Privacy Policy

ProGroup Integrated Services Pty Ltd
ABN 50 676 100 020
Last updated: 24 August 2026

1. Purpose of this policy

ProGroup Integrated Services Pty Ltd, trading as ProGroup Integrated Services and PGIS (“PGIS”, “we”, “us” or “our”), respects the privacy of individuals and is committed to handling personal information responsibly and transparently.

This Privacy Policy explains how we collect, hold, use, disclose and protect personal information in connection with our commercial cleaning, property maintenance and integrated facility services, including through our website at www.pgis.au.

Where applicable, we handle personal information in accordance with the Privacy Act 1988 (Cth), the Australian Privacy Principles and other applicable Australian laws.

2. What is personal information?

Personal information is information or an opinion about an identified individual, or an individual who is reasonably identifiable.

Depending on the circumstances, personal information may include a person’s name, contact details, employment information, business details, identification information or information about their dealings with PGIS.

3. Personal information we may collect

The types of personal information we collect will depend on the nature of our relationship with you.

We may collect:

  • Your name, position and organisation

  • Residential, business or site address

  • Telephone number and email address

  • Information provided in an enquiry, quote request or contact form

  • Details about a property, facility or proposed service location

  • Cleaning, maintenance, security, access and scheduling requirements

  • Information about your dealings and communications with PGIS

  • Contract, billing, invoicing and payment information

  • Feedback, complaint and incident information

  • Supplier, contractor and subcontractor information

  • Employment history, qualifications, licences and referee details provided by job applicants

  • Police checks, Working with Children Check information and other screening information where relevant and lawful

  • Technical information about visits to our website, including IP address, browser type, device information, referring website, pages viewed and approximate location

  • Any other personal information voluntarily supplied to us.

We generally do not collect sensitive information unless it is reasonably necessary for our activities and we have consent or collection is otherwise authorised or required by law.

Sensitive information may include health information, criminal-record information or information relevant to workplace safety, employment suitability, incident management or legal compliance.

4. How we collect personal information

We may collect personal information:

  • Directly from you

  • Through our website forms

  • By telephone, email, correspondence or meetings

  • During site inspections, tender processes or contract negotiations

  • Through contracts, service documentation, incident reports and quality-management records

  • From your employer or another organisation you represent

  • From clients, suppliers, contractors, subcontractors, referees or recruitment providers

  • From publicly available sources and business directories

  • Through website cookies, analytics and similar technologies

  • Where otherwise authorised or required by law.

Where practicable, we will collect personal information directly from the individual concerned.

If you provide us with personal information about another person, you should ensure that you are authorised to provide that information and that the person is made aware of this Privacy Policy where appropriate.

5. Why we collect and use personal information

We may collect, hold, use and disclose personal information for purposes including:

  • Responding to enquiries and quote requests

  • Arranging and conducting site inspections

  • Preparing scopes of work, proposals, quotations and tenders

  • Delivering and managing commercial cleaning, maintenance and facility services

  • Communicating with clients, facility managers, site representatives and other stakeholders

  • Managing site access, security, scheduling and operational requirements

  • Managing service quality, inspections, reports, complaints and corrective actions

  • Administering contracts, invoices, accounts and payments

  • Managing suppliers, contractors and subcontractors

  • Assessing employment or contractor applications

  • Managing workplace health and safety, incidents, insurance and legal obligations

  • Improving our services, systems, website and customer experience

  • Preventing fraud, misconduct, security incidents and unlawful activity

  • Sending service information or marketing communications where permitted

  • Complying with contractual, regulatory, insurance and legal requirements

  • Establishing, exercising or defending legal claims.

If required information is not provided, we may be unable to respond to an enquiry, prepare a quotation, assess an application or provide the requested services.

6. Anonymity and pseudonyms

Where lawful and practicable, individuals may interact with PGIS anonymously or by using a pseudonym.

However, this may not be practicable where we need to verify an individual’s identity, prepare a quotation, enter into a contract, arrange site access, process a payment, assess an application or comply with legal and safety requirements.

7. Disclosure of personal information

We may disclose personal information where reasonably necessary to:

  • Our employees, managers and authorised representatives

  • Contractors, subcontractors and service providers engaged by PGIS

  • Clients and site representatives where required for service delivery

  • Insurers, insurance brokers and claims managers

  • Accountants, auditors, lawyers and other professional advisers

  • Technology, website-hosting, cloud-storage, communications and data-management providers

  • Recruitment, screening and workforce-management providers

  • Banks and payment-processing providers

  • Government departments, regulators, law-enforcement agencies and courts

  • Emergency services where necessary to protect health or safety

  • A purchaser or adviser in connection with a proposed sale, restructure or transfer of our business

  • Other parties with your consent or where authorised or required by law.

