffice does not use generative AI to make automated decisions about customer eligibility, purchasing, quotations or account approval.
6.2 Security Controls
We take reasonable technical and organisational steps to protect personal information against misuse, interference, loss, unauthorised access, modification or disclosure.
Our arrangements include controls relating to system and account access, website and communications security, endpoint protection, third-party technology providers, staff information handling, secure disposal and data-breach response.
Further information about these safeguards is set out in our Security & Cyber Protection Policy.
Our security arrangements are reviewed as our systems, technology and risk environment change.
6.3 Government and Organisational Customers
We recognise that government, corporate and institutional customers may have additional requirements relating to privacy, confidentiality, information security, data handling or project documentation.
Where these requirements apply, they can be identified and agreed before sensitive information is provided or services commence.
This allows information-handling arrangements appropriate to the particular procurement, contract or project to be established before customer information is transferred.
ergonomicoffice does not sell customer personal information.
7. Access, Correction and Requests Regarding Personal Information
You may request:
- Access to personal information we hold about you
- Correction of inaccurate, out-of-date or incomplete personal information
- That we consider deleting or de-identifying personal information that is no longer reasonably required, subject to any legal, contractual, taxation, warranty or record-keeping obligations requiring us to retain it.
To make a request, contact our Privacy Officer using the details below.
We may need to verify your identity before providing access to or changing personal information.
We aim to acknowledge requests within 7 days and respond within a reasonable period, generally within 30 days.
8. Marketing Communications and Unsubscribe
We may send marketing communications where:
- You have expressly consented to receive them; or
- Consent may reasonably be inferred from our existing business relationship or otherwise in accordance with applicable law.
You may opt out at any time by:
Unsubscribing from marketing communications will not affect essential transactional or service communications such as quotations, order confirmations, invoices, delivery information or warranty communications.
9. Data Retention
We retain personal information only for as long as reasonably necessary for purposes including:
- Fulfilling orders and contractual obligations
- Maintaining business and transaction records
- Providing warranties and product support
- Accounting and taxation requirements
- Resolving disputes or claims
- Meeting legal and regulatory obligations
- Other legitimate business purposes permitted by law.
When personal information is no longer required for a permitted purpose, we take reasonable steps to securely destroy or de-identify it, subject to applicable legal and record-retention requirements.
10. Cookies and Website Analytics
Our website may use cookies and similar technologies to provide website functionality, improve user experience and analyse website performance.
You can configure your browser to reject or restrict cookies, although doing so may affect some website functionality.
Analytics information may be processed or stored overseas by service providers such as Google.
11. Making a Privacy Complaint
If you have a privacy concern or believe your personal information has been mishandled, please contact:
Privacy Officer – ergonomicoffice Pty Limited
Email: sales@ergonomicoffice.com.au
Phone: 1300 555 930
Postal: GPO Box 979, Canberra ACT 2601
We will investigate privacy complaints and aim to respond within 30 days.
If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au.
12. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our business practices, technology, legal obligations or privacy requirements.
The current version will be available at:
ergonomicoffice.com.au/privacy_policy
We recommend reviewing this page periodically for updates.
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