Privacy Policy

1. Introduction

LOOP (“we”, “us”, “our”) is committed to protecting your privacy and handling personal information responsibly. This Privacy Policy explains how we collect, use, store, disclose, and otherwise manage personal information in connection with our website, products, and services.

We are bound by the Privacy Act 1988 (Cth) (“Privacy Act”) and the Australian Privacy Principles (“APPs”) contained in that Act. This Policy applies to all personal information collected by LOOP, including information collected from website visitors, enquiry submitters, clients, contractors, and other individuals who interact with us.

By using our website or engaging LOOP’s products or services, you consent to the collection and handling of your personal information as described in this Policy.

2. Personal Information We Collect

2.1 Contact and Identity Information

We collect personal information necessary to communicate with you and deliver our products and services, including:

•       Full name and job title;

•       Business name and ABN or ACN;

•       Email address, phone number, and postal address;

•       Correspondence and communications with LOOP.

2.2 Business and Project Information

In the course of delivering our services — particularly furniture auditing, procurement, and circular furniture solutions — we may collect confidential business information, including:

•       Architectural and interior design plans, drawings, and diagrams;

•       Office layout and floor plan information;

•       Staff headcount, team structure, and workplace needs relevant to furniture requirements;

•       Asset registers, furniture inventories, and condition reports;

•       Photos and visual records of existing furniture assets taken during audits or site visits;

•       Any other information provided by the client to enable LOOP to fulfil its brief.

This information is collected solely for the purpose of delivering the agreed products and services and is treated as strictly confidential. See Section 6 for further information on how we handle confidential client information.

2.3 Website Usage Data

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

•       IP address and browser type;

•       Pages visited, time spent on pages, and referring URLs;

•       Device type and operating system;

•       Cookie and analytics data (see Section 7 for further detail).

3. How We Collect Personal Information

We collect personal information in the following ways:

•       Directly from you when you submit an enquiry, complete a contact form, or communicate with us by email, phone, or in person;

•       Through the course of providing services, including during site visits, audits, and project delivery;

•       From your representatives or employees who interact with LOOP on your behalf;

•       Automatically through your use of our website via cookies and analytics tools (see Section 7);

•       From third parties such as referral partners or publicly available sources, where relevant and lawful.

Where practicable, we will collect personal information directly from the individual concerned. We will always tell you why we are collecting information and how it will be used at or before the time of collection.

4. Why We Collect and Use Personal Information

We collect and use personal information for the following purposes:

•       To respond to enquiries and communicate with you about our products and services;

•       To prepare and issue quotes, proposals, and agreements;

•       To deliver furniture auditing, procurement, circular furniture, and advisory services;

•       To understand your workspace requirements and fulfil your project brief;

•       To arrange delivery, installation, or removal of furniture through logistics partners and contractors;

•       To process payments and maintain financial records;

•       To improve our website, products, and services;

•       To comply with legal and regulatory obligations;

•       To contact you about updates, new services, or offers that may be relevant to your business (where you have consented or where permitted by law).

We will not use your personal information for purposes other than those for which it was collected, unless you consent or we are required or permitted to do so by law.

5. Disclosure of Personal Information to Third Parties

5.1 Logistics and Delivery Partners

Where necessary to fulfil product delivery or collection, we may share relevant contact and delivery details with our logistics and delivery partners. These parties are only provided with the information required to carry out the delivery and are not authorised to use it for any other purpose.

5.2 Contractors and Service Providers

LOOP engages contractors and third-party service providers to assist in delivering services on our behalf, including installation, removal, refurbishment, and reupholstery contractors. Where these parties require access to client information — including site details, asset data, or contact information — to perform their work, we will share the minimum information necessary. All contractors engaged by LOOP are required to handle personal and confidential information in a manner consistent with this Policy.

5.3 Audit Platform Provider

LOOP’s furniture auditing services are delivered in part through a proprietary audit portal application developed and operated by a third-party technology partner. When LOOP conducts a furniture audit, information collected during that process — including asset data, condition records, photographs, and site information — is entered into and stored within this platform.

By engaging LOOP’s audit services, you consent to relevant information being processed through this platform. LOOP takes reasonable steps to ensure that its audit platform partner handles personal and confidential information in accordance with the Australian Privacy Principles. The platform may store or process data on servers located in Australia or overseas. Where data is processed outside Australia, LOOP takes reasonable steps to ensure it receives equivalent privacy protections to those required under the Privacy Act 1988 (Cth).

Access to audit data within the platform is restricted to LOOP personnel and contractors directly involved in the relevant engagement. Audit data is not shared with any other third party except as required to deliver the services or as otherwise disclosed in this Policy. If you would like further information about the audit platform or wish to request access to your data held within it, please contact us using the details in Section 13.

