1. Introduction and Acceptance

These Terms and Conditions (“Terms”) govern the provision of legal services by The Velocity Conveyancing Group (“we”, “us”, “our”, “Velocity Conveyancing”, “the Firm”) to clients (“you”, “your”, “Client”) in relation to conveyancing, property law, and related legal services across Australian Capital Territory, New South Wales, and Victoria.

By engaging our services, requesting a quote, or otherwise instructing us to act on your behalf, you acknowledge that you have read, understood, and agree to be bound by these Terms, together with any separate retainer agreement or engagement letter. These Terms form part of the contract between you and Velocity Conveyancing for the provision of legal services.

Our Professional Status: The Velocity Conveyancing Group comprises qualified solicitors holding current practising certificates in their respective jurisdictions. We are bound by professional conduct rules, statutory obligations, and ethical standards governing legal practice in Australia.

2. Scope of Services

2.1 Legal Services Provided

Velocity Conveyancing provides comprehensive legal services related to property transactions and associated matters, including but not limited to:

Residential Conveyancing:

• Contract preparation, review, and negotiation for property sales and purchases
• Property searches, due diligence investigations, and title examinations
• Settlement coordination, attendance, and post-settlement compliance
• Cooling-off period advice and withdrawal procedures
• Off-the-plan purchase support and developer liaison

Commercial Property Services:

• Business property transactions with specialised commercial expertise
• Lease assignments, tenant considerations, and commercial due diligence
• GST compliance, withholding obligations, and tax clearance coordination
• Investment property analysis and risk assessment

Specialised Legal Support:

• Auction and pre-auction legal advice and certificate preparation
• Estate planning including wills, powers of attorney, and succession planning
• Property-related dispute resolution and legal representation
• Trust and corporate property transactions

2.2 Service Limitations

Geographic Scope: Our services are limited to property transactions and legal matters within Australian Capital Territory, New South Wales, and Victoria. We do not provide legal advice or services for properties located outside these jurisdictions.

Professional Boundaries: While we are qualified solicitors, our practice focuses on property law and conveyancing. We do not provide advice on unrelated legal matters such as criminal law, family law (except property settlements), personal injury, or immigration law unless specifically engaged for such purposes.

Third-Party Services: We coordinate with but do not provide non-legal services such as building inspections, property valuations, financial advice, tax planning, or real estate agency services. Any recommendations for third-party providers are made for your convenience and do not constitute endorsements. We specifically do not provide any financial advice. Any comment in relation to financial or tax issues is general in nature, and you must consult a financial professional to obtain advice that is correct and suites your individual situation.

3. Client Instructions and Authority

3.1 Instruction Requirements

Written Instructions: All instructions must be provided in writing via email, signed documents, or through our secure client portal. Verbal instructions will be confirmed in writing before action is taken, except in urgent circumstances where written confirmation will follow immediately.

Authority to Act: By engaging our services, you warrant that you have full authority to provide instructions regarding the relevant property transaction. For joint owners, company transactions, or trust matters, appropriate authorization documentation must be provided.

Accuracy of Information: You are responsible for providing complete, accurate, and timely information necessary for us to perform our services effectively. This includes:

• Correct personal details, contact information, and identification documents
• Complete financial information including loan details and deposit sources
• Accurate property information and transaction requirements
• Disclosure of any relevant circumstances that could affect the transaction

3.2 Changes to Instructions

Instruction Modifications: Changes to instructions must be provided in writing and may result in additional fees depending on the stage of the transaction and complexity of the changes required.

Withdrawal of Instructions: You may withdraw instructions at any time, subject to our professional obligations and payment of fees for work completed to the date of termination.

4. Fees and Payment Terms

4.1 Fee Structure

Professional Fees: Our fees are calculated based on the complexity of the transaction, time required, and services provided. Fee structures may include:

• Fixed fees for standard residential conveyancing transactions
• Staged fees for complex or extended transactions
• Hourly rates for specialised legal advice or dispute resolution
• Success-based fees for specific negotiated outcomes

Disbursements and Third-Party Costs: In addition to professional fees, you are responsible for disbursements and third-party costs including:

• Government search fees, registration costs, and stamp duty
• Settlement agent fees and electronic conveyancing charges
• Court filing fees, document certification, and courier costs
• Expert reports, valuations, and consultant fees

4.2 Payment Obligations

Fee Estimates and Quotes: Initial fee estimates are provided in good faith based on information available at the time. Final fees may vary if transaction complexity exceeds initial expectations or additional services are required. Government/third party fees and charges usually change annually and estimates provided are current at that time. Sometimes extra charges are needed to make sure your conveyance meets all legal requirements. These charges are simply passed on to you at cost — we do not benefit from them.

