privacy policy
Last Updated 07/2026
This Privacy Notice for Life Form (‘we’, ‘us’, or ‘our’), describes how and why we might access, collect, store, use, and/or share (‘process’) your personal information when you use our services (‘Services’), including when you:
• Visit our website at https://lifeform.com.au or any website of ours that links to this Privacy Notice
• Use Human Performance by Design — Life Form redesigns workspaces to optimise human performance
• Engage with us in other related ways, including any marketing or events
Questions or concerns? Reading this Privacy Notice will help you understand your privacy rights and choices. We are responsible for making decisions about how your personal information is processed. If you do not agree with our policies and practices, please do not use our Services. If you still have any questions or concerns, please contact us at enquiries@lifeform.com.au.
SUMMARY OF KEY POINTS
This summary provides key points from our Privacy Notice, but you can find out more details about any of these topics by using the table of contents below to find the section you are looking for.
What personal information do we process? When you visit, use, or navigate our Services, we may process personal information depending on how you interact with us and the Services, the choices you make, and the products and features you use. Learn more about personal information you disclose to us.
Do we process any sensitive personal information? In the course of delivering our workplace assessment services, we may collect information that could be considered sensitive under the Privacy Act 1988, including information relating to employee health and wellbeing. Where we collect such information, we do so with appropriate consent and handle it in accordance with the Australian Privacy Principles.
Do we collect any information from third parties? In the course of delivering our services, we may collect personal information from third parties — specifically, employees of our client organisations who participate in workplace surveys and assessments conducted as part of our engagement with their employer. We collect this information on behalf of, and under the instruction of, our clients. We may also receive personal information from our clients about their employees for the purpose of administering those assessments.
How do we process your information? We process your information to provide, improve, and administer our Services, communicate with you, for security and fraud prevention, and to comply with law. We may also process your information for other purposes with your consent. We process your information only when we have a valid legal reason to do so. Learn more about how we process your information.
In what situations and with which types of parties do we share personal information? We may share information in specific situations and with specific categories of third parties. Learn more about when and with whom we share your personal information.
How do we keep your information safe? We have adequate organisational and technical processes and procedures in place to protect your personal information. However, no electronic transmission over the internet or information storage technology can be guaranteed to be 100% secure, so we cannot promise or guarantee that hackers, cybercriminals, or other unauthorised third parties will not be able to defeat our security and improperly collect, access, steal, or modify your information. Learn more about how we keep your information safe.
What are your rights? Depending on where you are located geographically, the applicable privacy law may mean you have certain rights regarding your personal information. Learn more about your privacy rights.
How do you exercise your rights? The easiest way to exercise your rights is by submitting a data subject access request, or by contacting us. We will consider and act upon any request in accordance with applicable data protection laws.
Want to learn more about what we do with any information we collect? Review the Privacy Notice in full.
TABLE OF CONTENTS
1. What Information Do We Collect?
2. How Do We Process Your Information?
3. When and With Whom Do We Share Your Personal Information?
4. Do We Use Cookies and Other Tracking Technologies?
5. International Transfers of Personal Information
6. How Long Do We Keep Your Information?
7. How Do We Keep Your Information Safe?
8. Do We Collect Information from Minors?
9. What Are Your Privacy Rights?
10. Controls for Do-Not-Track Features
11. Do Other Regions Have Specific Privacy Rights?
12. Do We Make Updates to This Notice?
13. How Can You Contact Us About This Notice?
14. How Can You Review, Update, or Delete the Data We Collect from You?
1. WHAT INFORMATION DO WE COLLECT?
Personal information you disclose to us
In Short: We collect personal information that you provide to us.
We collect personal information that you voluntarily provide to us when you express an interest in obtaining information about us or our products and Services, when you participate in activities on the Services, or otherwise when you contact us.
Personal Information Provided by You. The personal information that we collect depends on the context of your interactions with us and the Services, the choices you make, and the products and features you use. The personal information we collect may include the following:
• names
• phone numbers
• email addresses
• mailing addresses
• contact preferences
• contact or authentication data
• employee headcount
• office size
Personal Information Collected Through Our Services. When we are engaged by a client organisation to conduct workplace assessments, we may collect personal information from that organisation’s employees through surveys, questionnaires, interviews, or observation. This information may include:
• survey responses relating to workplace environment, satisfaction, comfort, and wellbeing
• job role or department (where relevant to aggregated reporting)
• any other information voluntarily provided by participants during the assessment process
This information is collected on behalf of, and under the direction of, our client organisation. Where practicable, we anonymise or aggregate this data so that individual employees cannot be identified in the reports and recommendations we deliver to the client.
Sensitive Information. In the course of our workplace assessments, we may collect information that relates to employee health, wellbeing, or working conditions. Where such information falls within the definition of ‘sensitive information’ under the Privacy Act 1988, we collect it only with the informed consent of the individual and handle it with additional safeguards as required by the Australian Privacy Principles.
