Effective Date: 29 October 2026

1. Introduction

SSA Facilities (“we”, “our” or “us”) is committed to protecting the privacy and personal information of our clients, suppliers, contractors, employees and website visitors.

We recognise the importance of maintaining confidentiality, transparency and trust in all our business relationships.

This Privacy Policy outlines how we collect, use, store, disclose and protect personal information in accordance with applicable Australian privacy legislation, including the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs), where applicable.

2. Information We Collect

SSA Facilities may collect personal information reasonably necessary to conduct our business and deliver our facilities management and property services.

This information may include:

  • Names, business names and job titles.
  • Contact details, including telephone numbers, email addresses and business addresses.
  • Information submitted through website contact forms, enquiries or service requests.
  • Client and supplier information relevant to service delivery, quotations and contracts.
  • Contractor information, including licences, qualifications, insurances and compliance documentation.
  • Employment and recruitment information, where applicable.
  • Website usage information, including IP addresses, browser details and cookies.

We aim to collect only information that is reasonably necessary for legitimate business purposes.

3. How We Collect Information

Personal information may be collected through:

  • Our website and online enquiry forms.
  • Direct communication by telephone, email or in person.
  • Client enquiries, quotations, tenders and service agreements.
  • Supplier and contractor registration processes.
  • Recruitment and employment applications.
  • Business networking and professional referrals.
  • Website analytics and cookies, where used.

Where practical, we collect personal information directly from the individual concerned.

4. How We Use Personal Information

SSA Facilities may use personal information to:

  • Respond to enquiries and provide requested information.
  • Prepare quotations, proposals and service agreements.
  • Deliver, coordinate and manage facilities management services.
  • Communicate with clients, suppliers and contractors.
  • Manage contractor registration, compliance and service delivery.
  • Process invoices, payments and business administration.
  • Improve our services, customer experience and website functionality.
  • Meet legal, regulatory, workplace health and safety, and contractual obligations.
  • Provide information about our services and business updates where permitted by law.

We will not use personal information for unrelated purposes unless authorised by the individual or otherwise permitted by law.

5. Disclosure of Personal Information

SSA Facilities may disclose personal information to third parties where reasonably necessary for business operations.

These may include:

  • Approved subcontractors and service providers engaged to deliver facilities management services.
  • Professional advisers, including accountants, insurers and legal representatives.
  • Information technology, website hosting and business administration providers.
  • Government agencies, regulators or other authorities where required or authorised by law.

We take reasonable steps to ensure third parties receiving personal information handle it appropriately and securely.

SSA Facilities does not sell personal information to third parties.

6. Storage and Security

SSA Facilities takes reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification or disclosure.

Security measures may include:

  • Secure electronic storage systems.
  • Password-protected devices and business applications.
  • Restricted access to confidential information.
  • Appropriate management of client, supplier and contractor records.
  • Secure disposal or de-identification of information when no longer required, subject to applicable legal obligations.

While we take reasonable precautions, no electronic transmission or storage system can be guaranteed to be completely secure.

7. Website Cookies and Analytics

Our website may use cookies and similar technologies to improve website functionality, understand visitor activity and enhance the user experience.

Cookies may collect technical information, including browser type, pages visited and general website usage patterns.

Visitors can manage or disable cookies through their browser settings. Disabling certain cookies may affect website functionality.

Where third-party analytics or other tracking services are used, information may also be handled in accordance with those providers’ privacy policies.

8. Direct Marketing

From time to time, SSA Facilities may communicate with existing or prospective clients about our services, business developments or relevant industry information.

Any electronic marketing communications will be managed in accordance with applicable Australian laws, including the Spam Act 2003 (Cth).

Recipients may request to stop receiving marketing communications at any time by contacting us or using an unsubscribe facility where provided.

9. Access to and Correction of Personal Information

Individuals may request access to personal information held about them or request corrections where information is inaccurate, incomplete, outdated or misleading.

Requests can be made using the contact details provided below.

We will respond within a reasonable timeframe and in accordance with applicable privacy legislation.

10. Overseas Disclosure

SSA Facilities may use third-party technology, cloud storage or business software providers that store or process information outside Australia.

Where personal information is disclosed overseas, we will take reasonable steps to ensure it is handled appropriately and in accordance with applicable Australian privacy obligations.

11. Retention of Personal Information

Personal information will be retained only for as long as reasonably necessary for business operations, service delivery, contractual requirements or legal compliance.

When information is no longer required, we will take reasonable steps to securely destroy or de-identify it, unless retention is required by law.

12. Privacy Concerns and Complaints

If you have concerns about how SSA Facilities has collected, used or managed your personal information, please contact us using the details below.

We will review privacy complaints and endeavour to resolve concerns promptly and fairly.

If a complaint remains unresolved, individuals may be entitled to contact the Office of the Australian Information Commissioner (OAIC).

Website: www.oaic.gov.au

13. Changes to This Privacy Policy

SSA Facilities may update this Privacy Policy periodically to reflect changes in legislation, business operations, technology or privacy practices.

The latest version will be available on our website, with the effective date updated accordingly.