Privacy Policy

Kaizen West Pty Ltd
ABN: 67 676 721 010
Effective Date: 1 October 2026
Privacy Policy Version: V1

1. About This Privacy Policy

Kaizen West Pty Ltd (“Kaizen West”, “we”, “us” or “our”) respects your privacy and is committed to protecting the personal information we collect and hold.

This Privacy Policy explains how we collect, hold, use, disclose and protect personal information when you interact with Kaizen West, including when you:

• enquire about our services;
• become a member;
• create or use a member account;
• make or manage a booking;
• access or use our premises and facilities;
• use our access-control systems;
• attend Kaizen West as a guest or visitor;
• communicate with us;
• interact with our website or social media pages; or
• otherwise interact with Kaizen West.

This Privacy Policy should be read together with the Kaizen West Terms & Conditions and any applicable membership, booking or service agreement.

2. About Kaizen West

Kaizen West Pty Ltd operates a coworking facility in West Perth, Western Australia.

Kaizen West provides coworking and related services including private offices, hot desks, dedicated desks, meeting rooms, boardroom facilities, podcast studio facilities and event services.

3. Personal Information We Collect

The information we collect depends on how you interact with Kaizen West.

We may collect:

3.1 Contact and business information

This may include:

• name;
• business or company name;
• job title or position;
• email address;
• telephone number;
• business or postal address;
• billing details; and
• other information you provide to us.

3.2 Membership and account information

If you become a member, we may collect:

• membership details;
• membership type;
• account information;
• membership commencement and expiry dates;
• booking history;
• facility usage;
• meeting room and other facility bookings;
• access permissions;
• account status;
• communications with us; and
• information necessary to administer your membership.

3.3 Access-control information

Kaizen West uses Salto KS as its electronic access-control system.

When you are provided with access to Kaizen West, we may collect and retain information relating to your access, including:

• your name or member identification;
• access permissions;
• access credentials or access-device information;
• the date and time an access credential is used;
• the relevant door, entry point or access-controlled area; and
• records of access events.

This information allows Kaizen West to determine when authorised access credentials have been used to enter or leave access-controlled areas.

We use access-control information for purposes including:

• managing access to the premises;
• protecting members, visitors, staff and property;
• investigating security incidents;
• identifying unauthorised access;
• managing access permissions;
• responding to incidents or disputes; and
• complying with legal or safety requirements.

Access-control information may also be handled by Salto KS and its relevant service providers in accordance with their applicable terms and privacy practices.

3.4 CCTV and security footage

Kaizen West operates CCTV cameras inside the coworking premises and in external areas around the premises.

CCTV may capture images of members, guests, visitors, staff, contractors and other individuals who enter or move through areas covered by the cameras.

CCTV footage may be used for purposes including:

• protecting members, visitors and staff;
• protecting property;
• maintaining building security;
• monitoring access to the premises;
• investigating incidents;
• investigating suspected misconduct or unlawful activity;
• responding to security concerns;
• assisting with safety and emergency matters; and
• complying with legal or regulatory requirements.

CCTV footage is not used for general monitoring of members’ work activities or productivity.

3.5 Visitor information

Where appropriate, we may collect information about visitors and guests attending Kaizen West, including:

• name;
• contact details;
• host or member details;
• access information;
• date and time of attendance; and
• information reasonably required for security and visitor management.

Members may be responsible for providing or submitting information about their guests where required by Kaizen West.

3.6 Payment and financial information

Kaizen West uses Stripe and Xero in connection with payments, billing, accounting and financial administration.

We may collect:

• invoices;
• transaction details;
• billing information;
• payment status;
• membership charges;
• booking charges;
• receipts; and
• records of amounts paid or owing.

Payment card information may be processed directly by Stripe or another payment provider rather than being stored directly by Kaizen West.

3.7 Communications

We may collect information contained in communications between you and Kaizen West, including:

• emails;
• enquiries;
• booking requests;
• support requests;
• complaints;
• feedback;
• correspondence; and
• other communications.

Kaizen West uses Microsoft Outlook for email and business communications.

3.8 CRM and business relationship information

Kaizen West uses Capsule CRM to manage business relationships, enquiries and customer information.

Information stored in our CRM may include:

• contact details;
• company information;
• enquiry history;
• communications;
• notes relating to business relationships;
• membership or prospective membership information; and
• other information reasonably required to manage our relationship with you.

3.9 Website and online information

When you use our website or online services, we may collect information such as:

• IP address;
• browser and device information;
• pages visited;
• date and time of access;
• general website usage information; and
• information collected through cookies or similar technologies.

3.10 Social media

Kaizen West maintains and operates social media pages and accounts, including Facebook and LinkedIn.

If you interact with Kaizen West through these platforms, the relevant platform may collect information about your interaction with our page or content.

For example, this may include your profile name, comments, reactions, messages and other information you choose to make available through the platform.

Your use of Facebook and LinkedIn is also subject to the privacy policies and terms of those platforms.

