Privacy Policy

GENFLEX Group Pty Ltd (ABN 34 698 143 449)

1 About this Privacy Policy

1.1 This privacy policy (Privacy Policy) sets out how GENFLEX Group Pty Ltd (ABN 34 698 143 449) (GENFLEX, we, us or our) collects, holds, uses and discloses personal information.

1.2 GENFLEX operates the website at genflexgroup.com.au, including its account areas (Website). Through the Website, and by email, telephone and in person, we provide services (Services) that connect businesses looking for flexible workspace and offices with the operators and landlords who have premises available.

1.3 We handle personal information in accordance with the Privacy Act 1988 (Cth) (Privacy Act), including the Australian Privacy Principles. Personal information has the meaning given in the Privacy Act. In broad terms, it is information or an opinion about an individual who is identified or reasonably identifiable.

1.4 This Privacy Policy should be read together with our cookie policy (Cookie Policy), which explains how we use cookies and similar technologies on the Website. Our Cookie Policy and our website terms of use are both available on the Website.

2 The personal information we collect

2.1 The personal information we collect depends on how you deal with us. It includes:

(a) contact and identity details, such as your name, email address and telephone number, and the name and details of the company or organisation you work for;

(b) account details, such as the type of account you hold (tenant, operator or landlord), the email address you use to sign in, records of when we send you a verification code and when you use it, and your account settings and email preferences;

(c) workspace requirements, such as the location, size, budget, team size, timing and features you are looking for, the searches you run (including free-text searches), and the spaces you view or save to a shortlist;

(d) enquiry and inspection details, such as the spaces you enquire about, the inspections you book, the date and time of each inspection, and the outcome of your enquiry, including whether you enter into an agreement for a space;

(e) listing details, if you are an operator or landlord, such as your business details, the names and contact details of the people who manage your listings, and the information, images and floor plans you submit about your space;

(f) information about other people, such as the details of colleagues a tenant invites to view or contribute to a shortlist, and the details of tenants an operator or landlord refers to us;

(g) communications, such as the emails and messages you send us, call logs for telephone calls with us (including your telephone number and the time and duration of the call), and whether you open the emails we send you or click on links in them;

(h) technical and usage information, such as your IP address, your general location derived from your IP address, your browser type and version, your device type and operating system, the pages you view, the website that referred you to us, and the date and time of your visits; and

(i) any other personal information you choose to give us.

2.2 We do not ask for sensitive information, such as health information or information about your racial or ethnic origin, political opinions or religious beliefs. Please do not include it in free-text searches, enquiries or messages. If we receive sensitive information, we will only hold it with your consent or where the Privacy Act otherwise permits.

2.3 You can browse the Website without telling us who you are. However, we need your name and contact details before you can create an account, submit an enquiry, book an inspection or publish a listing, and we may not be able to provide those parts of our Services without them.

2.4 The Website is designed for businesses and the people who work for them. It is not directed at children, and we do not knowingly collect personal information from anyone under 18 years of age.

3 How we collect personal information

3.1 We collect most personal information directly from you, including when you:

(a) create or use an account, or sign in using a verification code;

(b) search the Website, save spaces to a shortlist, or start or submit an enquiry;

(c) book or attend an inspection;

(d) submit a listing form or update a listing;

(e) invite a colleague to a shortlist or refer a tenant to us;

(f) subscribe to our emails or update your email preferences; and

(g) contact us by email or telephone, or otherwise deal with us.

3.2 We also collect personal information from other people and sources, including:

(a) tenants who invite colleagues to view or contribute to a shortlist;

(b) operators and landlords who refer tenants to us, or who tell us about inspections and whether a tenant has entered into an agreement for their space; and

(c) publicly available sources, such as business websites and public registers.

3.3 If you give us personal information about another person, such as a colleague you invite or a tenant you refer, you must have that person’s permission to do so. You must also tell them that you are giving their details to us and that they can read this Privacy Policy on the Website. When we first contact a person whose details we received from a tenant, operator or landlord, we will tell them who gave us their details and where to find this Privacy Policy.

3.4 We also collect technical and usage information automatically when you use the Website, including through cookies and similar technologies. Our Cookie Policy explains this in more detail, and clause 9.4 explains how long we keep records of your activity on the Website.

3.5 If we receive personal information that we did not ask for and could not have collected under the Privacy Act, we will destroy or de-identify it where it is lawful and reasonable to do so.

