Privacy Policy

Work Future Workplace Consultancy ABN 13 631 320 682

workfuture.com.au

Version 1.3 | Sept 2026

Work Future Workplace Consultancy ABN 13 631 320 682 (Work Future, we, us, our) is committed to handling personal information responsibly and in accordance with the Privacy Act 1988 (Cth) (Privacy Act) and the Australian Privacy Principles (APPs).

This Privacy Policy explains how we collect, use, hold, disclose, and protect personal information in connection with Work Stack, the Work Space Calculator (workfuture.com.au/work-space-calculator), the Work Move Tool (workfuture.com.au/work-move), the Work Future website (workfuture.com.au), and related services.

1. Personal Information We Collect

We may collect:

Identity and contact information: name, email address, phone number, job title, and organisation name.
Account and authentication records: registered email address, licence tier, headcount band, authentication timestamps, session validation records, and related access-control information used to authenticate and administer Work Stack access.
Calculator lead-gate records: first name, surname, business email address, company name, terms acceptance method, terms version, and acceptance timestamp recorded when you submit your details at the Work Space Calculator lead gate.
Work Move lead-gate records: first name, surname, business email address, company name, terms acceptance method, terms version, and acceptance timestamp recorded when you submit your details at the Work Move Tool lead gate.
Billing information: invoice records, payment status, and payment method details. Full card details are processed by our payment provider and are not held by Work Future.
Support records: communications with us by email or phone, including the content of support requests and our responses.
Website data: IP address, browser type, pages visited, and form submissions collected through the Work Future website.

We do not intentionally collect sensitive information as defined in the Privacy Act and ask that you do not provide it to us.

2. Workplace Planning, Usage and Analytics Data

Work Stack collects and transmits workplace planning, configuration and usage data generated through use of the Software. Depending on how the Software is used, this may include workplace, building, floor, team or function labels, headcount and FTE figures, team allocations, configuration settings, feature usage events, and related planning data entered into or generated by the Software.

This data is collected so Work Future can operate, authenticate, secure, support, analyse and improve Work Stack, and develop benchmarking, analytics, trend and related commercial insight products.

Work Future may remove, obscure or generalise identifiers from this data, and may combine it with other customer data to create aggregated or de-identified datasets, benchmarks and insights. Work Future owns those aggregated or de-identified datasets and derived products.

Collection of this workplace planning, configuration and usage data is a mandatory condition of access and use for all tiers of Work Stack, including freemium and paid licences. There is no opt-out.

2A. Work Space Calculator data

The Work Space Calculator is a public, browser-based estimator hosted at workfuture.com.au/work-space-calculator. Use of the Calculator is governed by the Calculator Terms of Use at workfuture.com.au/calculator-terms.

When you use the Calculator, the following information is transmitted from your browser to a Work Future endpoint hosted on Google infrastructure and recorded in a Work Future controlled Google Sheet:

Your first name, surname, business email address and company name, submitted at the lead gate.
The terms acceptance method, terms version and acceptance timestamp.
The inputs you entered into the Calculator at the point of unlock: current workplace pressure, workstyle, count basis, total people, current desks, current area and area unit, growth assumption, city, and any optional rent or other property cost figures.
Calculator events generated by your use, including the strategic option you selected and how you tailored it (additional desks, desk sharing percentage, future typology, future finish, fit-out inclusion and basis), together with derived metrics such as desk delta, space delta, density, indicative fit-out cost range and annual property cost impact.
Where you request a result-summary email, the recipient email address, subject, send status and a structured snapshot of the result data displayed.

We use this data to:

operate, secure and improve the Calculator;
contact you by email about the Calculator, Work Stack, the wider Work Future service family and related commercial matters (you may opt out at any time - see section 9);
send the result-summary email when you request it; and
generate aggregated or de-identified datasets, benchmarks and insights. Work Future owns those aggregated or de-identified datasets and derived products.

Collection of Calculator inputs and events is a condition of use of the Calculator. There is no opt-out from this collection while you use the Calculator. If you do not agree, do not use the Calculator.

The Calculator is available globally, including to users located in the United States of America and Canada. See clause 10A for additional information that applies to users in those jurisdictions.

2B. Work MOVE TOOL data

The Work Move Tool (also described as the Decant Planning Tool) is a public, browser-based decant and move-phasing planner hosted at workfuture.com.au/work-move. Use of the Work Move Tool is governed by the Work Move Terms of Use at workfuture.com.au/work-move-terms.