Payment Terms:

• Professional fees are payable in accordance with the agreed fee structure
• Disbursements are payable upon request but in most cases are deducted from settlement proceeds
• Interest may be charged on overdue accounts at the rate of 2% per month or part thereof
• We reserve the right to require payment in advance for anticipated costs

Trust Account Management: Client funds are held in accordance with legal practice trust account regulations. Interest earned on trust funds is not paid to the Firm but remitted to the ACT Law Society Statutory Account in accordance with statutory requirements.

4.3 Lien Rights

We may exercise a solicitor’s lien over documents and property in our possession until all fees and costs are paid in full. This includes the right to retain settlement proceeds to satisfy outstanding fees and disbursements.

5. Professional Obligations and Standards

5.1 Professional Conduct

Competent Representation: We will provide services with the skill, care, and diligence reasonably expected of solicitors practicing in property law, in accordance with professional conduct rules and legal practice standards.

Conflict of Interest Management: We maintain comprehensive conflict checking procedures and will not act where conflicts of interest exist. If conflicts arise during the course of representation, we will advise you immediately and take appropriate action.

Confidentiality Obligations: All information provided by clients is subject to legal professional privilege and solicitor-client confidentiality, except where disclosure is required by law or professional conduct rules.

5.2 Compliance with Laws

Regulatory Compliance: We comply with all applicable laws and regulations including:

• Legal Practice Acts and professional conduct rules
• Anti-money laundering and counter-terrorism financing legislation
• Privacy and data protection requirements
• Trust account and financial management regulations
• Professional indemnity insurance requirements

Third-Party Reporting: We may be required to report suspicious transactions or provide information to regulatory authorities as required by law, without prior notice to clients.

6. Limitation of Liability and Indemnities

6.1 Liability Limitations

Scope of Liability: Our liability for any loss or damage arising from the provision of legal services is limited to the amount recoverable under our professional indemnity insurance policy, currently insured to the minimum statutory limits required for legal practice.

Consequential Damages: We exclude liability for consequential, indirect, or economic losses including loss of profits, business opportunities, or market movements, except to the extent such exclusion is prohibited by law.

Third-Party Actions: We are not liable for the actions, omissions, or failures of third parties including real estate agents, lenders, government authorities, or other professionals, except where we have been negligent in selecting or instructing such parties.

6.2 Client Indemnities

Information Accuracy: You indemnify us against any liability arising from inaccurate or incomplete information provided by you, including consequences of undisclosed material facts or circumstances.

Authority Warranties: You indemnify us for acting on your instructions and warrant that you have full authority to provide such instructions and enter into the relevant property transaction.

Third-Party Claims: You indemnify us against claims by third parties arising from your instructions or actions, except where such claims result from our negligence or breach of professional obligations.

7. Termination of Services

7.1 Termination by Client

Right to Terminate: You may terminate our services at any time by providing written notice. Termination does not affect liability for fees and costs incurred up to the date of termination.

Outstanding Obligations: Upon termination, you remain liable for:

• All professional fees for work completed
• Disbursements incurred or committed
• Reasonable costs associated with file closure and document transfer

7.2 Termination by Velocity Conveyancing

Grounds for Termination: We may terminate our services in the following circumstances:

• Non-payment of fees or costs after reasonable notice
• Instructions that require us to breach professional obligations or legal requirements
• Loss of confidence in your instructions or discovery of material misrepresentation
• Irreconcilable differences regarding conduct of the matter
• Conflict of interest that cannot be resolved

Notice Requirements: We will provide reasonable notice of termination except in urgent circumstances requiring immediate withdrawal.

7.3 File Retention and Transfer

Upon termination, we will:

• Provide an account of all fees and costs incurred
• Return original documents and property belonging to you
• Retain copies of documents as required by professional regulations
• Transfer files to your new legal representative upon written authorization and payment of outstanding fees

8. Technology and Communication

8.1 Electronic Communications

Email Communications: We communicate primarily via email for efficiency and record-keeping purposes. You consent to receiving legal advice and confidential information via email, acknowledging the inherent security risks of email transmission.

Electronic Document Execution: We may use electronic signature platforms and digital document execution systems. You consent to electronic execution of documents where legally permitted and appropriate.

Client Portal Access: Where available, our secure client portal provides access to transaction documents, progress updates, and communication records. Portal access is subject to separate terms and security requirements.

8.2 Technology Limitations

System Availability: While we maintain robust technology systems, we cannot guarantee continuous availability and are not liable for losses caused by system downtime or technical failures beyond our control.

Cybersecurity: We implement appropriate cybersecurity measures but cannot guarantee absolute security of electronic communications or data storage. You acknowledge and accept the inherent risks of electronic communication and data transmission.

9. Dispute Resolution

9.1 Internal Resolution Process

Initial Concerns: Any concerns regarding our services should be raised immediately with the solicitor handling your matter to allow for prompt resolution.

Formal Complaints: If initial discussions do not resolve concerns, formal complaints should be directed to our Principal Solicitor in writing, outlining the specific issues and desired resolution.

Investigation Process: We will acknowledge complaints within 7 days and provide a substantive response within 30 days after conducting appropriate investigation.

9.2 External Resolution Options

If internal resolution processes do not address your concerns satisfactorily, you may pursue external resolution through:

Professional Regulatory Bodies:

• Law Institute of Victoria (for Victorian matters)
• Law Society of New South Wales (for NSW matters)
• ACT Law Society (for ACT matters)

Legal Services Commissioners: Each jurisdiction maintains independent legal services commissioners for complaint investigation and resolution.

Court Proceedings: Nothing in these terms prevents you from pursuing legal remedies through appropriate courts, subject to any applicable limitation periods.

9.3 Limitation Periods

Claims against us must be commenced within the applicable limitation period, generally six years from the date the cause of action accrued or three years from when you became aware of the facts giving rise to the claim.

10. Intellectual Property

10.1 Ownership of Work Product

Legal Advice and Documents: Legal advice provided and documents prepared specifically for your transaction become your property upon payment of fees, subject to our right to retain copies for professional records.

General Materials: Precedent documents, forms, procedures, and general educational materials remain our intellectual property and may not be reproduced or distributed without consent.

Third-Party Materials: Some documents or resources may be subject to third-party intellectual property rights, which we will identify where known.

Searches: Upon payment of our fees, the searches we have obtained on your behalf become your property subject to our right to retain copies for professional records and in consideration of us retaining a copy you grant us an irrevocable licence to reuse a copy of those searches in our absolute discretion.

10.2 Use Restrictions

You may not:

• Use our legal advice or work product for purposes other than your specific transaction
• Share confidential legal advice with third parties without our consent
• Reproduce our proprietary materials for commercial purposes
• Reverse engineer or attempt to access our proprietary systems or processes

11. Privacy and Data Protection

11.1 Information Collection and Use

Our collection, use, and disclosure of personal information is governed by our Privacy Policy, which forms part of these Terms. By engaging our services, you consent to our information handling practices as described in the Privacy Policy.

11.2 Client Confidentiality

Legal Professional Privilege: Communications between you and us for the purpose of obtaining legal advice are protected by legal professional privilege and will not be disclosed without your consent except as required by law.

Confidentiality Obligations: We maintain strict confidentiality regarding all client information and transactions, subject only to professional obligations and legal requirements for disclosure.

12. General Provisions

12.1 Governing Law

These Terms are governed by the laws of the Australian Capital Territory and the Commonwealth of Australia. Any disputes will be subject to the jurisdiction of the courts of the Australian Capital Territory.

12.2 Variation and Amendment

Term Modifications: These Terms may be updated periodically to reflect changes in legal requirements, professional standards, or business practices. Updated terms will be posted on our website and communicated to active clients.

Individual Variations: Variations to these Terms for specific matters must be agreed in writing and signed by both parties.

12.3 Severability

If any provision of these Terms is found to be invalid or unenforceable, the remaining provisions will continue in full force and effect.

12.4 Entire Agreement

These Terms, together with any separate retainer agreement and our Privacy Policy, constitute the entire agreement between you and Velocity Conveyancing regarding the provision of legal services.

12.5 Assignment

You may not assign your rights or obligations under these Terms without our written consent. We may assign our rights and obligations to another legal practice with appropriate notice.

13. Contact Information and Service of Notices

13.1 Official Contact Details

Principal Office:
Velocity Conveyancing Group
GPO Box 1951, Canberra ACT 2601
Email: mail@velocityconveyancing.com.au
Phone: 1 300 483 562

13.2 Service of Notices

Client Notices to Us: All formal notices, complaints, or legal documents should be served at our principal office address or sent to mail@velocityconveyancing.com.au with read receipt requested.

Our Notices to You: We may serve notices by email to your last known email address, by post to your last known address, or by personal delivery. Notices are deemed received upon transmission (email), two business days after posting (mail), or upon delivery (personal service).

Emergency Contact: For urgent matters outside business hours, contact our main number where emergency contact procedures will be provided.

14. Acknowledgment and Acceptance

By engaging our services, you acknowledge that:

• You have read and understood these Terms and Conditions
• You accept these Terms as binding upon you
• You have had the opportunity to seek independent advice regarding these Terms
• You understand your rights and obligations as outlined herein
• You consent to our collection and use of personal information as described in our Privacy Policy

Professional Relationship: You acknowledge that we act as your solicitors and that a professional solicitor-client relationship is established upon acceptance of your instructions, subject to these Terms and applicable professional conduct obligations.

These Terms and Conditions were last updated on 27 July 2025 and are effective from 27 July 2025. Please retain a copy for your records and contact us if you have any questions regarding these Terms.

For questions regarding these Terms and Conditions, please contact:
Velocity Conveyancing Group
Email: mail@velocityconveyancing.com.au
Phone: 1 300 483 562