All personal information that you provide to us must be true, complete, and accurate, and you must notify us of any changes to such personal information.
Information automatically collected
In Short: Some information — such as your Internet Protocol (IP) address and/or browser and device characteristics — is collected automatically when you visit our Services.
We automatically collect certain information when you visit, use, or navigate the Services. This information does not reveal your specific identity (like your name or contact information) but may include device and usage information, such as your IP address, browser and device characteristics, operating system, language preferences, referring URLs, device name, country, location, information about how and when you use our Services, and other technical information. This information is primarily needed to maintain the security and operation of our Services, and for our internal analytics and reporting purposes.
Like many businesses, we also collect information through cookies and similar technologies.
The information we collect includes:
• Log and Usage Data. Log and usage data is service-related, diagnostic, usage, and performance information our servers automatically collect when you access or use our Services and which we record in log files. Depending on how you interact with us, this log data may include your IP address, device information, browser type, and settings and information about your activity in the Services (such as the date/time stamps associated with your usage, pages and files viewed, searches, and other actions you take such as which features you use), device event information (such as system activity, error reports (sometimes called ‘crash dumps’), and hardware settings).
• Device Data. We collect device data such as information about your computer, phone, tablet, or other device you use to access the Services. Depending on the device used, this device data may include information such as your IP address (or proxy server), device and application identification numbers, location, browser type, hardware model, Internet service provider and/or mobile carrier, operating system, and system configuration information.
• Location Data. We collect location data such as information about your device’s location, which can be either precise or imprecise. How much information we collect depends on the type and settings of the device you use to access the Services. For example, we may use GPS and other technologies to collect geolocation data that tells us your current location (based on your IP address). You can opt out of allowing us to collect this information either by refusing access to the information or by disabling your Location setting on your device. However, if you choose to opt out, you may not be able to use certain aspects of the Services.
2. HOW DO WE PROCESS YOUR INFORMATION?
In Short: We process your information to provide, improve, and administer our Services, communicate with you, for security and fraud prevention, and to comply with law. We may also process your information for other purposes with your consent.
We process your personal information for a variety of reasons, depending on how you interact with our Services, including:
• To deliver and facilitate delivery of services to the user. We may process your information to provide you with the requested service, including conducting workplace assessments, analysing survey data, and preparing reports and recommendations for our clients.
• To respond to user inquiries/offer support to users. We may process your information to respond to your inquiries and solve any potential issues you might have with the requested service.
• To send administrative information to you. We may process your information to send you details about our products and services, changes to our terms and policies, and other similar information.
• To enable user-to-user communications. We may process your information if you choose to use any of our offerings that allow for communication with another user.
• To evaluate and improve our Services, products, marketing, and your experience. We may process your information when we believe it is necessary to identify usage trends, determine the effectiveness of our promotional campaigns, and to evaluate and improve our Services, products, marketing, and your experience. Where we use survey or assessment data for this purpose, we use only anonymised or aggregated data that does not identify individual respondents or client organisations. This includes the development of internal benchmarks and research insights derived from anonymised data accumulated across multiple engagements.
Use of Artificial Intelligence. In the course of delivering our workplace assessment services, we may use artificial intelligence tools and technologies — including large language models and other analytical AI — to assist in the analysis, synthesis, and preparation of our deliverables. Where AI tools are used with personal information, we use enterprise, private, or API-based services that do not train on user inputs, or we anonymise and de-identify data before processing. All deliverables produced with the assistance of AI tools are directed, reviewed, validated, and approved by qualified Life Form personnel before delivery. We do not input identifiable personal information into public AI models that retain user inputs or use them to train or improve the model for other users.
3. WHEN AND WITH WHOM DO WE SHARE YOUR PERSONAL INFORMATION?
In Short: We may share information in specific situations described in this section and/or with the following categories of third parties.
Vendors, Consultants, and Other Third-Party Service Providers. We may share your data with third-party vendors, service providers, contractors, or agents (‘third parties’) who perform services for us or on our behalf and require access to such information to do that work. We have contracts in place with our third parties, which are designed to help safeguard your personal information. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will also not share your personal information with any organisation apart from us. They also commit to protect the data they hold on our behalf and to retain it for the period we instruct.
The categories of third parties we may share personal information with are as follows:
• Data Analytics Services
• Communication and Collaboration Tools
• Cloud Storage and Hosting Providers
• Survey and Assessment Platforms
• Artificial Intelligence Service Providers
We may also need to share your personal information in the following situations:
• Business Transfers. We may share or transfer your information in connection with, or during negotiations of, any merger, sale of company assets, financing, or acquisition of all or a portion of our business to another company.