4 Why we collect, hold, use and disclose personal information

4.1 We collect, hold, use and disclose personal information to:

(a) operate the Website and provide our Services;

(b) create and manage accounts, and verify the email address used to sign in;

(c) help tenants find suitable space, including by interpreting searches, showing spaces on maps, estimating walking times and maintaining shortlists;

(d) handle enquiries and inspection bookings, and pass the relevant details to the operators and landlords of the spaces concerned;

(e) publish and manage listings for operators and landlords, including by extracting information from the floor plans they provide;

(f) act on referrals and contact the people referred to us;

(g) administer our arrangements with operators and landlords, including confirming whether a tenant introduced through us has entered into an agreement for a space and calculating any commission or referral fee payable;

(h) communicate with you about your account, enquiries, inspections and listings, and respond to your questions;

(i) send you marketing communications in accordance with clause 10 and, with your consent, show you GENFLEX advertising on other websites and social media and measure how well our advertising works;

(j) understand how the Website is used, measure demand for different kinds of space, and improve the Website and our Services;

(k) protect the security of the Website and our systems, and detect and prevent fraud, misuse and unlawful activity;

(l) comply with our legal and regulatory obligations; and

(m) establish, exercise or defend legal claims and enforce our agreements.

4.2 We will only use or disclose personal information for another purpose if you consent, if the other purpose is related to the purpose for which we collected it and you would reasonably expect us to use or disclose it for that purpose, or if the Privacy Act otherwise permits.

5 How we are paid

5.1 Unless we agree otherwise with a tenant in writing, tenants do not pay us to use the Website. We are paid by operators and landlords, usually through a commission or referral fee when a tenant we introduce enters into an agreement for their space. This means we may receive a fee after we share a tenant’s details with an operator or landlord in connection with that tenant’s enquiry, inspection or referral. We may also pay a referral fee to an operator, landlord or other person who refers a tenant to us.

5.2 We share a tenant’s details with an operator or landlord only in connection with an enquiry or inspection that relates to that operator’s or landlord’s space, in connection with a referral that operator or landlord made, or otherwise with the tenant’s consent.

6 Who we disclose personal information to

6.1 Operators and landlords

When a tenant submits an enquiry or books an inspection, we give the operator or landlord of the relevant space the tenant’s name, contact details and company details, the tenant’s requirements and the relevant details of the tenant’s shortlist, so that the operator or landlord can respond to the enquiry or arrange the inspection. The operator or landlord may then contact the tenant directly. Our website terms of use limit how it may use those details, and it is responsible for handling them in accordance with privacy law.

6.2 Tenants

When an operator or landlord publishes a listing or responds to an enquiry, we may give tenants the business contact details of the people who manage that listing.

6.3 Colleagues

When a tenant invites a colleague to a shortlist, the colleague will be able to see the shortlist and the name of the person who invited them.

6.4 Service providers

We use the service providers listed below to operate the Website and our Services. They handle personal information on our behalf for the purposes described. Meta and Google may also use the information they receive through their advertising technologies for their own purposes, as explained in clause 9.3.

6.5 Other recipients

We may also disclose personal information to:

(a) our professional advisers and insurers;

(b) government agencies, regulators, courts and law enforcement bodies, where required or authorised by law;

(c) a person who acquires, or is considering acquiring, all or part of our business, subject to obligations of confidentiality; and

(d) any other person with your consent.

7 Disclosure outside Australia

7.1 Several of our service providers are based outside Australia or store and process information outside Australia. Personal information we hold is therefore likely to be disclosed to recipients in the United States and in countries of the European Union, and may be processed in other countries where our providers operate data centres or network infrastructure. Cloudflare operates a global network, so it is not practicable to list every country in which information may be processed.

7.2 We take reasonable steps to ensure that our overseas providers handle personal information consistently with the Australian Privacy Principles, including by using providers that commit contractually to protecting the information they process for us.

8 Artificial intelligence and automated processing

8.1 We use Cloudflare Workers AI to interpret free-text searches, so that we can match what you type to suitable spaces, and to extract information about the layout and size of a space from floor plans submitted by operators and landlords. The text of your search, and the floor plans and related details submitted with a listing, are sent to Cloudflare for this purpose.

8.2 Cloudflare states that it does not use content processed through Workers AI to train AI models. Please do not include more personal information in a free-text search than you need to describe your requirements.

8.3 We do not use computer programs to make decisions, or to do things substantially and directly related to making decisions, that could reasonably be expected to significantly affect your rights or interests. Search results and suggested spaces are a guide only, and decisions about which spaces to enquire about, inspect or take up are made by people. If that changes, we will update this Privacy Policy first.

9 Cookies, analytics and your activity on the Website

9.1 We use cookies and similar technologies to operate the Website, keep you signed in, recognise returning visitors, remember your preferences and, with your consent, measure how the Website is used and advertise our Services. Our Cookie Policy explains the cookies we use and how you can manage them.

9.2 We only use Google Analytics, Cloudflare Web Analytics, HubSpot tracking and advertising technologies from Meta and Google after you consent through the cookie banner on the Website. If your browser sends a Global Privacy Control signal, we treat it as a refusal of those analytics, tracking and advertising technologies.

9.3 The advertising technologies we use from Meta (Facebook and Instagram) and Google (Google Ads) tell those providers that you visited the Website and what you did on it, such as the spaces you viewed and whether you sent an enquiry, so that they can show you GENFLEX advertising on other websites and social media and tell us whether our advertising works. Meta and Google may combine this information with other information they hold about you and use it for their own purposes in accordance with their privacy policies. Our Cookie Policy explains how you can withdraw your consent.

