Clarence Professional Group
Last updated: 1 June 2026
Our commitment to privacy
Clarence Professional Group Pty Ltd (ABN: 95 083 343 506) and its subsidiaries and affiliates in Australia (together, “Clarence”, “we” or “us”) are committed to managing personal information in accordance with the Australian Privacy Principles (APPs) under the Privacy Act 1988 (Cth) and other applicable privacy laws.
This Privacy Policy sets out how we collect, hold, use and disclose your personal information. In this policy, “you” means any individual about whom we collect personal information.
We do not sell or trade your personal information, and we do not disclose it to third parties for their own direct marketing without your consent.
About Clarence
Clarence operates serviced offices, coworking spaces, virtual office services and meeting and mediation facilities in Sydney, Melbourne and Brisbane. Please contact us for a full list of the companies that comprise Clarence and that are subject to this policy.
What personal information we collect
The personal information we collect varies depending on how you deal with us. The main categories are set out below.
Clients and prospective clients When you enquire about our services or become a client, we make a record that includes your personal information. This typically includes:
your name, email, postal address and other contact details;
information about your employer or the organisation you represent;
your professional details; and
any other personal information you provide to us, or authorise us to collect, as part of your dealings with Clarence.
Where you take up a virtual office or registered office service, we may also collect information needed to verify your identity and to meet our obligations under anti-money laundering and counter-terrorism financing laws.
To verify your identity, we may disclose information such as your name, date of birth and address to a credit reporting body or other identity verification service to check whether it matches information they hold, and they may give us an assessment of that match.
Alternative means of verifying your identity are available on request. If we cannot verify your identity this way, we will let you know and give you the opportunity to contact the relevant body.
Information we collect for the purposes of the Anti-Money Laundering and Counter-Terrorism Financing Act 2006 (Cth) may be used and disclosed as that Act requires or permits, including disclosure to AUSTRAC and other regulators. We are required to retain certain records collected for these purposes for at least seven years, even where our relationship with you has ended.
Prospective employees and applicants When recruiting, we collect information such as your name, contact details, qualifications and work history. We generally collect this directly from you but may also collect it from third parties you would expect, such as recruitment agencies or referees you have nominated. Before offering you a position, we may collect additional details such as your tax file number and superannuation information, and information needed to conduct background checks, if relevant to the role.
Other individuals We may collect personal information about individuals who are not clients, including members of the public who attend our events, individual service providers and contractors, and others who deal with us on a commercial basis. The information we collect depends on the capacity in which you deal with us. If you attend an event we manage, we may take images or audio-visual recordings that identify you.
Visitors to our premises We operate CCTV and security cameras at our premises for the safety and security of members, visitors and staff and to protect property. Footage may identify you and is collected and held in accordance with this policy.
Using our premises and services When you use our workspaces and member services, we collect information generated through that use. This may include access card and entry records, guest wifi registration details, meeting room and facility bookings and information you provide through our member portal and member systems. If you call our reception or member services teams, we may make a record of the call.
Callers and correspondents of our clients Where we provide virtual office, registered office, telephone answering or mail handling services to a client, we may collect personal information about individuals who call, write to or send mail to that client, such as your name, contact details and the content of messages you leave. We collect and handle this information on behalf of the relevant client and disclose it to them so they can respond to you.
Sensitive information In limited circumstances we may collect sensitive information. For example, if you are injured at one of our premises or events, we may collect health information in an emergency or otherwise with your consent. We collect sensitive information only where it is reasonably necessary for our functions and, where required, with your consent.
You can decline to give us personal information we request, but this may mean we cannot provide some or all of the services you have asked for.
How and why we collect and use personal information
We collect personal information that is reasonably necessary to run our business, to assess and manage client needs, and to provide and administer our services. The purposes for which we collect and use personal information include:
responding to enquiries, requests for information and complaints;
providing, administering and billing for our services, including entering into and managing agreements;
planning, managing and promoting our facilities, services and events;
researching, developing and improving our facilities and services;
keeping you informed about our activities, facilities and services; and
recruitment, including for volunteers, internships and work experience.
We generally collect personal information directly from you, by phone, by email, through our website, in person, or via social media. We may also collect it from other sources, such as our related companies and third-party suppliers and contractors who help us run our business.
Our website, cookies and online tracking
You can visit our website without identifying yourself. If you provide your contact details, for example in an enquiry form, we will handle that information in accordance with this policy.
Our website uses cookies. A cookie is a small file stored by your browser that helps the site work and remember your settings. We collect information such as your device and browser type, IP address, and the pages you view on our site and on third-party sites. You can use your browser settings to control how cookies are handled, but some parts of our site may not work properly if you disable them.
We may use third-party analytics and advertising services (for example, Google Analytics and Google Ads) that set cookies and collect usage information to help us understand how our site is used and to measure our marketing. Our website may also contain links to third-party sites. We are not responsible for the content or privacy practices of those sites.
Dealing with us anonymously
Where it is lawful and practicable, you may deal with us anonymously or using a pseudonym, for example when making a general enquiry. In most cases it is not practicable for us to deal with you anonymously on an ongoing basis, and if we cannot collect your personal information you may be unable to use our services or attend our events.
How we hold and protect personal information
We store personal information in secure electronic systems and, where relevant, in paper files. We use trusted third-party storage and IT providers, some of which may be located overseas (see Overseas disclosure below). Paper records may be converted to electronic form, with the originals securely archived or destroyed.
We take reasonable steps to protect personal information from misuse, interference and loss, and from unauthorised access, modification or disclosure. These steps include physical security at our premises, access controls such as user identifiers and passwords, firewalls and other network security measures, and encryption of personal information transmitted through our website. We take steps to destroy or de-identify personal information when we no longer need it and are no longer required by law to retain it.
Data breaches
If we experience a data breach that is likely to result in serious harm to any individual whose personal information is involved, we will respond in accordance with the Notifiable Data Breaches scheme under the Privacy Act. This includes taking steps to contain and assess the breach and, where required, notifying affected individuals and the Office of the Australian Information Commissioner.
Direct marketing
We may use or disclose your personal information to tell you about our services, promotions, events and other opportunities that may interest you. You can opt out of direct marketing at any time by using the contact details at the end of this policy or the unsubscribe function in our messages. If you opt out, we may still contact you about our ongoing relationship with you.
How we use and disclose personal information
For clients The purposes for which we use and disclose your information depend on the services we provide. For example, where you engage us to deliver a service, we may disclose information about you to service providers where this is relevant to that service.
For event customers and participants If you take part in an event, we may disclose your information to our clients and venues where this is reasonably necessary for the event. We may use images or recordings that identify you for promotional purposes where you would reasonably expect this.
Contractors and other service providers We may disclose personal information to third parties we engage to help deliver our services, including providers of data processing and analysis, customer surveys, IT services and support, website maintenance, printing, archiving, mail-outs and market research.
Administration and management We also use and disclose personal information for administrative and operational purposes, including:
billing, payments and debt recovery;
planning, managing and evaluating our services and quality improvement;
statistical analysis and reporting;
training staff and contractors;
managing legal liabilities and claims, including liaising with insurers and legal advisers;
obtaining advice from professional advisers; and
responding to subpoenas and other legal obligations.
We may also use and disclose your personal information for other purposes explained to you at the time of collection, or as otherwise set out in this policy or permitted by law.
Where we provide services on credit terms, we may collect credit-related information about you or your organisation, including from credit reporting bodies, and may disclose information to debt collection agencies where accounts remain unpaid. We handle credit-related information in accordance with Part IIIA of the Privacy Act and the Privacy (Credit Reporting) Code.
Automated decision-making
We do not use computer programs to make, or to substantially assist in making, decisions that could reasonably be expected to significantly affect your rights or interests. If this changes, we will update this policy.
Overseas disclosure
Some of our service providers, including IT and data storage providers, are located or store data overseas. The countries in which these recipients are likely to be located include:
Singapore; and
United States of America.
Before disclosing personal information overseas, we take reasonable steps to ensure the recipient handles it consistently with the Australian Privacy Principles, unless an exception under the APPs applies or you have consented to the disclosure.
Accessing and correcting your information
You can ask to access the personal information we hold about you by contacting our Privacy Officer using the details below. Before releasing any information, we will require reasonable proof of your identity to make sure we are not disclosing your information to someone else. We will not charge you for making a request, but we may charge for the reasonable cost of compiling the information.
We take reasonable steps to keep your information accurate, complete and up to date. If you are a member, you can update many of your details directly through your member account. Please also let us know if your details change or if you think information we hold is wrong. If you believe information we hold is inaccurate, out of date, incomplete, irrelevant or misleading, you can ask us to correct it, and we will take reasonable steps to do so. We may decline a request to access or correct information in the limited circumstances allowed under the APPs, and if we do, we will give you our reasons.
Complaints
If you have a question or concern about how we handle your personal information, please contact our Privacy Officer using the details below. We will first consider whether there are simple steps to resolve the matter and will generally respond within seven days.
If your complaint needs more detailed investigation, we will acknowledge it within seven days and aim to complete our investigation promptly. In most cases we will respond within 30 days of receiving the complaint; if the matter is complex and will take longer, we will let you know.
If you are not satisfied with our response, or you consider we may have breached the Australian Privacy Principles or the Privacy Act, you can complain to the Office of the Australian Information Commissioner on 1300 363 992 or at www.oaic.gov.au.
Changes to this policy
We may update this Privacy Policy from time to time. The current version will always be available on our website, and the date at the top shows when it was last updated.
How to contact us
If you have any questions about this policy, please contact our Privacy Officer:
Privacy OfficerClarence Level 11, 65 York Street Sydney NSW 2000 privacy@cpogroup.com.au