Kaizen West may use information provided through social media to respond to enquiries, communicate with users, manage our online presence and promote Kaizen West.

4. How We Collect Personal Information

We generally collect personal information directly from you.

For example, we may collect information when you:

• contact us;
• submit an enquiry;
• apply for or purchase a membership;
• create an account;
• make a booking;
• complete a form;
• provide information to our staff;
• enter or use Kaizen West;
• use your access credentials;
• communicate with us by email;
• interact with our website;
• interact with our social media pages; or
• otherwise provide information to us.

We may also collect personal information from third parties where reasonably necessary, including:

• OfficeRnD;
• Salto KS;
• Stripe;
• Xero;
• Capsule CRM;
• Microsoft and related services;
• CCTV and security systems;
• building management;
• contractors and service providers;
• a member’s organisation or employer where authorised; and
• government agencies or other parties where permitted or required by law.

Some information may also be collected automatically through our access-control, CCTV, website and technology systems.

5. OfficeRnD and Membership Management

Kaizen West uses OfficeRnD to assist with membership management, bookings, workspace administration and related services.

Information provided to or generated through OfficeRnD may include:

• member details;
• account information;
• membership information;
• bookings;
• payments or billing information;
• facility usage information;
• communications; and
• other information required to administer our services.

OfficeRnD may process information on our behalf as a technology service provider.

6. Why We Collect and Use Personal Information

Kaizen West collects, holds, uses and discloses personal information for purposes including:

• providing coworking and related services;
• administering memberships;
• managing member accounts;
• processing bookings;
• managing access to Kaizen West;
• maintaining access-control records;
• monitoring and maintaining premises security;
• operating CCTV systems;
• processing payments and invoices;
• managing accounting records;
• responding to enquiries;
• providing member and customer support;
• managing our business relationships;
• communicating with members and prospective members;
• managing events and facility bookings;
• investigating incidents and complaints;
• maintaining and improving our services;
• conducting marketing and promotional activities where permitted;
• managing our website and social media presence;
• complying with legal and regulatory obligations;
• protecting the rights, safety and property of Kaizen West and others; and
• other purposes reasonably necessary to operate our business.

7. Disclosure of Personal Information

We may disclose personal information to third parties where reasonably necessary to operate Kaizen West and provide our services.

These may include:

• OfficeRnD;
• Salto KS;
• Microsoft and related services;
• Stripe;
• Xero;
• Capsule CRM;
• Hikvision and relevant CCTV/security service providers;
• website and technology providers;
• IT service providers;
• payment providers;
• accountants and auditors;
• professional advisers;
• contractors and service providers;
• building owners or building management where reasonably necessary;
• insurers;
• legal advisers;
• government agencies and regulators;
• law enforcement where required or authorised by law; and
• other parties where you have authorised us to disclose your information.

We do not sell personal information to third parties.

8. Overseas Disclosure and Storage

Some technology, software, hosting, payment, communication, CRM, accounting, access-control and other service providers used by Kaizen West may store, access or process personal information outside Australia.

These providers may include third-party services such as OfficeRnD, Salto KS, Microsoft, Stripe, Xero, Capsule CRM and services associated with our website, social media and technology systems.

The location in which information is stored or processed may vary depending on the service provider, account configuration and services being used.

Where practicable, Kaizen West will identify the relevant countries or regions in which personal information is likely to be disclosed or processed.

Where personal information is disclosed to an overseas recipient, Kaizen West will take reasonable steps to ensure that applicable privacy obligations are addressed in accordance with Australian privacy law.

9. Direct Marketing

Kaizen West may use your personal information to communicate with you about:

• Kaizen West services;
• memberships;
• events;
• promotions;
• new facilities;
• member updates;
• special offers; and
• other information relevant to your relationship with Kaizen West.

We may communicate with you by email, social media or other appropriate communication channels.

Where required by law, we will obtain consent before sending direct marketing communications.

You may opt out of marketing communications at any time by using the unsubscribe facility provided in the communication or by contacting us.

Opting out of marketing will not prevent us from sending essential administrative or service communications, including booking confirmations, invoices, access notifications, security notices or other communications necessary to administer your relationship with Kaizen West.

10. Cookies and Similar Technologies

Our website and online services may use cookies and similar technologies.

These technologies may be used to:

• operate our website;
• improve website functionality;
• remember preferences;
• understand website usage;
• analyse website performance; and
• support marketing or analytics activities.

You may be able to control cookies through your browser settings.

Third-party platforms used by Kaizen West may also use cookies, pixels or similar technologies in accordance with their own privacy policies.

11. How We Protect Personal Information

Kaizen West takes reasonable steps to protect personal information from misuse, interference, loss and unauthorised access, modification or disclosure.

Depending on the information and system involved, security measures may include:

• access controls;
• authentication and account controls;
• physical security measures;
• electronic access-control systems;
• CCTV;
• restricted system access;
• secure storage arrangements;
• technology and network security measures;
• appropriate staff and contractor access controls; and
• contractual or other controls applied to relevant service providers.

