Tas Conveyancing – Privacy Policy

Last updated: 12 May 2025

1. Purpose and Scope

This Privacy Policy sets out how Tas Conveyancing (“we”, “us”, “our”) collects, holds, uses and discloses personal information while providing residential, commercial and strata-title conveyancing and related legal services.

It complies with:

  • the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs);
  • Tasmania’s Personal Information Protection Act 2004 (PIP Act); and
  • any other applicable privacy or data-protection laws.

By engaging us, visiting our website or otherwise providing personal information, you consent to the practices described below.

2. What Personal Information We Collect

Category Typical examples Legal basis (APPs/PIP Act)
Identity & contact Name, postal and email address, phone, date of birth, driver’s-licence or passport details, birth certificates, Medicare card, Marriage certificates, Records of Death, Probate, biometric face-match records Needed to verify identity and meet “Know Your Client” (KYC) / Verification of Identity (VOI) obligations
Property & transaction Contract particulars, title searches, valuation reports, settlement statements, bank account numbers, trust-account references, Binding Financial Agreements/Consent Orders, Trust Deeds Required to act on your conveyancing matter
Sensitive information Racial/ethnic origin appearing on ID; health data affecting cooling-off rights or legal capacity Collected with consent or where authorised/required by law
Employment & finance Directorships, trustees, powers of attorney, loan approvals To confirm signing authority and comply with AML/CTF laws
Online data IP address, device IDs, cookies, browsing analytics Legitimate interest in site security and service improvement

3. How We Collect Information

  • Directly from you (forms, email, phone, video conference, in person, through VOI software);
  • From third parties you authorise (real-estate agents, brokers, banks, utilities);
  • From public registries (Land Titles Office, ASIC, PPSR);
  • Automatically through our website and secure client portal (see s10).

If you provide personal information about another person (e.g. a joint tenant), you must have their permission and direct them to this Policy.

4. Why We Collect, Hold and Use Personal Information

Purpose Examples
Service delivery Conveyancing services including but not limited to: Drafting contracts, conducting due-diligence searches, arranging settlement, drafting legal and transactional documents, lodging dealings, disbursing trust funds
Legal & regulatory compliance Conveyancing Act 2008 (Tas), Conveyancing Regulations 2015 (Tas), taxation, VOI, PEXA rules
Client communications & marketing Matter updates, transactional communications
Internal management Conflict checks, quality assurance, insurance, staff training, archival/destruction schedules
Security & fraud prevention Monitoring log-ins, verifying payment instructions, detecting suspicious activity

We will not use or disclose personal information for unrelated purposes unless you consent, it is reasonably expected and permitted by law, or we are legally obliged.

5. Disclosure to Third Parties

We may disclose personal information to:

  • counterparties, real-estate agents, and their solicitors;
  • banks, lenders, PEXA, InfoTrack, ScanTek, settlement agents
  • government agencies (Land Titles Office, State Revenue Office Tasmania, ATO, AUSTRAC);
  • IT service providers (document management, secure Australian cloud storage);
  • professional advisers, insurers, auditors;
  • courts, tribunals or regulators when required.

Overseas disclosure: We aim to store and process data in Australia. If overseas disclosure is unavoidable, we will ensure comparable privacy safeguards.

6. Data Security

We employ administrative, physical and technical safeguards, including:

  • multi-factor authentication for all remote access and PEXA workspaces;
  • role-based access controls and audit trails;
  • Australian data-centre back-ups;
  • destruction of physical files after statutory retention (if any).

No transmission or storage system is perfectly secure. To the extent permitted by law, we exclude liability for unauthorised access beyond our reasonable control.

7. Access, Correction & Portability

You may request access to, or correction of, your personal information by contacting us (see s12):

  • We respond within 30 days (APP 12).
  • Access may be refused where legal professional privilege applies, disclosure would unreasonably affect others’ privacy, or we are legally precluded.
  • Corrections are made promptly; if we disagree, a statement of disputed facts can be attached.

8. Retention & Destruction

Conveyancing files are retained for at least seven (7) years from final invoice or as otherwise required by law, after which they are destroyed. Electronic files and VOI data will be held securely indefinitely.

9. Direct Marketing

We may send you service updates or legal news we believe relevant. You can opt out at any time via the unsubscribe link or by contacting us. We do not sell or rent mailing lists.

10. Website, Cookies & Analytics

Our website and client portal use cookies to:

  • remember preferences;
  • collect de-identified traffic analytics.

You can disable cookies in your browser, though some features may not work. External links on our site are not covered by this Policy.

11. Complaints Handling

  1. Contact us first (see s12) with full details of your concern.
  2. We will acknowledge receipt within five business days and investigate.
  3. A written response will be provided within 30 days.

If you remain dissatisfied you may contact:

  • the Office of the Australian Information Commissioner (OAIC) – oaic.gov.au; or
  • the Tasmanian Ombudsman – ombudsman.tas.gov.au.

12. Contact Details

Privacy Officer
Tas Conveyancing
Suite 2, Level 1, 1A Victoria Street
Hobart TAS 7000
Tel: 0459575631
Email: Caitlin@tasconveyancing.com.au

13. Changes to This Policy

We may amend this Policy to reflect legal or operational changes. The updated version will be available on request with a new “Last updated” date. Continued use of our services after any change constitutes acceptance of the revised Policy.

14. Governing Law

This Policy is governed by the laws of Tasmania and the Commonwealth of Australia. Any dispute is subject to the exclusive jurisdiction of the Tasmanian courts.