• Subcontractors Engaged in Service Delivery. We may share relevant information with qualified subcontractors or specialist consultants engaged to assist in the delivery of our services, subject to confidentiality obligations and data handling requirements consistent with this Privacy Notice.
• Our Clients (for Survey and Assessment Data). Where we collect personal information from employees on behalf of a client organisation, we share aggregated and/or anonymised findings with that client as part of our deliverables. We do not share individually identifiable survey responses with clients unless the participant has been informed and has consented to this.
4. DO WE USE COOKIES AND OTHER TRACKING TECHNOLOGIES?
In Short: We may use cookies and other tracking technologies to collect and store your information.
We may use cookies and similar tracking technologies (like web beacons and pixels) to gather information when you interact with our Services. Some online tracking technologies help us maintain the security of our Services, prevent crashes, fix bugs, save your preferences, and assist with basic site functions.
We also permit third parties and service providers to use online tracking technologies on our Services for analytics, including to help us understand how our Services are used. The third parties and service providers use their technology to provide analytics about the use of our Services which assists us in improving them.
Specific information about how we use such technologies and how you can refuse certain cookies is set out in our Cookie Notice.
Google Analytics
We may share your information with Google Analytics to track and analyse the use of the Services. To opt out of being tracked by Google Analytics across the Services, visit https://tools.google.com/dlpage/gaoptout. For more information on the privacy practices of Google, please visit the Google Privacy & Terms page (https://policies.google.com/privacy).
5. INTERNATIONAL TRANSFERS OF PERSONAL INFORMATION
In Short: We may transfer, store, and process your information in countries other than Australia.
We use cloud-based services and platforms to store and process personal information, including information collected through our website and through our workplace assessment services. Some of these services are hosted on servers located outside of Australia, including in the United States and other jurisdictions.
Where we transfer personal information outside of Australia, we take reasonable steps to ensure that the overseas recipient handles the information in accordance with the Australian Privacy Principles, consistent with our obligations under Australian Privacy Principle 8. These steps may include entering into contractual arrangements that require the recipient to protect personal information to a standard comparable to the protections afforded under the Privacy Act 1988.
The countries in which the recipients of your personal information are likely to be located include: the United States (where many cloud service providers maintain primary infrastructure). We will update this section if additional countries become relevant to our data processing activities.
6. HOW LONG DO WE KEEP YOUR INFORMATION?
In Short: We keep your information for as long as necessary to fulfil the purposes outlined in this Privacy Notice unless otherwise required by law.
We will only keep your personal information for as long as it is necessary for the purposes set out in this Privacy Notice, unless a longer retention period is required or permitted by law (such as tax, accounting, or other legal requirements).
Website and client contact information is retained for the duration of our business relationship and for a reasonable period thereafter to allow for follow-up or re-engagement, unless you request its deletion.
Workplace assessment and survey data is retained according to the following tiered approach:
• During an active engagement or ongoing client relationship: Raw survey data is retained as a working dataset. This allows us to refer back to original responses in the event of a dispute regarding objectives or recommendations, and to measure progress against established baselines and key performance indicators where ongoing or follow-up assessments are conducted.
• After the client relationship concludes: Where there is no active engagement and no reasonable prospect of follow-on work, raw identifiable survey data is retained for a further 24 months to allow for dispute resolution, latent claims, or reactivation of the engagement. After this period, identifiable data is deleted or permanently anonymised.
• Anonymised and aggregated data: Data that has been anonymised such that neither individual respondents nor client organisations can be identified may be retained indefinitely. We use this data for internal benchmarking, research, methodology improvement, and service development — for example, to understand patterns across industries, office typologies, or organisation sizes, and to improve the quality of our assessments and recommendations.
When we have no ongoing legitimate business need to process your personal information, we will either delete or anonymise such information, or, if this is not possible (for example, because your personal information has been stored in backup archives), then we will securely store your personal information and isolate it from any further processing until deletion is possible.
7. HOW DO WE KEEP YOUR INFORMATION SAFE?
In Short: We aim to protect your personal information through a system of organisational and technical security measures.
We have implemented appropriate and reasonable technical and organisational security measures designed to protect the security of any personal information we process. These measures include:
• Use of encrypted cloud storage and communication platforms
• Access controls limiting who within our organisation can view personal information
• Separation of identifiable personal information from aggregated assessment data where practicable
• Secure deletion of data at the conclusion of the applicable retention period
However, despite our safeguards and efforts to secure your information, no electronic transmission over the Internet or information storage technology can be guaranteed to be 100% secure, so we cannot promise or guarantee that hackers, cybercriminals, or other unauthorised third parties will not be able to defeat our security and improperly collect, access, steal, or modify your information. Although we will do our best to protect your personal information, transmission of personal information to and from our Services is at your own risk. You should only access the Services within a secure environment.