When you use the Work Move Tool, the following information is transmitted from your browser to a Work Future endpoint hosted on Google infrastructure and recorded in a Work Future controlled Google Sheet:

Your first name, surname, business email address and company name, submitted at the lead gate.
The terms acceptance method, terms version and acceptance timestamp.
The planning inputs you enter into the tool, including the spaces, buildings, floors, teams or functions you label; the people or headcount in each move group; current desk counts; future-use and typology selections; your nominated destinations; and your move route, sequencing and split preferences.
Work Move events and derived metrics generated by your use, including the scenario status, total people impacted, number of move groups and destinations, swing desks to identify, identified issues, unresolved move groups, the maximum move count, and the scenario name you assign.
A structured snapshot of the full proposed-solution report, scenario and route data generated by the tool, stored as JSON payloads associated with your submission.
Where you request a result-summary email, the recipient email address, subject, send status, a structured snapshot of the report data, and an image of the proposed-solution flow generated for that email.

We use this data to:

operate, secure and improve the Work Move Tool;
contact you by email about the Work Move Tool, Work Stack, the wider Work Future service family and related commercial matters (you may opt out at any time - see section 9);
send the result-summary email when you request it; and
generate aggregated or de-identified datasets, benchmarks and insights. Work Future owns those aggregated or de-identified datasets and derived products.

Collection of Work Move Tool inputs and events is a condition of use of the Work Move Tool. There is no opt-out from this collection while you use the tool. If you do not agree, do not use the Work Move Tool.

The Work Move Tool is available globally, including to users located in the United States of America and Canada. See clause 10A for additional information that applies to users in those jurisdictions.

2C. Work SHARE DOWNLOAD data

When you download Work Share, we collect the details you enter on the download form (first name, last name, work email, organisation, and phone number), a record that you accepted the Work Share terms of use and when, and whether you chose to receive updates from us. The form is provided through our website platform, Wix, which stores the submission. We use these details to deliver the template, keep a record of acceptance, and contact you about Work Share and, if you opted in, our other services. We do not collect anything you enter into the Work Share file, which stays in your own systems. We keep download form records for 3 years.

3. How We Collect Personal Information and Other Data

We collect personal information and other data:

directly from you when you register, purchase a licence, contact support, submit a website form, submit your details at the Calculator or Work Move Tool lead gate, or communicate with us;
when you authenticate a Work Stack session against our licence database hosted on Google infrastructure;
automatically through the Work Stack authentication system and analytics collection mechanism;
automatically through the Work Space Calculator's lead and event posting endpoint;
automatically through the Work Move Tool's lead and event posting endpoint; and
through cookies and similar technologies on our website (see clause 4).

4. Cookies and Website Tracking

The Work Future website (workfuture.com.au) is hosted on Wix and may use cookies and similar technologies to operate the site, analyse traffic, and improve user experience. These may include essential, analytics, and third-party cookies embedded by Wix.

The Work Space Calculator and the Work Move Tool may use cookies, local storage or similar browser storage to support tool functionality and improve user experience. This may include remembering that you have completed a lead gate, recording the relevant terms version and acceptance timestamp, and remembering lead-gate details such as first name, surname, email address and company name so you do not need to re-enter them on the same device.

The Work Move Tool may also use browser storage to preserve your current working scenario on your device, so your entered planning data is not lost if the page refreshes. This may include space names, move groups, people counts, current desk counts, destinations, sequencing, split preferences, phasing assumptions and scenario name. This browser-stored scenario data remains on your device until cleared by you, your browser, or the tool.

The Work Move Tool includes a Clear saved data button that lets you clear the Work Move scenario and lead-gate autofill information saved in that browser. Clearing browser-stored data does not delete information that has already been transmitted to Work Future through the lead gate, report email request or tool endpoint, as described in clauses 2A and 2B.

You may disable cookies or clear browser storage through your browser settings, but this may affect website functionality, including Work Space Calculator and Work Move Tool behaviour. By continuing to use the website, the Work Space Calculator or the Work Move Tool, you consent to cookies, local storage and similar browser storage as described here.

5. Why We Use Personal Information and Other Data

We use personal information, workplace planning, configuration and usage data, Calculator data, and Work Move Tool data to:

supply, operate, authenticate, and administer Work Stack and related services;
operate, secure and improve the Work Space Calculator and the Work Move Tool and follow up with their users;
process payments, issue valid tax invoices, and manage payment records;
provide technical support and respond to enquiries;
communicate with customers and prospects about our products, updates, and commercial matters;
send direct marketing communications (you may opt out at any time - see clause 9);
analyse product usage and planning patterns;
improve Work Stack, the Calculator and the Work Move Tool and develop new features;
generate aggregated or de-identified benchmarks, analytics datasets and commercial insights;
comply with legal and regulatory obligations; and
protect our legitimate business interests, including prevention of fraud and misuse.

6. Disclosure of Personal Information

We may disclose personal information to:

service providers assisting us in operating Work Stack, Work Calc, Work Move, Work Share, the website, authentication, payment processing, email delivery and support - including Wix.com Ltd, Google LLC (licence database, Calculator and Work Move data stores, authentication and product endpoints, and email delivery via Google Apps Script) and GitHub Inc. (Software distribution);
professional advisers such as lawyers and accountants, subject to confidentiality;
government agencies or regulators where required or authorised by law; and
a successor entity in a business sale, merger, or restructure, on terms consistent with this policy.

We do not sell personal information to third parties for their own marketing purposes.

7. Overseas Disclosure

Some service providers process personal information outside Australia:

Google LLC (United States): hosts the Work Stack licence database, the Work Space Calculator data store and the Work Move Tool data store, operates the authentication, Calculator and Work Move Tool endpoints, and provides email delivery via Google Apps Script.
GitHub Inc. (United States): hosts the Work Stack Software distribution infrastructure.
Wix.com Ltd. (Israel): provides the workfuture.com.au website platform and stores Work Share download form submissions, which Wix may process in Israel, the United States, Europe and other countries where it or its service providers operate.

By using Work Stack, registering for freemium access, or submitting your details at the Work Space Calculator or Work Move Tool lead gate, you consent to your authentication, account, Calculator and Work Move Tool information being transferred to these overseas providers. We take reasonable steps to ensure they handle personal information appropriately, but cannot guarantee that overseas protections will be equivalent to those in Australia.

8. Storage, Security and Retention

We take reasonable steps to protect personal information from misuse, loss, unauthorised access, modification, and disclosure, including access controls and encrypted transmission where applicable.

Work Stack is file-based. Customers are responsible for securing their own local plan files, devices, backups, and shared drives. Work Future does not host customers' full plan files on its servers, but workplace planning, configuration and usage data may be transmitted from the Software as described in clause 2.

Work Space Calculator inputs, events and result-email records are held in a Google Sheet controlled by Work Future. Work Move Tool inputs, events, report payloads and result-email records are held in a separate Google Sheet controlled by Work Future. Result-summary emails for both tools are sent via Google Apps Script.

We retain personal information as follows:

Authentication and account records: retained for the duration of the licence or freemium access, and for seven years afterwards for dispute resolution, audit, and legal compliance purposes.
Work Space Calculator lead, event and result-email records: retained for three years from the date of collection, unless the user has otherwise become a Work Future customer, in which case retention follows the relevant customer retention period.
Work Move Tool lead, event, report payload and result-email records: retained for three years from the date of collection, unless the user has otherwise become a Work Future customer, in which case retention follows the relevant customer retention period.
Support records: retained for three years from the date of the support interaction.
Billing records: retained for seven years as required by Australian taxation law.
Website enquiry data: retained for two years from submission.

After the applicable retention period, personal information is securely deleted or de-identified.

9. Direct Marketing, Access, Correction and Complaints

We may contact you by email about Work Stack, the Work Space Calculator, the Work Move Tool, the wider Work Future service family, updates, new features, and commercial opportunities. You may opt out of direct marketing at any time by: (a) clicking the unsubscribe link in any marketing email; or (b) emailing hello@workfuture.com.au with “Unsubscribe” in the subject line. Opt-out requests will be processed within five business days. Opting out of marketing does not affect transactional or support communications, including the result-summary email you specifically request through the Calculator or the Work Move Tool.

You may request access to personal information we hold about you, and request correction of inaccurate, out-of-date, or incomplete information. Contact us using the details in clause 11. We will respond within a reasonable time and may need to verify your identity.

If you believe we have breached the Privacy Act or this policy, please contact us first so we can attempt to resolve your concern. If unsatisfied, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au.

10. GDPR - Additional Rights for Residents of the United Kingdom and European Economic Area

If you are located in the United Kingdom or the European Economic Area (EEA), this section applies to you in addition to the rest of this Privacy Policy.

Who is responsible for your data

Work Future Workplace Consultancy is the data controller in respect of your personal information. Contact: hello@workfuture.com.au.

Lawful basis for processing

We process your personal information on the following bases:

Legitimate interests - to operate, secure, authenticate, and improve Work Stack, the Calculator and the Work Move Tool, follow up with Calculator and Work Move Tool users about relevant products and services, and to create aggregated or de-identified datasets and insights. We have assessed that our legitimate interests are not overridden by your interests or fundamental rights, given the nature of the data collected and the professional context in which our products are used.
Contract performance - to register your account, validate your licence, deliver the Software, deliver the result-summary email you specifically request through the Calculator or the Work Move Tool, and deliver other services you have contracted for.
Legal obligation - where processing is required to comply with applicable law.

Collection of workplace planning, configuration and usage data is a mandatory condition of access and use across all tiers of Work Stack, as stated in the applicable terms of use. Collection of Calculator inputs and events is a condition of use of the Calculator, as stated in the Calculator Terms of Use. Collection of Work Move Tool inputs and events is a condition of use of the Work Move Tool, as stated in the Work Move Terms of Use. These forms of processing are carried out on the basis of legitimate interests and your acceptance of those terms.

Your rights

You have the right to:

access the personal information we hold about you;
request correction of inaccurate or incomplete information;
request erasure of your personal information, subject to our legal obligations and legitimate interests in retaining certain records;
object to processing carried out on the basis of legitimate interests;
request restriction of processing in certain circumstances;
request portability of personal information you have provided to us, in a structured and commonly used format; and
lodge a complaint with your local supervisory authority - in the UK, the Information Commissioner's Office (ico.org.uk); in the EEA, the supervisory authority in your country of residence.

To exercise any of these rights, contact us at hello@workfuture.com.au. We will respond within 30 days.

International data transfers

Your personal information is stored and processed using Google LLC infrastructure (Google Sheets and Google Apps Script, including the Work Space Calculator and Work Move Tool data stores and the Apps Script endpoints that handle Calculator and Work Move leads, events and result emails) and distributed via GitHub Inc. Both are US-based entities. Both operate under standard contractual clauses approved by the European Commission as a lawful transfer mechanism under GDPR Article 46, and under the UK International Data Transfer Agreement where applicable. By using our products, the Calculator or the Work Move Tool, you acknowledge these transfers.

Retention

We retain personal information only for as long as necessary for the purposes described in this Privacy Policy, subject to the retention periods stated above.

10A. United States and Canada

Work Stack is not currently offered to users located in the United States of America or Canada. As a result, this Privacy Policy does not address US federal or state privacy frameworks (including the California Consumer Privacy Act) or Canadian privacy legislation (including the Personal Information Protection and Electronic Documents Act) in respect of Work Stack. If this position changes in the future, this Privacy Policy will be updated accordingly.

The Work Space Calculator and the Work Move Tool are available globally, including to users located in the United States of America and Canada. If you are a Calculator or Work Move Tool user in those jurisdictions, you acknowledge that:

your personal information is collected, stored and processed in Australia and on Google LLC infrastructure in the United States;
Work Future is a small Australian business and does not separately register under US state privacy frameworks (including the California Consumer Privacy Act and similar laws) or under Canadian privacy legislation (including the Personal Information Protection and Electronic Documents Act);
Work Future will, on request, provide access to, correction of, or deletion of personal information collected through the Calculator or the Work Move Tool, in line with the rights described elsewhere in this Privacy Policy and subject to our legal obligations and legitimate interests in retaining certain records; and
you can contact us at hello@workfuture.com.au to exercise these rights or to ask any privacy question relating to the Calculator or the Work Move Tool.

11. Contact Us

For privacy enquiries, access or correction requests, or complaints:

Entity: Work Future Workplace Consultancy ABN 13 631 320 682

Trading as: Work Future

Address: Perth, Western Australia

Email: hello@workfuture.com.au

Website: workfuture.com.au

12. Updates to this Policy

We may update this Privacy Policy from time to time. The current version will be published at workfuture.com.au. Material changes will be notified to existing customers by email where practicable.