We do not sell personal information to third parties.

8. Overseas disclosure and processing

Some service providers used by PGIS may store or process personal information outside Australia.

Our website is hosted by Squarespace, and information submitted through the website may be processed using Squarespace and its associated service providers. These providers may operate in Ireland, the United States and other countries in which their infrastructure or service providers are located.

Other technology, cloud-storage, communication or analytics providers may also process information overseas.

Where applicable, we take reasonable steps to ensure overseas recipients handle personal information appropriately and consistently with applicable Australian privacy requirements. However, privacy protections in another country may differ from those available in Australia.

9. Website analytics and cookies

Our website may use cookies and similar technologies to operate correctly, maintain security, remember preferences and understand how visitors interact with the website.

Information collected may include:

  • IP address

  • Browser, network and device information

  • Pages visited

  • Date and time of visits

  • Referring website

  • General geographic location

  • Website interactions and navigation patterns.

Our website uses Squarespace functionality and may use Squarespace Analytics. We may also use other analytics or website services from time to time.

You can control or disable cookies through your browser settings. Disabling some cookies may affect website functionality.

Third-party services used or linked through our website may collect information in accordance with their own privacy policies.

10. Direct marketing

Where permitted by law, we may use contact details to provide information about PGIS services, capabilities or business updates that may be relevant to you.

We will only send electronic marketing communications where we have the required consent or are otherwise permitted to do so. Our communications will identify PGIS and provide a functional method to unsubscribe.

You may opt out at any time by:

  • Using the unsubscribe facility in the communication

  • Emailing info@pgis.au

  • Calling 1300 656 406.

We will process an opt-out request within the period required by law. Opting out of marketing will not prevent us from sending necessary service, contractual, safety or administrative communications.

11. Security of personal information

PGIS takes reasonable administrative, physical and technical measures to protect personal information from misuse, interference, loss and unauthorised access, modification or disclosure.

These measures may include:

  • Restricting access to authorised personnel

  • Password and access controls

  • Secure website connections

  • Appropriate cloud-storage and technology providers

  • Staff confidentiality obligations

  • Secure record-management practices

  • Reviewing and responding to suspected privacy and security incidents.

No internet transmission or storage system can be guaranteed to be completely secure. If an eligible data breach occurs, we will assess the incident and notify affected individuals and the Office of the Australian Information Commissioner where required by law.

12. Retention and destruction

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, to manage our business relationship or to comply with contractual, insurance, taxation, employment and legal obligations.

When personal information is no longer required, we will take reasonable steps to securely destroy or de-identify it, subject to applicable record-retention requirements.

13. Accessing or correcting personal information

You may request access to personal information we hold about you or ask us to correct information that you believe is inaccurate, out of date, incomplete, irrelevant or misleading.

Requests should be submitted using the contact details below. We may need to verify your identity before processing a request.

We will respond within a reasonable period, generally within 30 days. In some circumstances, the law may allow or require us to refuse access. If access or correction is refused, we will provide reasons where required.

We will not charge for making an access request. Where permitted by law, we may charge reasonable costs associated with providing access after informing you in advance.

14. Privacy complaints

If you believe PGIS has mishandled your personal information or breached an applicable privacy requirement, please contact our Privacy Officer.

Please provide:

  • Your name and contact details

  • A description of the privacy concern

  • Relevant dates and communications

  • The outcome you are seeking.

We will acknowledge and investigate the complaint and aim to provide a response within 30 days. If additional time is required, we will advise you.

If you are not satisfied with our response, you may be entitled to contact the Office of the Australian Information Commissioner through www.oaic.gov.au.

15. Third-party websites

Our website may contain links to third-party websites. PGIS is not responsible for the privacy practices, security or content of external websites.

We recommend reviewing the privacy policy of each third-party website before providing personal information.

16. Children’s information

Our website and commercial services are not directed at children, and we do not knowingly seek to collect personal information directly from children through the website.

Although PGIS provides services to childcare and education facilities, information about children should not be provided to us unless it is necessary, appropriately authorised and handled in accordance with applicable requirements.

17. Changes to this policy

We may update this Privacy Policy to reflect changes to our operations, technology, service providers or legal obligations.

The updated policy will be published on our website with the revised “Last updated” date. We encourage website visitors to review this policy periodically.

18. Contact us

For questions, access or correction requests, privacy complaints or requests to withdraw marketing consent, contact:

Privacy Officer
ProGroup Integrated Services Pty Ltd
ABN: 50 676 100 020
Email:info@pgis.au
Telephone: 1300 656 406
Website:www.pgis.au