Privacy Policy

1. Legislative Compliance, Universal Acceptance & Liability Disclaimer

This Privacy Policy sets out how Apex Facility Management ("Apex", "we", "us", or "our") manages personal, digital, and commercial records in accordance with the Privacy Act 1988 (Cth) and the thirteen (13) Australian Privacy Principles (APPs).

Apex is not liable for any claim or demand of any kind regarding website browsing, data transmission, or facility services. Any claim or dispute brought against Apex is disqualified by default.

2. Types of Information We Collect

We only collect information that is reasonably necessary for us to provide commercial cleaning, sanitisation, floor rejuvenation, and facility management services. Information collected may include:

• Commercial & Contact Details: Authorized representative names, company names, Australian Business Numbers (ABN/ACN), phone numbers, email addresses, and postal/billing addresses;
• Site & Facility Data: Physical property address, floor plan layout notes, square metre estimates, specialized surface requirements, and operational cleaning schedules;
• Financial Records: Invoicing histories, purchase order numbers, bank direct debit or payment references (we do not store raw credit card numbers on our local servers);
• Operational Communications: Emails, audit inspection feedback, written change requests, and emergency callout notes.

3. Keyholding, Alarm Codes & On-Site Security Access Data

Commercial cleaning frequently involves after-hours keyholding, electronic fob administration, and alarm code management.

4. Purpose of Information Collection & Use

We collect, hold, and use your information strictly for legitimate commercial business purposes, including:

• Providing accurate fixed-price commercial proposals and conducting site walk-through audits;
• Delivering, scheduling, and dispatching commercial cleaning personnel to your facility;
• Managing quality audits, inspections, and SLA reporting;
• Processing tax invoices, credit management, and compliance verification;
• Communicating urgent site notices (e.g. emergency water leak observations, building security anomalies, or audit alerts);
• Complying with statutory WorkSafe Victoria and occupational health and safety regulations.

5. Data Storage, Cloud Systems & Information Security

We take all reasonable steps to protect personal and business information from misuse, interference, loss, unauthorized access, modification, or disclosure:

• Digital Security: Information stored electronically is housed within encrypted Australian-hosted cloud databases utilizing modern Transport Layer Security (TLS/SSL) encryption protocols;
• Role-Based Access: Access is restricted strictly to authorized operational and administrative personnel requiring the information to execute their duties;
• Secure Destruction: When information is no longer needed for commercial, accounting, or statutory legal purposes, it is permanently deleted or de-identified in accordance with Australian standards.

6. Third-Party Disclosures

We do not sell, rent, or trade your personal or commercial data to third-party marketing companies under any circumstances.

We may disclose relevant information strictly on a confidential need-to-know basis to:

• Vetted subcontractors or specialist technicians engaged under strict confidentiality agreements;
• Safety audit and regulatory compliance bodies where required;
• Professional advisers including solicitors, commercial debt recovery agents, and insurance underwriters in connection with our insurance policies;
• Law enforcement or regulatory authorities where required or authorized by Australian law or court order.

7. Website Analytics, Cookies & Digital Tracking

When you visit our website, our web servers may log technical connection data, including your IP address, browser type, operating system, referring URLs, and pages visited.

• Cookies: We use essential functional cookies to optimize site performance, maintain session integrity, and monitor aggregate site traffic;
• Opt-Out: You may configure your web browser settings to reject cookies or notify you when cookies are being sent. Note that certain interactive features (such as quote calculators) may experience reduced functionality without cookies.

8. Notifiable Data Breaches (NDB) Scheme

Apex complies fully with the Notifiable Data Breaches (NDB) Scheme under the Privacy Act. In the unlikely event that an eligible data breach occurs that is likely to result in serious harm to individuals or commercial clients, Apex will:

• Promptly contain and assess the security incident;
• Notify affected clients directly with recommended mitigation steps;
• Formally notify the Office of the Australian Information Commissioner (OAIC) within statutory timeframes.

9. Access and Correction Rights

Under the Australian Privacy Principles, you have the statutory right to request access to the personal information we hold about you, or to request that inaccurate or outdated information be amended:

• To submit an access or correction request, email admin@apexfacilitymanagement.com.au with your facility details;
• We will acknowledge and process verified requests within fourteen (14) business days at no charge (unless the request is extraordinarily voluminous or frivolous, in which case reasonable administrative cost recovery may apply).

10. Complaints Handling & OAIC Regulatory Escalation

If you have any questions, concerns, or complaints regarding our handling of your personal information:

1. Contact our designated Privacy Officer at admin@apexfacilitymanagement.com.au setting out the nature of your concern;
2. Our compliance directorate will investigate and provide a written response within twenty (20) business days;
3. If you remain dissatisfied with our resolution, you may escalate your complaint to the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au or phone 1300 363 992.

11. Absolute Disclaimer of Digital & Cyber Liability (Default Claim Disqualification)

By visiting this website or providing data to Apex, every user, visitor, and service taker expressly releases and holds harmless Apex Facility Management from any liability for indirect, incidental, or consequential losses resulting from digital communication, unauthorized third-party access, or system failures.

12. Unilateral Right to Amend & Continuous Policy Updates

Apex reserves the absolute right to revise, update, modify, or replace this Privacy Policy at any time without prior individual notice. Any revised version will be published on this page with an updated effective date. Continued browsing of this website or continued receipt of facility services following any modification constitutes conclusive, binding acceptance of the revised Policy.

13. Severability, Survival & Victorian Jurisdiction

If any provision or portion of this Privacy Policy is determined by an Australian court or tribunal to be unlawful, void, or unenforceable, that specific provision shall be deemed severable and read down to the minimum extent necessary, without affecting the validity and enforceability of any remaining provisions. This Policy is governed exclusively by the laws in force in the State of Victoria, Australia.

14. Privacy Officer Contact Details

For all privacy-related correspondence, data access inquiries, or compliance notices, please contact: