Definitive Conveyancing Victoria — Privacy Policy
Effective date: 1 July 2026
1. Purpose of this policy This Privacy Policy explains how Definitive Conveyancing Victoria collects, holds, uses, discloses, secures, and manages personal information in the course of providing conveyancing services in Victoria, including information collected to meet obligations under Australia's anti-money laundering and counter-terrorism financing laws. I am committed to handling personal information lawfully, fairly, and transparently, and to collecting only the information that is reasonably necessary for my conveyancing services, legal obligations, and AML/CTF compliance requirements.
2. Who this policy applies to This policy applies to personal information I handle about clients, prospective clients, vendors, purchasers, representatives, authorised contacts, beneficial owners, parties to a conveyancing transaction, and other individuals whose information is provided to me during a matter.
3. Types of personal information collected The personal information I may collect depends on the nature of the matter and may include: Name, residential address, postal address, email address, and telephone number. Date of birth and identity verification details. Copies or details of identity documents where required for verification. Property details, contract details, settlement information, and transaction records. Financial information relevant to the matter, including payment details, source of funds information, and trust or settlement account details where applicable. Information about companies, trusts, partnerships, or other legal structures, including directors, trustees, shareholders, beneficial owners, and authorised representatives. Communications with me, including emails, letters, forms, file notes, and instructions. Other information required by law, regulators, insurers, professional bodies, or transaction participants.
4. How personal information is collected I usually collect personal information directly from you when you instruct me, complete forms, provide identification, communicate with me, or provide documents for a conveyancing matter. I may also collect information from authorised representatives, real estate agents, lenders, brokers, solicitors, conveyancers, government bodies, identity verification providers, public registers, electronic lodgement networks, and other parties involved in the transaction.
5. AML/CTF compliance information When required by the Anti-Money Laundering and Counter-Terrorism Financing Act 2006, AML/CTF Rules, or related guidance, I may collect, verify, use, and retain personal information to complete customer due diligence, identify beneficial owners, assess money laundering and terrorism financing risks, monitor matters, keep required records, and make reports to AUSTRAC where legally required. Where the law restricts what I can disclose, including obligations relating to suspicious matter reporting or tipping-off restrictions, I may be unable to provide full details about how certain information is used or disclosed.
6. Why personal information is used I use personal information for the following purposes: Opening, managing, and completing conveyancing files. Verifying identity and authority to act. Communicating with you and other parties involved in a transaction. Preparing, reviewing, and lodging conveyancing documents. Arranging settlement and related transaction steps. Complying with AML/CTF, taxation, conveyancing, property, trust accounting, and other legal obligations. Managing professional, insurance, audit, regulatory, and record-keeping requirements. Responding to enquiries, complaints, access requests, and correction requests. Protecting my business, clients, and the public from fraud, financial crime, and misuse of conveyancing services.
7. Disclosure of personal information I may disclose personal information where reasonably necessary for the conduct of a matter or where required or authorised by law. Recipients may include: Clients and authorised representatives. Other conveyancers, solicitors, real estate agents, lenders, brokers, and settlement participants. Government agencies, regulators, courts, tribunals, and law enforcement bodies. AUSTRAC, where reporting or other AML/CTF obligations apply. Identity verification, electronic signing, electronic lodgement, and settlement platform providers. Professional advisers, insurers, auditors, accountants, and IT service providers. Secure offsite storage providers engaged to store closed or archived files.
8. Secure storage of files Current files are stored securely and access is limited to me and any authorised service providers who need access for legitimate business, legal, or compliance purposes. Closed or archived physical files may be stored at a secure offsite storage facility. The offsite storage provider is expected to maintain appropriate physical security, access controls, and retrieval procedures. Electronic records are protected using reasonable technical and organisational safeguards, which may include password protection, device security, access controls, backups, secure email practices, and anti-malware protections. I take reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification, and disclosure.
9. Retention and destruction I retain personal information for as long as required for the matter, legal and regulatory obligations, AML/CTF record-keeping obligations, professional requirements, insurance purposes, and dispute management. When information is no longer required, I will take reasonable steps to securely destroy it or de-identify it, unless I am required or authorised to retain it.
10. Access and correction You may request access to personal information I hold about you or ask me to correct information that is inaccurate, out of date, incomplete, irrelevant, or misleading. I may need to verify your identity before responding. In some circumstances, access may be refused or limited where permitted by law, including where disclosure would affect legal obligations, another person's privacy, an investigation, enforcement activity, or AML/CTF restrictions. 11. Data breaches If I become aware of a suspected or actual data breach, I will take reasonable steps to contain, assess, and respond to the incident. Where required by the Notifiable Data Breaches scheme or other applicable law, I will notify affected individuals and the Office of the Australian Information Commissioner.
12. Overseas disclosure I do not routinely disclose personal information overseas. However, some technology, identity verification, cloud, email, or support service providers may store or access information from outside Australia. Where this occurs, I take reasonable steps to use providers with appropriate privacy and security safeguards.
13. Complaints If you have a question or complaint about how I handle personal information, please contact me first so I can review and respond to your concern. I will aim to respond within a reasonable time. If you are not satisfied with my response, you may contact the Office of the Australian Information Commissioner.
14. Contact details Business name: Definitive Conveyancing Victoria Principal: Suzanne Hamilton Address: 57 Charles Street, Brighton East, 3187 Email:[email protected] Phone: 0411 868 504
15. Review of this policy I may update this policy from time to time to reflect changes in my business practices, technology, legal obligations, AML/CTF requirements, or privacy guidance. The current version will be available on request and, where applicable, on my website.
