Effective 1 July 2026
At The Conveyancing Office, we are committed to protecting your privacy. This Privacy Policy explains how we collect, use, store and disclose your personal information when you engage us for conveyancing or related services.
By using our services or accessing our website, you agree to the terms of this Privacy Policy.
1. Who We Are
The Conveyancing Office is a licensed conveyancing practice based in NSW. We comply with the Privacy Act 1988 (Cth), the Australian Privacy Principles, and the AML/CTF Act 2006
2. What Personal Information We Collect
We collect information that is reasonably necessary to provide our services and meet our legal obligations.
Identity information
- Name
- Date of birth
- Residential address
- Contact details
- Identification documents
- Verification of Identity (VOI) results
Property & transaction information
- Contract details
- Property addresses
- Settlement information
- Loan and mortgage details
- Trust account information
AML/CTF information
To comply with the AML/CTF Act, we collect:
- KYC information
- PEP/sanctions screening results
- Risk assessments
- Source of funds/wealth (if required)
- Ongoing monitoring records
Sensitive information
We may collect sensitive information where required by law, such as:
- Criminal history checks
- Identity document details
Website & communication data
- Emails and correspondence
- Website form submissions
- IP address, browser type and device information
3. How We Collect Your Information
We collect information:
- directly from you (online forms, email, phone, in person)
- through our digital onboarding system (TriSearch AML Centre)
- through our VOI provider (TriVOI)
- from real estate agents, lenders, brokers and solicitors
- from publicly available sources (ASIC, land registry searches)
- through our practice management systems (Smokeball, Microsoft 365)
4. Why We Collect Your Information
We use your information to:
- provide conveyancing and related services
- verify your identity
- comply with AML/CTF obligations
- conduct PEP/sanctions screening
- manage settlements and trust money
- prepare legal documents
- communicate with you
- meet our regulatory and reporting obligations
If you do not provide required information, we may be unable to act for you.
5. Use of Digital Tools & AI
We use secure digital tools to support our services, including:
- TriSearch AML Centre (KYC, AML checks, risk assessment)
- TriVOI (identity verification)
- Smokeball (practice management)
- Microsoft 365 (document storage and communication)
- Microsoft Copilot (internal drafting assistance only)
We do not use AI to make automated decisions about you. All AI‑assisted drafting is reviewed by a qualified human before use.
6. Who We Share Your Information With
We may share your information with:
- TriSearch (KYC, AML, VOI services)
- PEXA and other settlement platforms
- Banks and lenders
- Real estate agents
- Government agencies (Land Registry Services, Revenue NSW)
- Our professional advisers (insurers, auditors, accountants)
- AUSTRAC (where legally required)
- Courts or tribunals (if required)
We also use trusted third‑party service providers to support our conveyancing services, including contract review, document analysis and workflow efficiency. These providers may include Curia and other regulated service providers. These organisations may collect, store or process personal information on our behalf for the purpose of delivering these services. By engaging us, you consent to the disclosure of your personal information to these service providers as required to progress your matter and meet our legal obligations.
We do not sell your personal information.
7. Overseas Disclosure
Some of our service providers may store data overseas, including:
- Microsoft 365 (global cloud infrastructure)
- TriSearch (secure cloud hosting)
Where this occurs, we take reasonable steps to ensure your information is protected.
8. How We Protect Your Information
- We use a combination of:
- encrypted cloud systems
- multi‑factor authentication
- access controls
- secure document management
- staff training and confidentiality obligations
AML/CTF records are retained for 7 years, as required by law.
9. Your Rights
You have the right to:
- access your personal information
- request corrections
- request deletion (where legally permitted)
- make a privacy complaint
We will respond within a reasonable timeframe.
10. How to Make a Complaint
If you have concerns about how we handle your information, please contact us:
The Conveyancing Office
Email: admin@theconveyancingoffice.com.au
Phone: 0407 280 896
Address: 13 Normandie Palce Unanderra NSW 2526
If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC).If you are not satisfied with our response, you may contact the Office of the Australian
11. Updates to This Policy
We may update this Privacy Policy to reflect:
- changes in law
- changes in technology
- changes in our business practices
The latest version will always be available on this website.