Privacy Policy
Updated: 20 November 2025
1. Introduction
O3 Platforms Limited (trading as "O3") operates study-cafe venues and provides digital experiences, including our website, mobile app, in-app O-Coins features, and other online services (collectively, “O3 Spaces” and “O3 Digital Services”).
We are committed to respecting and protecting your privacy. This Privacy Policy explains how we collect, use, store, share, and protect your personal information in connection with your use of our venues and digital platforms in Australia and New Zealand.
Please also review our Terms of Use which govern your membership, billing, and venue access.
2. Scope & Applicability
This Policy applies to:
Members, visitors, and guests using O3 Spaces or O3 Digital Services;
Individuals who purchase goods or services, contact us, or participate in events; and
Users who interact with our website, mobile app, Wi-Fi network, or social media channels.
This Policy does not apply to independent third parties (for example, delivery platforms, external vendors, or events hosted at our venues) which operate under their own privacy terms.
3. What Personal Information We Collect
What Personal Information We Collect:
We collect information that is reasonably necessary for the operation of our spaces, membership management, and digital services, including:
3.1 Information You Provide Directly
Identity and contact data: name, email, phone number, billing or residential address, and verification documents (e.g. ID).
Account and membership data: plan type, billing history, preferences, and membership activity.
Payment and transaction data: payment method details (processed via secure third-party gateways such as Stripe, Apple, or Google), transaction history, and receipts.
Communications and content: messages, emails, feedback, surveys, forms, event RSVPs, or uploaded content.
3.2 Information Collected Automatically
Usage data: app activity, venue entry and exit logs, Wi-Fi connectivity data, and use of O-Coins.
Device and technical data: IP address, browser type, device identifiers, OS version, network data, crash reports, and analytics.
Cookies and similar technologies: used to operate, personalise, and improve our online services (see Section 8).
3.4 Information From Third Parties
We may receive limited information from:
App stores (Apple/Google) when you subscribe via mobile platforms;
Payment processors to confirm transactions; or
Partners or service providers supporting digital and operational systems.
4. How We Use Your Information
We use your personal information to:
Operate, manage, and administer O3 memberships and accounts;
Provide access to venues, digital features, events, and café services;
Process payments, O-Coin transactions, and customer support requests;
Ensure venue safety and compliance, including CCTV and access logs;
Communicate essential service, billing, or account updates;
Personalise digital and in-store experiences;
Conduct data analysis to improve products, experiences, and member engagement; and
Meet legal, regulatory, or tax obligations in Australia and New Zealand.
We do not sell or rent your personal data. Marketing communications are sent only if you have opted in and can be withdrawn at any time.
5. Legal Basis for Processing
O3 handles personal data in accordance with:
Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs); and
Privacy Act 2020 (NZ) and the Information Privacy Principles (IPPs).
We process data under these lawful bases:
Contract necessity: to deliver memberships and services you’ve requested;
Legitimate interests: to maintain venue security, operate efficiently, and enhance user experience;
Legal obligation: to comply with tax, health, or safety regulations; and
Consent: where required (for example, marketing communications or location tracking).
6. Disclosure and Sharing
We may share personal information with:
Payment processors (Stripe, Apple, Google) for billing and transactions;
Technology providers supporting our website, app, CRM, and Wi-Fi systems;
Professional and security service providers (e.g., legal, audit, IT, CCTV, or collections agencies); and
Government authorities or regulators where required by law.
All third-party service providers are contractually bound to keep information confidential and use it only for authorised purposes.
We may also use anonymised or aggregated data for internal analytics, research, and performance reporting.
7. Data Storage, Transfers and Security
O3 stores and processes data primarily in Australia and New Zealand, and may use reputable international cloud providers.
We apply appropriate technical, physical, and organisational measures to protect your data against unauthorised access, alteration, loss, or misuse.
These measures include encrypted storage, restricted access, secure transmission protocols (HTTPS), and regular internal reviews.
Although we strive for robust protection, no system is entirely secure, and you use O3 services at your own risk.
We retain personal information only for as long as necessary to fulfil the purposes outlined above or as required by law. Data that is no longer required is securely deleted or anonymised.
8. Cookie's and Digital Tracking
Our website and app use cookies and related technologies to:
Enable essential platform functions and security;
Remember preferences (e.g. language, location);
Analyse usage patterns to improve user experience; and
Provide personalised or optional marketing (with consent).
You can manage or disable cookies in your browser or device settings; however, some features may not function properly if disabled.
9. CCTV and Venue Monitoring
CCTV is installed across O3 venues to protect members, staff, and property.
Footage is used strictly for safety, security, and incident investigation.
Only authorised O3 personnel and law enforcement (where required) can access recordings.
Footage is retained for a limited time and deleted once no longer needed for legitimate purposes.
10. Cross-Border Data Transfers
Because O3 operates across Australia and New Zealand and uses global cloud services, your information may be transferred across jurisdictions.
All cross-border transfers comply with relevant data protection laws, and we ensure equivalent safeguards (such as contractual data-protection clauses) to maintain security and confidentiality.
11. Data Retention
We retain your personal data for:
The duration of your membership or account;
Any required retention period under tax, legal, or security obligations; and
A limited period afterwards to resolve disputes or enforce our rights.
When retention is no longer necessary, data is permanently deleted or anonymised.
12. Your Rights
Depending on your jurisdiction, you may have the right to:
Access and obtain a copy of your personal information;
Correct or update inaccurate information;
Request deletion or anonymisation (subject to legal exceptions);
Withdraw consent where processing is based on consent;
Object to or restrict certain processing activities; and
Lodge a complaint with a privacy regulator.
How to Exercise Your Rights: Please contact us (see Section 14) with your account email and a clear description of your request. We will respond within a reasonable time frame as required by law.
13. Children and Minors
As outlined in our Terms of Use, individuals aged under 16 may only access O3 services under a parent or guardian’s account and supervision. We do not knowingly collect data from unsupervised minors.
If you believe a child has provided us personal information without consent, please contact us and we will promptly delete it.
14. Contact and Complaints
If you have a privacy enquiry, request, or complaint, please contact us:
Australia
Address: 87 Queensbridge St, Southbank, VIC 3006
Email: melb@o3space.org
New Zealand
Address: 104 Carlton Gore Road, Newmarket, Auckland 1023
Email: akl@o3space.org
We aim to acknowledge all privacy complaints within five (5) business days and resolve them within ten (10) business days where possible.
If you are not satisfied with our response, you may contact:
Office of the Australian Information Commissioner (OAIC) – www.oaic.gov.au
New Zealand Privacy Commissioner – www.privacy.org.nz
15. Changes to This Policy
We may update this Privacy Policy periodically to reflect operational or legal changes. The updated version will be published on our website with a new “Last updated” date.
If material changes are made, we will provide reasonable advance notice (for example by email or in-app message). Your continued use of O3 Spaces or Digital Services after the effective date signifies your acceptance of the updated Policy.
