Skip to content

Facility Access and Physical Security

2025.8

Matrak operates as a remote-first company with optional co-working space access for Melbourne-based employees.

Matrak provides access to co-working facilities at The Commons QV (3 Albert Coates Ln, Melbourne 3000) for employees based in Melbourne. Physical access management, security systems, and facility operations are managed by The Commons facility management.

All workforce members are responsible for following facility security procedures and reporting any security incidents when using co-working spaces.

Policy Statements

Matrak policy requires that

(a) Physical access to co-working facilities is managed by the facility provider according to their security standards.

(b) Employees must follow all facility access requirements and security procedures established by the co-working space provider.

(c) All employees must follow physical security requirements and procedures documented by The Commons facility management.

(d) Visitors must be managed according to The Commons visitor policies and procedures.

(e) All workforce members are responsible for reporting security incidents to both facility management and Matrak security team.

(f) Physical access records are maintained by The Commons facility management according to their record retention policies.

(g) Building security, emergency procedures, and safety systems are maintained by The Commons according to applicable laws and regulations.

Controls and Procedures

Physical Security

Access Requirements Overview

  • Physical access to The Commons co-working space is managed through their access control systems.

    • Access is granted to Matrak employees upon request and approval by management.
    • Access is revoked upon termination of workforce members.
    • Workforce members must report lost and/or stolen access cards to both their manager and The Commons facility management.
    • The Commons facility management is responsible for access card management, revocation, and replacement.
    • Matrak does not maintain direct control over physical access systems.

  • Enforcement of Facility Access Policies

    • Report violations of this policy to the restricted area's department team leader, supervisor, manager, or director, or the Privacy Officer.
    • Workforce members in violation of this policy are subject to disciplinary action, up to and including termination.
    • Visitors in violation of this policy are subject to loss of vendor privileges and/or termination of services from Matrak.

  • Workstation Security

    • Workstations may only be accessed and utilized by authorized workforce members to complete assigned job/contract responsibilities.
    • All workforce members are required to monitor workstations and report unauthorized users and/or unauthorized attempts to access systems/applications as per the System Access Policy.
    • All workstations purchased by Matrak are the property of Matrak and are distributed to users by the company.

Co-working Space Access

  • The Commons QV, Melbourne

    • Address: 3 Albert Coates Ln, Melbourne 3000
    • Access hours and security procedures are managed by The Commons
    • Entry is secured by The Commons access control systems
    • Security monitoring and surveillance is provided by The Commons
    • Building security operates according to The Commons policies and procedures
    • No dedicated Matrak server rooms or secure areas - all production infrastructure is cloud-based

Facility Access Data Storage

Physical access control systems and security monitoring are managed entirely by The Commons facility management.

  • Access control logs are maintained by The Commons according to their data retention policies
  • Security camera footage is managed by The Commons security systems
  • Matrak does not have direct access to or control over facility security systems

Facility Access Control Process

New Hires

For Melbourne-based employees requiring co-working space access:

  • Access requests are initiated through HR as part of the onboarding process
  • The Commons facility management handles access card provisioning
  • Access is activated according to The Commons procedures
Separations

For employee terminations:

  • HR notifies The Commons facility management to revoke access
  • Access is deactivated according to The Commons procedures
  • Physical access cards are returned to The Commons or reported as unreturned
Access Management

All physical access management is handled by The Commons facility management team according to their established procedures.

Maintenance & Repairs

All facility maintenance, repairs, and security system modifications are managed by The Commons facility management.

  • Matrak does not have direct responsibility for physical security system maintenance
  • Any security incidents or maintenance issues should be reported to The Commons and Matrak management

Reporting and Auditing

Physical security auditing and compliance is managed by The Commons according to their policies.

  • Matrak may request access reports from The Commons as needed for compliance purposes
  • Security incidents involving Matrak employees are reported to both The Commons and Matrak security team
  • Records are maintained by The Commons according to their retention policies

Data Center Security

Physical security of data centers is ensured by the cloud infrastructure service provided, AWS.

Clean Desk Policy and Procedures

Employees must secure all sensitive/confidential information in their workspace at the conclusion of the work day and when away from their workspace. This includes both electronic and physical information such as:

  • computer workstations, laptops, and tablets
  • removable storage devices including CDs, DVDs, USB drives, and external hard drives
  • printed materials

Computer workstations/laptops must be locked (password protected) when physically unattended. Portable devices such as laptops and tablets should be taken home at the conclusion of the work day.

Removable storage devices and printed documents must be treated as sensitive material and locked in a drawer or similar when not in use. Printed materials must be immediately removed from printers or fax machines. Passwords must not be written down or stored physically.

Keys and access cards used for access to sensitive or restricted information/areas must not be left unattended anywhere in the office.