5.4 Analytics and Website Service Providers

We use third-party tools to help us understand how our website is used and to improve our online presence. These may include:

•       Google Analytics — which collects anonymised usage data such as pages visited, session duration, and device type. Google’s privacy practices are governed by Google’s Privacy Policy. You can opt out of Google Analytics tracking by using the Google Analytics Opt-out Browser Add-on.

•       Other website hosting, maintenance, or performance tools as engaged from time to time.

These providers may process data outside Australia. Where this occurs, we take reasonable steps to ensure personal information is handled in accordance with the APPs.

5.5 Legal and Regulatory Disclosure

We may disclose personal information if required to do so by law, court order, or regulatory authority, or where we reasonably believe disclosure is necessary to protect the rights, property, or safety of LOOP, our clients, or others.

5.6 No Sale of Personal Information

LOOP does not sell, rent, or trade personal information to any third party for commercial or marketing purposes.

6. Confidential Client Information

LOOP recognises that information shared by clients during the course of an engagement — including architectural plans, design drawings, workplace strategy documents, and staff information — is commercially sensitive and confidential in nature.

We treat all such information as strictly confidential and will:

•       Use it only for the purpose of fulfilling the agreed brief or scope of services;

•       Restrict internal access to those personnel directly involved in the relevant project;

•       Not disclose it to any party other than contractors or suppliers engaged to deliver work on behalf of LOOP, and only to the extent necessary;

•       Take reasonable steps to securely store and, upon completion of the engagement, retain or destroy the information in accordance with our data retention practices (see Section 9).

Where a separate confidentiality or non-disclosure agreement is in place between LOOP and the client, that agreement will take precedence over this section to the extent of any inconsistency.

7. Cookies and Website Analytics

Our website uses cookies — small text files stored on your device — to improve your browsing experience and help us understand how our site is used. Cookies may be used to:

•       Remember your preferences and settings;

•       Analyse traffic patterns and user behaviour via tools such as Google Analytics;

•       Support the technical operation of the website.

You can control or disable cookies through your browser settings. Please note that disabling cookies may affect the functionality of some parts of our website. We do not use cookies to collect sensitive personal information or to track you across unrelated third-party websites.

8. Storage and Security of Personal Information

LOOP takes reasonable steps to protect personal information from misuse, interference, loss, and unauthorised access, modification, or disclosure. These steps include:

•       Storing electronic records in password-protected systems with appropriate access controls;

•       Limiting access to personal information to staff and contractors who require it to perform their role;

•       Using secure communication channels where possible;

•       Regularly reviewing our data handling practices.

While we take all reasonable precautions, no data transmission or storage system can be guaranteed to be completely secure. If you have reason to believe that your interaction with us is no longer secure, please contact us immediately using the details in Section 13.

Where personal information is stored or processed by third-party service providers, we take reasonable steps to ensure those providers maintain appropriate security standards.

9. Retention and Destruction of Personal Information

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

•       Client contact and project information is retained for a minimum of seven years following the completion of an engagement, in accordance with standard business record-keeping requirements;

•       Website analytics data is retained in accordance with the applicable third-party provider’s retention policy;

•       Information that is no longer required is securely deleted or de-identified.

Where confidential client information (such as architectural drawings or workplace plans) is no longer required for service delivery, we will securely delete or return it in accordance with any instructions from the client or the terms of the relevant agreement.

10. Accessing and Correcting Your Personal Information

You have the right to request access to the personal information LOOP holds about you, and to request that we correct any information that is inaccurate, out of date, incomplete, or misleading.

To make a request, please contact us using the details in Section 13. We will respond to your request within a reasonable time and in accordance with the APPs. In most cases, access will be provided free of charge. We may decline access in limited circumstances permitted by the Privacy Act, in which case we will explain our reasons in writing.

11. Privacy Complaints

If you believe that LOOP has handled your personal information in a way that is inconsistent with this Policy or the Privacy Act, you are entitled to make a complaint.

Please contact us in the first instance using the details in Section 13. We will acknowledge your complaint within 5 business days and aim to resolve it within 30 days. If we are unable to resolve your complaint to your satisfaction, you may refer the matter to the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au.

12. Updates to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal obligations, or the services we offer. The current version will always be published on our website with the effective date noted at the top of the document. We encourage you to review this Policy periodically.

Your continued use of our website or engagement with LOOP after any update constitutes your acceptance of the revised Policy.

13. Contact Us

If you have any questions, concerns, or requests relating to this Privacy Policy or the handling of your personal information, please contact us: