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Office Fitout Professionals

Perth’s turnkey commercial office fitout, design and construction specialists

Office Fitout Professionals Privacy Policy

Effective Date: 14 July 2026
Last Updated: 14 July 2026
Document Version: 2.1

1. Introduction

Office Fitout Professionals Pty Ltd (“we,” “us,” “our,” “OFP,” or “Company”) is a commercial office fitout, design and construction business based in Perth, Western Australia (Builders Registration BP12706). This Privacy Policy explains how we collect, use, store, share, and protect personal information across our website, digital platforms, and services — including our ChatGPT-powered assistant app.

This policy applies to:

  • Visitors to ofp.com.au and our website
  • Users of our ChatGPT app and other digital platforms
  • Prospective clients who contact us for information or quotes
  • Clients who engage our commercial fitout, interior design, partitions, construction, and renovation services
  • Anyone who provides information through contact forms, booking systems, our ChatGPT app, or direct communication

By accessing our website, app, or services, you agree to this Privacy Policy. If you do not agree, please do not use our services.

2. Data Categories Collected

2.1 Information You Provide Directly

Contact Forms & Enquiries

  • First name and last name
  • Email address
  • Phone number
  • Suburb and property address
  • Message content describing your enquiry
  • Any other information you voluntarily provide

Quote & Site Measure Booking

  • Full name and contact details
  • Company name and industry
  • Business premises address and suburb
  • Preferred date and time for an initial consultation
  • Scope of work (commercial fitout, medical/dental fitout, partitions, de-fit, construction, or renovation)
  • Budget and project timeline information

Client Project Data

  • Floor plans, lease documents, and site measurements
  • Building permit and council/Shire approval documentation
  • Architectural concept drawings and design specifications
  • Furniture, fittings, flooring, lighting, and partition selections
  • Project management software records (tasks, milestones, progress updates)
  • Photographs of the premises and completed work (with consent)
  • Trade and subcontractor coordination details relevant to your project

Communication & Correspondence

  • Email messages and attachments
  • Phone call notes and call summaries
  • Site visit and consultation notes
  • Support requests and feedback on our services

ChatGPT App Interactions

  • Questions and prompts you submit within the app
  • Conversation history and AI-generated responses
  • Enquiry details and project information submitted through app forms
  • Appointment or quote booking information provided via the app
  • Any free-text messages or content you submit

2.2 Information Automatically Collected

Website & App Technical Data

  • IP address and approximate geolocation
  • Device type, operating system, and browser version
  • Pages visited and time spent on each page
  • Referring source (how you found us) and exit pages
  • Session information and unique identifiers

Analytics & Behavioural Data

  • Interaction patterns with our website, app, and content
  • Which products, designs, or pages you view
  • Form submission patterns and completion rates
  • Quote request and enquiry conversion data
  • Features used and time spent within the ChatGPT app

3. AI Tool Interaction Data

3.1 ChatGPT App Data Collection

Our ChatGPT app helps prospective and existing clients get quick answers about OFP’s commercial fitout, design, and construction services, including general guidance on our process, service offerings, and how to book a consultation or site measure. When you interact with the app, we collect the questions and prompts you submit, the responses generated by the AI, your feedback on response helpfulness, conversation history and context, the time and date of interactions, and your account information (if applicable).

3.2 How Conversational Data Is Used

Your conversation data may be used to: respond to your specific enquiries and provide guidance about our services; refine the app’s accuracy and relevance; understand common questions across users; improve underlying AI models (subject to your opt-out preferences, see Section 3.4); tailor recommendations based on the project context you share; and generate aggregate insights about enquiry trends. Inputs you submit to the ChatGPT app may be processed by OpenAI in accordance with OpenAI’s own privacy policy. Conversational data is not permanently stored beyond the retention period below unless retaining it longer is needed for customer support, security, or legal reasons.

3.3 Storage & Third-Party Processing

NoodleSeed Platform — Your conversation data is stored and processed by NoodleSeed, which acts as our data processor for the ChatGPT app. NoodleSeed implements security measures to protect your information and uses it only as instructed by OFP.

OpenAI Integration — The ChatGPT app uses OpenAI’s technology to generate responses. Your conversational data may be processed by OpenAI in accordance with OpenAI’s Privacy Policy (https://openai.com/privacy). By using the app, you consent to OpenAI processing your data.

Data Retention for Conversational Content — ChatGPT conversational data is retained for 30 days and deleted automatically thereafter, unless required longer for security or legal compliance. You may request earlier deletion at any time (see Section 7).

3.4 AI Model Training & Improvement

By default, your conversation data may be used to help train and improve the AI models underlying our app. You can opt out of this use at any time by contacting peter@ofp.com.au with the subject line “Opt-Out of AI Training” and specifying the data you want excluded. We will flag your account accordingly. This opt-out does not affect real-time responses to your queries.

4. How We Use Your Information

4.1 Service Delivery

  • Respond to enquiries and provide information about our fitout, design and construction services
  • Schedule and manage consultations and site visits
  • Produce concept designs, space plans, and architectural drawings
  • Prepare and submit building permit and approval documentation
  • Manage project delivery, including trades, furniture, and fittings coordination
  • Provide post-fitout support and handover services
  • Deliver relevant answers and guidance through our ChatGPT app

4.2 Business Operations

  • Maintain accurate client records and enquiry databases
  • Process payments, deposits, and manage billing
  • Execute contracts and manage service agreements
  • Track job progress, scheduling, and deliverables
  • Document communications and project decisions

4.3 Marketing & Business Development

  • Identify potential clients and follow up on enquiries
  • Create case studies and before/after galleries (with client permission)
  • Refine our service offerings and product range
  • Develop targeted marketing campaigns
  • Build and maintain enquiry and prospect pipelines

4.4 Analytics & Continuous Improvement

  • Analyse website and app usage and user behaviour patterns
  • Track which products and content generate interest
  • Measure campaign, website, and app effectiveness
  • Identify technical issues and usability problems
  • Improve website and app functionality and user experience

4.5 Communication

  • Send appointment and site measure reminders and confirmations
  • Provide quote, project, and installation updates
  • Follow up on initial enquiries and quotes
  • Request feedback on our services
  • Send promotional materials and offers (with consent)

4.6 Compliance & Legal Obligations

  • Meet legal requirements under the Australian Privacy Act
  • Enforce terms of service and contracts
  • Prevent fraud and unauthorised access
  • Respond to lawful requests from authorities
  • Maintain audit trails and compliance records

5. Data Recipients & Third-Party Sharing

5.1 Data Processors & Service Providers

We share your information with trusted partners who process data on our behalf:

Service Category Providers Used Purpose
ChatGPT App Platform NoodleSeed Building, hosting, and operating our ChatGPT app
AI Platform Providers OpenAI Processing user inputs from ChatGPT application
Website Hosting & Infrastructure WordPress hosting provider (or similar) Website hosting, security, backups
Analytics & Tracking Google Analytics, Meta Pixel Website performance, user behaviour analysis
Email Marketing & Communications Mailchimp, SendGrid, or similar platforms Email campaigns and automated communications
Quote & Appointment Management Calendly, Google Calendar, or similar Scheduling site measures and consultations
CRM & Client Management HubSpot, Salesforce, or similar CRM systems Client relationship management and tracking
Form Management & Lead Capture Gravity Forms or native WordPress forms Contact form and quote request handling
Payment Processing Stripe, PayPal, or similar processors Processing deposits, payments and invoicing
Project Management Software Internal project management/tracking platform Tracking project milestones and providing client progress updates
Council & Building Approvals Local council/Shire building services Processing building permits and approvals on your behalf

5.2 Data Sharing Within Office Fitout Professionals

  • Sales and customer service teams receive enquiry information
  • Installation and project teams receive job and site details
  • Office and finance staff receive billing and payment information
  • Management receives aggregated analytics and business insights

5.3 Data We Do NOT Share

  • We do not sell personal information to third parties
  • We do not rent or lease contact lists
  • We do not share data with unaffiliated marketing companies
  • We do not disclose data to data brokers
  • We do not share client data with competitors

5.4 Sharing with Legal Authority

We may disclose information if required by law, court order, or government request, or if we believe disclosure is necessary to comply with legal obligations, enforce our terms of service, or protect the rights and safety of Office Fitout Professionals, our users, or the public.

6. Data Retention

Data Type Retention Period Reason
Website Analytics Data 90 days (aggregated) Performance tracking and optimisation
IP Logs & Technical Data 30 days Security and fraud prevention
Contact Form & Quote Enquiries 12 months Lead tracking and follow-up
ChatGPT Conversational Data 30 days Unless required longer for security or legal compliance
Email Communications 24 months Business continuity and reference
Consultation & Site Visit Records 24 months Service continuity and history
Project, Design & Building Approval Records Duration of project + 7 years Warranty, dispute resolution, building compliance
Marketing & Prospect Lists Until opt-out or 2 years inactivity Sales pipeline management
Financial Records & Invoices 7 years Tax and legal compliance
Cookie Data Until browser cleared Session management

6.1 Data Deletion

Upon request, we will delete your personal information within 30 days, except where data is required for legal compliance or tax obligations, is necessary to enforce contracts or complete a job already in progress, has been anonymised or aggregated, or has already been shared with third parties (deletion requires their action).

To request deletion, contact: peter@ofp.com.au

7. User Rights & Controls

7.1 Your Privacy Rights

Right to Access — You may request a copy of your personal information. We will provide it within 30 days in a readable format.

Right to Correct — You may request correction of inaccurate or incomplete information. We will update records within 30 days.

Right to Delete — You may request deletion of your personal information. We will delete within 30 days unless legal obligations require retention.

Right to Data Portability — You may request your data in a portable, machine-readable format (CSV, JSON, etc.). We will provide within 30 days.

Right to Opt-Out

  • Opt out of marketing communications by clicking “unsubscribe” in emails
  • Opt out of AI model training on your conversational data (Section 3.4)
  • Opt out of analytics and tracking via browser settings (some functionality may be limited)
  • Manage cookie preferences through our cookie banner

Right to Restrict Processing — You may restrict how we use your data in certain circumstances. We will honour reasonable restrictions while maintaining core service functionality.

7.2 How to Exercise Your Rights

Contact us to exercise any of these rights:

  • Email: peter@ofp.com.au
  • Phone: (08) 6465 4900
  • Mailing Address: 10/8 Booth Place, Balcatta WA 6021, Australia
  • Website: ofp.com.au

Please include your full name, email address, and a clear description of your request. We will respond within 30 days. Complex requests may take an additional 30 days.

8. Security & Data Protection

8.1 Security Measures

Technical Security

  • SSL/TLS encryption for data in transit
  • Encrypted storage for sensitive data at rest
  • Firewalls and intrusion detection systems
  • Regular security reviews and vulnerability testing
  • Secure authentication for internal systems

Administrative Security

  • Access controls limiting data to authorised personnel only
  • Staff confidentiality agreements
  • Regular privacy and data handling training
  • Role-based access control systems
  • Audit logs and activity monitoring

Physical Security

  • Secure office facilities with restricted access
  • Backup systems and disaster recovery protocols
  • Secure handling of physical documents, plans, and contracts

8.2 Limitations

While we take security seriously, no system is 100 percent secure. We cannot guarantee absolute protection against all threats. Use our services at your own risk.

8.3 Data Breach Notification

If we discover a breach affecting your personal information, we will notify you without undue delay (within 30 days), provide details of the breach and affected data, suggest steps you can take to protect yourself, and notify relevant authorities where required by law.

9. Children’s Privacy

Our website and ChatGPT application are available to users aged 13 and older for informational purposes. Our fitout, design, and construction services are contracted with property owners, business decision-makers, or their authorised representatives. We do not knowingly collect information from children under 13. If we become aware that a child under 13 has submitted information, we will delete it immediately.

10. International Data Transfers

Office Fitout Professionals is based in Australia. Your information may be transferred to, stored in, and processed in Australia or countries where our service providers operate, including OpenAI and NoodleSeed. Where information is transferred outside Australia, we take reasonable steps to ensure it receives a comparable standard of protection. By using our services, you consent to data transfers of this kind.

11. Cookies & Tracking Technologies

11.1 Cookie Types

Essential Cookies (Required) — Session management and authentication, security and fraud prevention, basic website functionality.

Performance & Analytics Cookies (Optional) — Website analytics and traffic tracking, performance monitoring and optimisation, user experience improvement.

Marketing Cookies (Optional) — Personalised content and advertising, retargeting and remarketing campaigns, social media integration.

11.2 Cookie Management

You can control cookies through your browser settings. Most browsers allow you to refuse cookies or alert you when cookies are being sent. Disabling cookies may limit website functionality.

11.3 Third-Party Tracking

Third parties may set their own cookies and tracking pixels on our website. Review their privacy policies for details on how they handle your information.

12. Compliance with Privacy Laws

12.1 Australian Privacy Act Compliance

Office Fitout Professionals complies with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs), including lawful and fair collection of personal information, limited use and disclosure of information, data quality and security standards, user access and correction rights, openness and transparency in practices, and individual privacy complaint handling.

12.2 Other Jurisdictions

If you are located outside Australia and interact with our website, app, or services, we will handle your personal information in accordance with this policy and applicable local laws to the extent they apply, including the EU General Data Protection Regulation (GDPR) and the California Consumer Privacy Act (CCPA) where relevant.

13. Third-Party Links & Services

Our website and app may contain links to third-party websites and services. Office Fitout Professionals is not responsible for their privacy practices or content. Review their privacy policies independently before providing any information.

14. Updates to This Privacy Policy

We may update this Privacy Policy to reflect changes in legal requirements, new features, or business practices. When we make material changes, we will post updates here with a new “Last Updated” date, notify users of material changes via email or prominent notice on our website, and request consent if required by law.

Your continued use of our services constitutes acceptance of updated policies.

15. Complaints & Dispute Resolution

15.1 Contact Office Fitout Professionals First

If you have privacy concerns or complaints:

  • Email: peter@ofp.com.au
  • Phone: (08) 6465 4900
  • Mailing Address: 10/8 Booth Place, Balcatta WA 6021, Australia

We will investigate and respond within 30 days.

15.2 Regulatory Authorities

If dissatisfied with our response, you may contact the relevant regulatory authority:

Australia (OAIC) — Office of the Australian Information Commissioner. Website: www.oaic.gov.au. Phone: 1300 363 992.

16. Specific Notices for AI/LLM Processing

16.1 OpenAI Integration

The Office Fitout Professionals ChatGPT app uses OpenAI’s technology. By using the app you consent to OpenAI processing your conversational data, OpenAI’s Privacy Policy applies in addition to ours, your data may be used to help train or improve OpenAI models, and you may opt out of training data use by contacting peter@ofp.com.au.

Review OpenAI’s Privacy Policy: https://openai.com/privacy

16.2 NoodleSeed Data Processing

Conversation and interaction data from our ChatGPT app is processed by NoodleSeed. NoodleSeed is our data processor, not an independent third-party recipient. Data is stored on NoodleSeed’s secure servers, NoodleSeed may use sub-processors (such as cloud infrastructure providers), your data is not shared with NoodleSeed’s other customers, and Office Fitout Professionals remains responsible for your data.

16.3 AI Model Training Opt-Out

If you do not want your conversation data used to train AI models, contact peter@ofp.com.au with the subject “Opt-Out of AI Training”, specify the data you want excluded, and we will flag your account accordingly. This does not affect real-time responses to your queries.

17. Limitations & Disclaimers

This privacy policy is for informational purposes and is not a substitute for legal advice. Office Fitout Professionals provides this policy “as-is” without warranties. We are not liable for unauthorised access, data loss, or breaches beyond our reasonable control. For specific legal guidance regarding your privacy rights, consult a qualified privacy attorney.

18. Contact Information

Office Fitout Professionals Privacy & Compliance

  • Email: peter@ofp.com.au
  • Phone: (08) 6465 4900
  • Mailing Address: 10/8 Booth Place, Balcatta WA 6021, Australia
  • Website: ofp.com.au

For OpenAI concerns: openai.com/privacy

For NoodleSeed concerns: Contact Office Fitout Professionals’ Privacy Team for intermediary assistance.

19. Acknowledgment

By using Office Fitout Professionals’ website, app, services, or platforms, you acknowledge that you have read, understood, and agree to this Privacy Policy and our collection and use of your information as described.