Privacy Policy

 
 

Victorian Property Settlements


Effective Date: 01/04/2025

1. Commitment to Privacy

Victorian Property Settlements (referred to as "we", "us", or "our") is committed to protecting the privacy of your personal information in accordance with the Privacy Act 1988 (Cth) (Privacy Act) and the Australian Privacy Principles (APPs).

We are also bound by our professional obligations under the Sale of Land Act 1962 (Vic), the Transfer of Land Act 1958 (Vic), the Conveyancers Act 2006 (Vic), and related legislation and regulations to manage and protect your personal information with the highest standards of confidentiality, accuracy, and integrity.

We take these obligations seriously and ensure that all dealings with your personal information comply fully with the strict requirements imposed by law and the conventions applicable to licensed conveyancers within Victoria.

2. What Personal Information We Collect

We may collect the following types of personal information:

  • Your full legal name

  • Your residential and postal addresses

  • Your email address and telephone numbers

  • Your date of birth

  • Details of your identification documents (e.g., passport, driver’s licence, Medicare card)

  • Financial information relevant to property transactions

  • Title particulars, property descriptions, and contract documentation

  • Corporate trustee details, including directorship and ACNs, where applicable

  • Information necessary for verification of identity (VOI) processes

  • Any other information reasonably required to perform our conveyancing services

3. How We Collect Personal Information

We collect personal information directly from you whenever possible, including through telephone conversations, written communications, email correspondence, and completion of our forms.

We may also collect information from:

  • Public registers (e.g., Land Use Victoria, ASIC)

  • Your nominated representatives (e.g., accountants, solicitors, real estate agents)

  • Government authorities and regulatory bodies

  • Other third parties with your consent or where authorised by law

4. Why We Collect, Hold, Use, and Disclose Personal Information

Victorian Property Settlements collects, holds, uses, and discloses your personal information in order to:

  • Provide conveyancing services to you in compliance with Victorian and Commonwealth legislation

  • Prepare legal documentation necessary for property transactions

  • Conduct verification of identity (VOI) as required under the Registrar’s Requirements for Paper Conveyancing Transactions and related regulations

  • Facilitate property settlements and lodgements through the electronic platform PEXA

  • Manage and securely store transaction data using Leap Legal Software

  • Communicate with regulatory authorities such as Land Use Victoria, the State Revenue Office Victoria, the Australian Taxation Office (ATO), and the Australian Securities and Investments Commission (ASIC)

  • Liaise, where appropriate, with third-party service providers including real estate agents, building managers, owners corporations, and body corporate managers to the extent necessary to effect settlement or address compliance requirements

  • Comply with our legal and regulatory obligations

It is a fundamental part of our service that we are required by law to disclose certain personal information to government authorities and regulatory agencies and, operationally, to disclose information to private companies such as Leap Legal for data management and PEXA for property settlements.

In limited and controlled circumstances, we may also disclose necessary information to building managers and owners’ corporation (body corporate) managers to facilitate essential property transaction processes, such as obtaining certificates or clearances required under the Owners Corporations Act 2006 (Vic).

5. Disclosure of Personal Information

Victorian Property Settlements positively confirms that, in the course of providing services, we must disclose your personal information to a range of entities, including but not limited to:

  • Land Use Victoria

  • State Revenue Office Victoria

  • Australian Taxation Office (ATO)

  • Australian Securities and Investments Commission (ASIC)

  • Leap Legal Software (for secure legal practice management and document storage)

  • Property Exchange Australia Limited (PEXA) (for electronic lodgement and settlement services)

  • Owners Corporations, Building Managers, and Body Corporate Managers (where necessary for the processing of certificates and compliance with pre-settlement obligations)

  • Financial institutions and banks

  • Real estate agents involved in the transaction

  • Third-party verification services for VOI compliance

Wherever practicable, we limit disclosure to only that information which is necessary to achieve the transaction or compliance purpose.

All third parties handling your personal information are required to comply with the Privacy Act and relevant confidentiality standards.

6. Security of Personal Information

We take all reasonable steps to protect your personal information from misuse, interference, loss, unauthorised access, modification, or disclosure.

Measures include:

  • Secure electronic storage systems with restricted access (e.g., Leap Legal)

  • Password protection and encryption protocols

  • Physical document security measures

  • Regular audit and monitoring processes

  • Secure destruction of documents that are no longer required

Despite these safeguards, electronic data transmissions can never be guaranteed to be completely secure.

7. Access and Correction of Personal Information

You have the right to request access to any personal information we hold about you and to request corrections where necessary.

Requests must be made in writing to David Dawn at David@quick32.com.

We will respond within a reasonable timeframe and, where appropriate, provide access in the manner requested by you.

In limited circumstances, we may refuse access or correction where permitted under the Privacy Act, and reasons will be provided.

8. Complaints

If you believe that your personal information has been handled improperly or wish to make a complaint, you may contact us as follows:

David Dawn
Licensed Conveyancer
Victorian Property Settlements
PO Box 11220, Frankston VIC 3199
Email: David@quick32.com

We will respond to your complaint within a reasonable period (usually 30 days).

If you are not satisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC) via www.oaic.gov.au.

9. Changes to This Policy

We reserve the right to amend this Privacy Policy at any time. Updates will be made available on our website and upon request.

We recommend reviewing this policy periodically to ensure you remain informed about how we manage your personal information.

10. Contact Us

If you have any queries about our Privacy Policy or how we handle your information, please contact:

David Dawn
Licensed Conveyancer
Victorian Property Settlements
PO Box 11220, Frankston VIC 3199
Email: David@quick32.com