No method of storing or transmitting information is completely secure. While we take reasonable steps to protect personal information, we cannot guarantee that information will always be protected from every possible security incident.

12. Retention of Personal Information

Kaizen West retains personal information for as long as reasonably necessary for the purposes for which it was collected, including to:

• provide services;
• administer memberships;
• maintain business and transaction records;
• manage access and security;
• investigate incidents;
• resolve complaints or disputes;
• comply with legal, accounting and regulatory obligations; and
• protect our legitimate business interests.

Retention periods may differ depending on the type of information.

When personal information is no longer required, Kaizen West will take reasonable steps to securely destroy or de-identify it, unless we are required or permitted by law to retain it.

13. Access to Personal Information

You may request access to personal information Kaizen West holds about you.

Requests should be made using the contact details in section 22.

We may ask you to provide information reasonably necessary to verify your identity and locate the relevant information.

We will deal with access requests in accordance with applicable privacy laws.

In some circumstances, access may be refused where permitted or required by law.

14. Correction of Personal Information

Kaizen West takes reasonable steps to ensure that personal information it holds is accurate, complete and up to date.

If you believe that information we hold about you is inaccurate, incomplete, out of date or misleading, you may request that it be corrected.

Please contact us using the details in section 22.

We will consider and respond to correction requests in accordance with applicable privacy laws.

15. Anonymity and Pseudonymity

Where lawful and practicable, you may interact with Kaizen West anonymously or using a pseudonym.

However, identification will generally be required where necessary to:

• establish or administer a membership;
• provide access to the premises;
• process a booking;
• process a payment;
• manage security;
• investigate an incident;
• communicate with you about your account; or
• comply with legal requirements.

16. Sensitive Information

Kaizen West does not generally require sensitive information to provide coworking services.

We will only collect sensitive information where permitted or required by law and, where required, with your consent.

If you voluntarily provide sensitive information to us, we will handle it in accordance with applicable privacy laws.

17. CCTV and Access Records

CCTV footage and access-control records may contain personal information about individuals who use or visit Kaizen West.

Access to these records is restricted to authorised persons who require access for legitimate business, security, safety, legal or operational purposes.

Kaizen West will not ordinarily provide CCTV footage or detailed access records to another member merely because that member requests them.

Requests for access to personal information contained in CCTV or access records will be considered in accordance with applicable privacy laws and any relevant legal restrictions.

18. Third-Party Platforms and Services

Kaizen West uses third-party platforms and services to operate its business.

These currently include:

• OfficeRnD: membership, workspace and booking management;
• Salto KS: electronic access control;
• Microsoft Outlook: email and business communications;
• Stripe: payment processing;
• Xero: accounting, invoicing and financial administration;
• Capsule CRM: customer relationship and business information management;
• Hikvision: CCTV/security equipment and related systems;
• Facebook: social media and communications;
• LinkedIn: social media, professional networking and communications.

These providers may collect, store or process information in accordance with their own terms and privacy policies.

Where these providers process personal information on behalf of Kaizen West, we take reasonable steps to select and manage service providers appropriately and to address applicable privacy obligations.

19. Social Media

Kaizen West may publish photographs, videos, announcements and other content on social media platforms including Facebook and LinkedIn.

Where an individual is identifiable in content published by Kaizen West, we will take reasonable steps to ensure that the collection and use of that personal information is consistent with applicable privacy laws.

If you have concerns about an image or other personal information published by Kaizen West, please contact us.

20. Data Breaches

Kaizen West maintains processes for responding to suspected or actual data breaches.

Where a data breach occurs involving personal information, we will assess the incident and take reasonable steps to contain, investigate and respond to it.

Where the Notifiable Data Breaches scheme applies and the breach is likely to result in serious harm, Kaizen West will comply with its notification obligations under applicable law.

This may include notifying affected individuals and the Office of the Australian Information Commissioner.

21. Privacy Complaints

If you believe Kaizen West has mishandled your personal information or breached applicable privacy laws, you may make a privacy complaint to us.

Complaints should be sent to:

Email: admin@kaizenwest.com.au

Please provide enough information for us to understand and investigate your concern.

We will:

1. acknowledge the complaint where appropriate;
2. investigate the circumstances;
3. consider the relevant information and applicable privacy obligations; and
4. provide a response within a reasonable period.

There is no charge for making a privacy complaint.

If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC).

22. Contact Us

For questions about this Privacy Policy, requests for access or correction, or privacy complaints, please contact:

Kaizen West Pty Ltd
Email: admin@kaizenwest.com.au
Website: www.kaizenwest.com.au

23. Changes to This Privacy Policy

Kaizen West may update this Privacy Policy from time to time to reflect changes to:

• our services;
• our information-handling practices;
• technology and systems;
• third-party service providers;
• applicable laws or regulations; or
• our business operations.

Where appropriate, we will provide notice of material changes.

The current version of this Privacy Policy will be made available on the Kaizen West website.

Privacy Policy Version: V1
Effective Date: 1 October 2026