Legal
Privacy policy
The Room Australia Pty Ltd, ACN 699 916 562
121 Avoca Street, Randwick NSW 2031
hello@theroom.au
Last updated: 25 October 2026
1. Who we are and what this covers
The Room is a members’ workspace and club at 121 Avoca Street, Randwick. This policy explains what personal information we collect, why, who we share it with, how long we keep it, and how you can see, correct or complain about it. It applies to our website at theroom.au, our member portal at members.theroom.au, our ordering page at order.theroom.au, the space itself, and the emails we send.
We handle personal information in line with the Privacy Act 1988 (Cth) and the Australian Privacy Principles, and we have chosen to follow them in full regardless of any small-business exemption.
2. What we collect, and when
When you join the waitlist: your name, email address and the kind of work you do.
When you apply: your name, email, phone number, what you do, your website or Instagram if you give it, which membership you are interested in, how you heard about us, and your answers about your work and why you want to join. We may look at the website or Instagram you give us as part of assessing your application. We do not look anywhere you have not pointed us.
When you become a member: your contact details, business name and address, ABN if you give one, your membership type and start date, your bookings, your check-ins and visits, your invoices and payment history, and notes we keep about your membership, such as an access need you have told us about.
Payment details: card and bank account details are collected and stored by our payment providers, Stripe and GoCardless. We never see your full card number or bank details. We see the last four digits, the card type and whether a payment succeeded.
Café orders: if you order from Coffee & Cactus through our ordering page, we record what you ordered and when, so we can apply your member coffee and discount. Your card is handled by Square. We do not store it.
Member directory: the member portal has a community directory where you can choose to publish a profile for other members to see. What you put in it is up to you, and you can make it private at any time. We do not share your contact details with other members without your consent.
In the space: we operate CCTV inside and around the entrance for safety and security. There is signage at the entrance, cameras record video only, not audio, and there are no cameras in bathrooms. If we use an electronic access system, it logs when your access was used. Our Wi-Fi records the usual network data, such as device identifiers and connection times, which we use only to run and secure the network.
Guests: if you bring a guest, we record their name, who they are visiting and when. We keep that record for 12 months.
Photography and film: we photograph and film in the space for our own marketing and community content, and you may appear incidentally. If we want to feature you, in a profile, a testimonial or a recorded session, we will ask you to agree in writing first and we will not publish your name without your consent.
Website and email: our website uses cookie free analytics to count visits and see which pages are read. It does not identify you. Our emails record whether they were opened and which links were clicked. You can turn off images in your email client to limit that.
Sensitive information: we do not ask for sensitive information such as health or religious information. If you choose to tell us something sensitive, for example an access need, we treat it with the highest confidence and use it only as you instruct.
Anonymity: you can browse our website and attend public events without identifying yourself. Membership, applications and bookings require your identity.
3. Why we collect it
To assess your application. To run your membership: bookings, access, invoices and payments. To let you and your guests into the space safely. To send you the emails that come with membership: confirmations, invoices, booking notices and reminders. To send you news about The Room, which you can opt out of at any time. To settle member coffee and discounts with our café partner. To keep the space and the people in it secure. To meet our legal obligations, including tax and record keeping. To understand how the space and the website are used so we can improve them.
We do not sell personal information, and we do not make decisions about you using automated systems without a person involved.
4. Who we share it with
We use a small number of services to run The Room. Each receives only what it needs for its job.
Cobot (Upstream-Agile GmbH, Germany): our membership and booking platform. Holds your membership record, bookings, check-ins, invoices and your community profile if you publish one.
Stripe (United States) and GoCardless (United Kingdom): payments.
Mailchimp (Intuit, United States): waitlist and member emails.
Square (United States): café ordering and payment for member coffee orders.
Monday.com (Israel and United States): where we track applications and our own tasks.
Google Workspace (United States): email, calendar and documents.
Render (hosted in Singapore): hosts our ordering page.
Coffee & Cactus, the café next door: receives your order so they can make it, and a monthly summary of member coffees so we can settle with them. They do not receive your contact details.
Some of these providers store information outside Australia, mainly in the United States, the European Union, the United Kingdom and Singapore. By joining The Room you consent to that. Each provider is bound by its own privacy policy and its contract with us.
We may also share information if the law requires it, to protect someone’s safety, with a landlord or building manager where it is needed for access or security, or with our professional advisers, who are bound by confidentiality.
5. How long we keep it
Membership and financial records: seven years after your membership ends, because tax law requires it.
Applications we do not accept: 12 months, so we can reconsider you if a place opens up, unless you ask us to delete them sooner.
CCTV footage: 30 days, unless we need to keep a recording for an incident.
Access and Wi-Fi logs: 90 days.
Guest register: 12 months.
Waitlist details: until you unsubscribe.
Photography and film: for as long as it is useful to us, unless you ask us not to use an image of you.
When we no longer need information we delete it or de-identify it.
6. How we protect it
Your information is stored in the services listed above, each of which encrypts data in transit and at rest. Access within The Room is limited to the two founders and anyone we have specifically authorised. We use strong, unique passwords and two-factor authentication on the accounts that hold member data. No system is perfectly secure. If a breach is likely to cause you serious harm we will tell you and the Office of the Australian Information Commissioner, as the Notifiable Data Breaches scheme requires.
7. Your choices
Marketing emails: every marketing email has an unsubscribe link. Unsubscribing does not stop the emails that come with your membership, such as invoices and booking notices.
Photography: tell us in writing if you would rather not appear in our content and we will do our best to accommodate that.
Directory: you decide whether your community profile is published and what it says.
Access and correction: you can see and update most of your details yourself in the member portal. For anything else, email hello@theroom.au and we will give you a copy of what we hold about you, or correct it, within 30 days. We may ask you to confirm your identity first.
Deletion: ask us and we will delete what we are not legally required to keep.
8. Cookies
This website does not set tracking cookies. Our site analytics are cookie free and do not identify you. The member portal and the coffee ordering page do use cookies, to keep you logged in. You can block cookies in your browser and this website will still work, though the portal will not.
9. Children
The Room is for adults. We do not knowingly collect information from anyone under 18.
10. Changes to this policy
We will update this policy when our practices change and publish the current version on our website with the date at the top. If a change affects how we use your information in a way that matters, we will email members.
11. Questions and complaints
Email hello@theroom.au or write to us at 121 Avoca Street, Randwick NSW 2031. We will acknowledge a complaint within a week and aim to resolve it within 30 days. If you are not satisfied with how we handle it, you can complain to the Office of the Australian Information Commissioner at oaic.gov.au.