1. Introduction and Scope

Velocity Conveyancing Pty Ltd (“we”, “us”, “our”, “Velocity Conveyancing”) is committed to protecting your privacy and handling your personal information in accordance with the Privacy Act 1988 (Cth) and applicable state and territory privacy legislation. As qualified solicitors providing conveyancing and related legal services across Australian Capital Territory, New South Wales, and Victoria, we understand the sensitive nature of the personal and financial information entrusted to us during property transactions.

This Privacy Policy explains how we collect, use, disclose, store, and protect your personal information in connection with our legal services, including residential and commercial conveyancing, auction support, estate planning, and related legal advice. This policy applies to all personal information collected through our offices, website, electronic communications, and in the course of providing legal services.

By engaging our services or providing personal information to us, you consent to the collection, use, and disclosure of your personal information in accordance with this Privacy Policy and applicable privacy laws.

2. Personal Information We Collect

2.1 Information Collected for Conveyancing Services

As solicitors conducting property transactions, we are legally required to collect comprehensive personal information to fulfill our professional obligations, comply with legal requirements, and provide effective legal representation. The personal information we collect includes:

Identity and Contact Information:

• Full legal names and any previous names or aliases
• Date of birth and proof of identity documentation
• Current and previous residential addresses
• Contact details including phone numbers, email addresses, and postal addresses
• Emergency contact information
• Relationship status and spouse/partner details where relevant to property ownership

Financial Information:

• Bank account details and financial institution information
• Income details, employment information, and financial capacity assessments
• Loan and mortgage details, including lender information and loan terms
• Deposit source verification and funds transfer documentation
• Tax file numbers where required for property settlement obligations
• Superannuation details for self-managed superfund property transactions

Property-Related Information:

• Current and intended property ownership details
• Property preferences, requirements, and transaction history
• Real estate agent details and property marketing information
• Building and pest inspection reports and recommendations
• Insurance arrangements and coverage details

2.2 Legal and Compliance Information

To meet our professional obligations under legal practice legislation and anti-money laundering laws, we collect:

• Verification of identity documents including passports, driver’s licenses, and citizenship certificates
• Proof of address documentation and residential history
• Foreign investment approval documentation (FIRB) where applicable
• Trust deed and corporate documentation for entity purchases
• Powers of attorney and legal guardianship documentation
• Court orders, family law property settlements, and related legal documents

2.3 Website and Digital Information

When you visit our website or communicate with us electronically, we may collect:

• IP addresses, browser types, and device information
• Website usage patterns, page views, and navigation behavior
• Cookies and similar tracking technologies for website functionality
• Online enquiry form submissions and quote requests
• Email communication preferences and interaction history

3. How We Collect Personal Information

3.1 Direct Collection

We primarily collect personal information directly from you through:

Client Consultations and Instructions: During initial consultations, ongoing advice sessions, and formal instruction processes, we collect information necessary to understand your legal requirements and provide appropriate services.

Written Communications: Through contracts of retainer, client instruction forms, property transaction documentation, and email correspondence containing personal details and transaction requirements.

Identity Verification Processes: As required under legal practice regulations and anti-money laundering legislation, we collect and verify identity documents through face-to-face meetings, certified document verification, or approved electronic verification systems.

3.2 Third Party Collection

In certain circumstances, we may collect personal information from third parties with your consent or where legally authorized:

• Real Estate Agents: Property details, offer information, and settlement coordination data
• Financial Institutions: Loan approval documentation, mortgage terms, and settlement requirements
• Government Authorities: Title searches, rates information, planning certificates, and regulatory compliance data
• Other Legal Representatives: Information from your previous solicitors, executors, or trustees
• Family Members or Representatives: Where you have authorized them to act on your behalf or provide information for your transaction

3.3 Public Records and Databases

We access publicly available information and official databases as part of our legal due diligence obligations:

• Land titles registries and property ownership records
• Council and planning authority databases
• Court records and bankruptcy registers where relevant to property transactions
• Professional regulatory databases to verify credentials of other parties

4. Purposes for Which We Use Personal Information

4.1 Primary Legal Services

We use your personal information to provide comprehensive legal services including:

Property Transaction Management: Conducting contract reviews, property searches, settlement coordination, and post-settlement compliance to ensure legally sound property transfers that protect your interests.

Legal Advice and Representation: Providing strategic advice on property law matters, contract negotiation, risk assessment, and dispute resolution tailored to your specific circumstances and objectives.

Regulatory Compliance: Meeting our obligations under legal practice legislation, trust accounting requirements, anti-money laundering laws, and professional indemnity insurance requirements.

Due Diligence and Risk Assessment: Conducting comprehensive searches and investigations to identify potential legal issues, encumbrances, or risks that could affect your property transaction or investment.

4.2 Communication and Client Service

• Maintaining ongoing communication throughout your transaction with regular updates, document requests, and settlement coordination
• Providing technical explanations of legal processes, document requirements, and your rights and obligations
• Coordinating with third parties including real estate agents, lenders, valuers, and government authorities on your behalf
• Managing settlement scheduling, fund transfers, and final documentation delivery

4.3 Business Operations and Improvement

• Maintaining accurate client files and transaction records as required by legal practice regulations
• Processing payments, managing trust accounting obligations, and financial reconciliation
• Quality assurance, professional development, and service improvement initiatives
• Statistical analysis and market research to enhance our service offerings (using de-identified data only)

5. Disclosure of Personal Information

5.1 Necessary Disclosures for Legal Services

Effective legal representation in property transactions requires disclosure of your personal information to various parties. We disclose personal information only when necessary for your legal matter and in accordance with our professional obligations:

Government Authorities and Regulators:

• Land titles offices for property registration and title transfer
• Revenue authorities for stamp duty calculation and payment
• Local councils for rates adjustments and compliance verification
• Australian Taxation Office for GST withholding and foreign investment compliance
• AUSTRAC for anti-money laundering reporting where required

Financial Institutions and Settlement Parties:

• Your mortgage lender for loan documentation and settlement coordination
• Bank representatives for fund transfer authorization and settlement attendance
• Property Exchange Australia (PEXA) for electronic conveyancing transactions
• Settlement agents and other legal representatives acting for transaction parties

Property Transaction Participants:

• Real estate agents for sale coordination and commission payment
• Vendor’s solicitors for contract exchange and settlement negotiation
• Building and pest inspectors, valuers, and other professional consultants as authorized
• Body corporate managers and strata administration for unit and townhouse transactions

5.2 Professional and Legal Obligations

We may disclose personal information where required by law or professional obligations:

• Legal practice regulatory authorities for compliance monitoring and investigation
• Professional indemnity insurers for claims management and risk assessment
• Courts and tribunals where required by legal proceedings or court orders
• Law enforcement agencies where required by law or to prevent serious crimes

5.3 Service Providers and Business Partners

We engage trusted third-party service providers who may access personal information in providing services to us:

• Cloud storage and document management providers with Australian data centers and appropriate security measures
• IT support and cybersecurity providers for system maintenance and protection
• Professional consultants including barristers, expert witnesses, and specialist advisors
• Outsourced administrative services including document preparation and filing services

All service providers are bound by confidentiality agreements and must comply with privacy protection standards equivalent to our own obligations.

6. Data Security and Protection

6.1 Information Security Measures

Protecting your personal information is fundamental to our professional obligations and client trust. We implement comprehensive security measures appropriate to the sensitive nature of legal and financial information:

Physical Security:

• Secure office premises with restricted access controls and surveillance systems
• Locked filing cabinets and storage areas for physical documents
• Clean desk policies and secure disposal of confidential documents
• Visitor access controls and escort requirements for sensitive areas

Digital Security:

• Multi-factor authentication for all system access
• Encrypted data transmission and storage using industry-standard protocols
• Regular security updates and vulnerability assessments
• Firewalls, anti-malware protection, and intrusion detection systems
• Secure backup systems with offsite storage and disaster recovery capabilities

Access Controls:

• Role-based access permissions limiting information access to authorized personnel only
• Regular access reviews and immediate revocation for departing staff
• Comprehensive audit trails for all system access and document handling
• Mandatory privacy and security training for all staff members

6.2 Data Breach Response

In the unlikely event of a data breach that may result in serious harm, we have established procedures to:

• Immediately contain the breach and assess the scope of affected information
• Notify affected clients within 72 hours where required by law
• Report to the Office of the Australian Information Commissioner as legally required
• Implement additional security measures to prevent similar incidents
• Provide ongoing support and assistance to affected clients

7. Data Retention and Disposal

7.1 Retention Periods

As legal practitioners, we are subject to specific record-keeping obligations that determine how long we retain your personal information:

Active Client Files: Maintained for the duration of our engagement plus a minimum of seven years following completion of services, in accordance with legal practice legislation and professional indemnity insurance requirements.

