Last updated: 11 August, 2026 12:28
CoBrew Visitor and Member ID Privacy Notice.
1. Information We Collect
When you register for a workspace, check in, or visit CoBrew, we collect personal information directly from you. This includes your full name, contact details, organization, photo, and details from your government-issued photo ID (such as an Australian Driver's Licence or Passport).
2. Purpose of Collection
We collect and hold this personal information strictly to fulfill legitimate operational and safety functions:
* Site Security & Emergency Response: Confirming visitor identities to prevent unauthorized building access and maintaining accurate physical check-in logs for emergency management under Victorian workplace health and safety standards.
* Access Credentials: Generating temporary guest passes, physical keycards, or mobile access rights.
* Legal & Statutory Obligations: Complying with commercial tenancy requirements, property protection, or regulatory obligations related to virtual office or mail-handling arrangements.
3. Compliance, Storage, and Data Security
* Applicable Legislation: This policy is designed in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs) (or the Privacy and Data Protection Act 2014 (Vic) if operating as or on behalf of a Victorian public sector body).
* Data Security & Storage: Physical ID scans and digital visitor logs are stored on encrypted servers with access restricted to authorized management personnel. Cloud service providers used to process host data are vetted for compliance with Australian privacy standards.
* Retention & Destruction: Check-in logs and ID scans are retained only for as long as reasonably necessary for operational security and audit purposes—typically [e.g., 30 to 90 days]—after which records are securely destroyed or permanently de-identified.
4. Disclosure of Personal Information
We do not sell, rent, or trade your personal information. Data is only disclosed:
* To secure visitor management software providers acting on our behalf.
* If required or authorized by Australian law, court orders, or law enforcement (e.g., Victoria Police).
* Overseas Disclosure: If any visitor management software processes data overseas (e.g., US cloud servers), we take reasonable steps to ensure compliance with APP 8.
5. Your Rights & Complaints
Under the APPs, you have the right to request access to the personal information we hold about you and request corrections if required.
* Privacy Contact: To request access, lodge a privacy query, or make a complaint, contact our Privacy Officer at [Insert Email Address].
* Regulatory Authority: If you are unsatisfied with our response, you may escalate your complaint to the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au (or the Office of the Victorian Information Commissioner (OVIC) if applicable).