8. DO WE COLLECT INFORMATION FROM MINORS?
In Short: We do not knowingly collect data from or market to children under 18 years of age.
We do not knowingly collect, solicit data from, or market to children under 18 years of age, nor do we knowingly sell such personal information. By using the Services, you represent that you are at least 18 or that you are the parent or guardian of such a minor and consent to such minor dependent’s use of the Services. If we learn that personal information from users less than 18 years of age has been collected, we will deactivate the account and take reasonable measures to promptly delete such data from our records. If you become aware of any data we may have collected from children under age 18, please contact us at enquiries@lifeform.com.au.
9. WHAT ARE YOUR PRIVACY RIGHTS?
In Short: You may review, change, or terminate your account at any time, depending on your country, province, or state of residence.
Withdrawing your consent: If we are relying on your consent to process your personal information, which may be express and/or implied consent depending on the applicable law, you have the right to withdraw your consent at any time. You can withdraw your consent at any time by contacting us by using the contact details provided in the section ‘How Can You Contact Us About This Notice?’ below.
However, please note that this will not affect the lawfulness of the processing before its withdrawal nor, when applicable law allows, will it affect the processing of your personal information conducted in reliance on lawful processing grounds other than consent.
Opting out of marketing and promotional communications: You can unsubscribe from our marketing and promotional communications at any time by clicking on the unsubscribe link in the emails that we send, or by contacting us using the details provided in the section ‘How Can You Contact Us About This Notice?’ below. You will then be removed from the marketing lists. However, we may still communicate with you — for example, to send you service-related messages that are necessary for the administration and use of your account, to respond to service requests, or for other non-marketing purposes.
Cookies and similar technologies: Most Web browsers are set to accept cookies by default. If you prefer, you can usually choose to set your browser to remove cookies and to reject cookies. If you choose to remove cookies or reject cookies, this could affect certain features or services of our Services.
If you have questions or comments about your privacy rights, you may email us at enquiries@lifeform.com.au.
10. CONTROLS FOR DO-NOT-TRACK FEATURES
Most web browsers and some mobile operating systems and mobile applications include a Do-Not-Track (‘DNT’) feature or setting you can activate to signal your privacy preference not to have data about your online browsing activities monitored and collected. At this stage, no uniform technology standard for recognising and implementing DNT signals has been finalised. As such, we do not currently respond to DNT browser signals or any other mechanism that automatically communicates your choice not to be tracked online. If a standard for online tracking is adopted that we must follow in the future, we will inform you about that practice in a revised version of this Privacy Notice.
11. DO OTHER REGIONS HAVE SPECIFIC PRIVACY RIGHTS?
In Short: You may have additional rights based on the country you reside in.
Australia
We collect and process your personal information under the obligations and conditions set by Australia’s Privacy Act 1988 (Privacy Act).
This Privacy Notice satisfies the notice requirements defined in the Privacy Act, in particular: what personal information we collect from you, from which sources, for which purposes, and other recipients of your personal information.
If you do not wish to provide the personal information necessary to fulfil their applicable purpose, it may affect our ability to provide our services, in particular:
• offer you the products or services that you want
• respond to or help with your requests
At any time, you have the right to request access to or correction of your personal information. You can make such a request by contacting us by using the contact details provided in the section ‘How Can You Review, Update, or Delete the Data We Collect from You?’ below.
If you believe we are unlawfully processing your personal information, you have the right to submit a complaint about a breach of the Australian Privacy Principles to the Office of the Australian Information Commissioner (https://www.oaic.gov.au/privacy/privacy-complaints/lodge-a-privacy-complaint-with-us).
12. DO WE MAKE UPDATES TO THIS NOTICE?
In Short: Yes, we will update this notice as necessary to stay compliant with relevant laws.
We may update this Privacy Notice from time to time. The updated version will be indicated by an updated ‘Revised’ date at the top of this Privacy Notice. If we make material changes to this Privacy Notice, we may notify you either by prominently posting a notice of such changes or by directly sending you a notification. We encourage you to review this Privacy Notice frequently to be informed of how we are protecting your information.
13. HOW CAN YOU CONTACT US ABOUT THIS NOTICE?
If you have questions or comments about this notice, you may email us at enquiries@lifeform.com.au or contact us by post at:
Life Form, 47 Halgania Way Duncraig, Western Australia 6023 Australia
14. HOW CAN YOU REVIEW, UPDATE, OR DELETE THE DATA WE COLLECT FROM YOU?
Based on the applicable laws of your country, you may have the right to request access to the personal information we collect from you, details about how we have processed it, correct inaccuracies, or delete your personal information. You may also have the right to withdraw your consent to our processing of your personal information. These rights may be limited in some circumstances by applicable law. To request to review, update, or delete your personal information, please contact us at enquiries@lifeform.com.au.