9.4 We keep our own records of activity on the Website, including the searches run, the pages viewed and the spaces you show interest in. We use these records to provide the Website, to understand demand for different kinds of space and to improve our Services. If you accept marketing cookies, we also use these records to tailor our marketing. We keep activity records that identify you, such as activity linked to your account or to an enquiry you have made, for 13 months. We keep other activity records for 90 days. These periods apply to the activity records kept in our own systems. Where you have consented to HubSpot tracking, activity recorded in HubSpot against your contact record is kept in accordance with clause 12.

9.5 We also record your IP address and browser information during your sessions on the Website, and use that information to keep the Website secure and working properly and to work out your general location.

10 Direct marketing

10.1 We may use your name and contact details to send you news, market updates and information about spaces and our Services that may interest you. We may tailor our marketing emails to you, for example by reference to your general location, the locations and kinds of space you search for and the spaces you view or enquire about. We send marketing emails using Mailgun and manage email preferences in HubSpot.

10.2 If you enter your email address in an enquiry form on the Website but do not submit the enquiry, we may keep the details you have entered and email you to ask whether you would like to complete it. We will not do so if you have unsubscribed from our emails, and we will not add you to our marketing lists unless you agree.

10.3 We only send marketing emails where you have consented to receive them or where the Spam Act 2003 (Cth) otherwise permits. Every marketing email we send identifies us and includes an unsubscribe link.

10.4 You can opt out of marketing at any time by using the unsubscribe link, updating your email preferences or contacting us, and we will give effect to your request within five business days. We will continue to send you service messages about your account, enquiries, inspections and listings, as these are not marketing.

10.5 If someone refers you to us, we will contact you about that referral, and our message will identify us and include an unsubscribe link. If someone invites you to a shortlist, we will contact you about that invitation. We will not add you to our marketing lists unless you agree or the law otherwise permits.

11 Storage and security

11.1 We hold personal information electronically, in our own systems and in the cloud-based systems of the service providers listed in clause 6.4.

11.2 We take reasonable steps to protect personal information from misuse, interference and loss, and from unauthorised access, modification and disclosure. These steps include encrypted connections to the Website, one-time verification codes for signing in, and limiting access to the Website’s administration areas to authorised GENFLEX personnel using their own administrator accounts.

11.3 No method of transmitting or storing information is completely secure, and we cannot guarantee the security of information you send to us online. You can help by keeping your email account secure and by not sharing the verification codes we send you.

11.4 If we experience a data breach that is likely to result in serious harm, we will notify the affected individuals and the Office of the Australian Information Commissioner (OAIC) as required by the Privacy Act.

12 How long we keep personal information

12.1 We keep personal information only for as long as we need it for the purposes described in this Privacy Policy, including to administer our arrangements with operators and landlords and to meet our legal, accounting and record-keeping obligations. Clause 9.4 sets out how long we keep activity records in our own systems.

12.2 When we no longer need personal information, we take reasonable steps to destroy it or de-identify it.

13 Access and correction

13.1 You can ask for access to the personal information we hold about you, and ask us to correct it, by contacting us using the details in clause 17. If you have an account, you may also be able to update some of your details yourself.

13.2 We will need to verify your identity before we act on a request. We will respond within a reasonable period, usually within 30 days. We do not charge you for making a request, but we may charge a reasonable fee to cover the cost of giving you access.

13.3 If we refuse to give you access or to make a correction, we will tell you why in writing and explain how you can complain.

13.4 You can also ask us to close your account and delete your personal information. We will do so unless we need to keep the information to administer our arrangements with operators and landlords, to meet our legal, accounting or record-keeping obligations, or to establish, exercise or defend legal claims.

14 Complaints

14.1 If you have a concern or complaint about how we have handled your personal information, please contact us using the details in clause 17 and give us enough detail to look into it. We will acknowledge your complaint promptly and aim to respond within 30 days.

14.2 If you are not satisfied with our response, you can complain to the OAIC. Its contact details are available at www.oaic.gov.au, and its enquiries line is 1300 363 992.

15 Third-party websites and services

15.1 The Website contains links to third-party websites and uses map and address services provided by third parties, including CARTO and openrouteservice. Those third parties handle personal information under their own privacy policies, and we are not responsible for their privacy practices.

16 Changes to this Privacy Policy

16.1 We may update this Privacy Policy from time to time, for example if our Services or providers change or the law changes. We will publish the updated version on the Website. If we make a material change, we will also let account holders know by email or through the Website.

17 Contact us

17.1 If you have a question about this Privacy Policy, or would like to make a request or a complaint, please contact our privacy officer:

Privacy Officer

GENFLEX Group Pty Ltd

Email: privacy@genflexgroup.com

This Privacy Policy was last updated on 27 October 2026.