Closed Matter Files: Retained for a minimum period as follows:

• Property transactions: 15 years from completion
• Estate planning documents: Permanently (or until superseded)
• Litigation matters: 15 years from resolution
• Trust account records: 7 years as required by legal practice legislation

Marketing and Communication Records: Retained until you opt out of communications or for a maximum of 7 years for inactive contacts.

7.2 Secure Disposal

When personal information is no longer required to be retained, we ensure secure destruction through:

• Professional document shredding services for physical documents
• Secure electronic data wiping using certified data destruction methods
• Certificate of destruction provided for compliance verification
• Regular disposal schedules and compliance monitoring

8. Your Privacy Rights

8.1 Access and Correction Rights

You have the right to request access to the personal information we hold about you and to request correction of any inaccurate or outdated information. We will respond to access requests within 30 days and provide information in a format that is readily understandable.

Access Requests: Must be made in writing and include sufficient detail for us to identify the information requested. We may charge reasonable fees for providing access to large volumes of information.

Correction Requests: We will take reasonable steps to ensure personal information is accurate, complete, and up-to-date. If you believe information is incorrect, please contact us immediately so we can investigate and make necessary corrections.

8.2 Complaint Resolution

If you believe we have not handled your personal information in accordance with privacy laws or this policy, you have the right to make a complaint:

Internal Complaint Process:

1. Contact our Privacy Officer in writing with details of your concern
2. We will acknowledge your complaint within 7 days and investigate promptly
3. We will provide a written response within 30 days outlining our findings and any corrective action
4. If you are not satisfied with our response, you may escalate to external authorities

External Complaint Options:

• Office of the Australian Information Commissioner (OAIC)
• Legal Services Commission in your state or territory
• Law Institute of Victoria, Law Society of NSW, or ACT Law Society as applicable

9. International Transfers

We primarily store and process personal information within Australia using local service providers and infrastructure. However, some limited international transfers may occur:

Cloud Storage Services: We use cloud storage providers with data centers in Australia, but backup systems may involve temporary international transfer with appropriate safeguards and contractual protections.

International Property Transactions: For clients purchasing property internationally or non-resident transactions, we may need to share information with overseas authorities, financial institutions, or legal representatives as required for transaction completion.

All international transfers are conducted in accordance with Australian privacy law requirements, including ensuring adequate protection through contractual arrangements or approved certification schemes.

10. Website Privacy and Cookies

10.1 Website Information Collection

Our website collects limited information to improve user experience and provide requested services:

• Technical information including IP addresses, browser types, and operating systems for security and performance optimization
• Usage analytics to understand how visitors interact with our website and improve content and functionality
• Contact form submissions and quote requests for service provision
• Marketing preference settings and communication history

10.2 Cookies and Tracking Technologies

We use cookies and similar technologies for:

Essential Functionality: Session management, security features, and core website operation that cannot be disabled without affecting site functionality.

Analytics and Performance: Google Analytics and similar tools to understand website usage patterns, improve user experience, and optimize content (using anonymized data where possible).

Marketing and Communications: Tracking email open rates, click-through rates, and website referrals from marketing campaigns to measure effectiveness and improve targeting.

You can control cookie settings through your browser preferences, but disabling certain cookies may limit website functionality.

11. Third-Party Links and Services

Our website may contain links to third-party websites, services, or resources for your convenience. We are not responsible for the privacy practices of these external sites and recommend reviewing their privacy policies before providing personal information.

Professional Service Directories: Links to regulatory bodies, professional associations, and industry resources for verification and additional information.

Government Resources: Links to land titles offices, planning authorities, and other official resources relevant to property transactions.

Educational Content: Links to industry publications, market reports, and educational materials that may be hosted on external websites.

12. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices, legal requirements, or service offerings. Significant changes will be communicated through:

• Email notification to existing clients with current contact details
• Prominent website notices for at least 30 days before implementation
• Updated effective dates and version tracking for reference

Continued use of our services following policy updates constitutes acceptance of the revised terms.

13. Contact Information

For questions, concerns, or requests regarding this Privacy Policy or your personal information, please contact:

Privacy Officer
Velocity Conveyancing Pty Ltd
GPO Box 1951, Canberra ACT 2601
Email: mail@velocityconveyancing.com.au
Phone: 1 300 483 562

Office of the Australian Information Commissioner:
Website: www.oaic.gov.au
Phone: 1300 363 992

This Privacy Policy was last updated on 27 July 2025 and is effective from 27 July 2025. We recommend reviewing this policy periodically to stay informed about how we protect your personal information.