Privacy Policy

1. Our commitment to your privacy

Cityside Conveyancing Pty Ltd (ABN 85 693 781 823) ("we", "us", "our") is committed to protecting the privacy of individuals who interact with our practice. We comply with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). As a reporting entity under the Anti-Money Laundering and Counter-Terrorism Financing Act 2006 (Cth) (AML/CTF Act), we also have specific obligations regarding the collection, verification, and retention of identification information.

2. Information we collect

We may collect the following categories of personal information:

• Identity information: Full name, date of birth, residential address, country of birth, nationality
• Contact information: Phone number, email address, postal address
• Transaction information: Property addresses, purchase prices, contract details, financial institution details, settlement instructions
• Identity verification documents: Copies of government-issued identity documents (passport, driver's licence, Medicare card) collected as required under the AML/CTF Act
• Financial information: Bank account details, source of funds information, information about your financial position relevant to your matter
• Professional information: Details of your lawyer, accountant, real estate agent, and mortgage broker where relevant
• Website usage information: IP address, browser type, pages visited (if applicable analytics are used)

3. How we collect your information

We collect personal information directly from you in most circumstances - by phone, email, in-person consultation, or via enquiry forms. We may also collect information from third parties, including:

• Your real estate agent, mortgage broker, or financial adviser
• The other party's conveyancer or legal representative
• Government authorities (Land Titles, AUSTRAC, ATO, councils)
• PEXA (the Property Exchange Australia platform)
• Identity verification service providers

4. Why we collect and use your information

We collect and use your personal information for the following primary purposes:

• To provide conveyancing and associated legal services in connection with your matter
• To comply with our obligations under the AML/CTF Act, including customer due diligence and ongoing monitoring requirements
• To verify your identity as required by law
• To communicate with you about your matter
• To liaise with third parties involved in your transaction
• To meet our professional, regulatory, and legal obligations
• To issue invoices, receive payment, and keep financial records

5. AML/CTF obligations - identity verification

Cityside Conveyancing is a reporting entity under the AML/CTF Act (AUSTRAC Account No. 225448827). From 1 July 2026, we are required to:

• Verify the identity of all clients before providing designated services
• Collect and verify identification documents in accordance with the AML/CTF Rules
• Conduct ongoing customer due diligence throughout our relationship
• Report suspicious matters and certain transactions to AUSTRAC as required by law
• Retain identity records for a minimum of seven years

Your identity information collected for AML/CTF purposes is held securely and used only for compliance purposes. We may be required by law to provide this information to AUSTRAC or other regulatory or law enforcement authorities.

6. Disclosure of your information

We do not sell, rent, or trade your personal information. We may disclose your information to:

• Other parties to your transaction (such as the vendor's or purchaser's conveyancer)
• Your lender or mortgagee
• Your real estate agent, accountant, or financial adviser where necessary
• PEXA and other settlement platform providers
• Land registry, councils, and other government authorities
• AUSTRAC, the ATO, or other regulatory bodies as required by law
• Our professional indemnity insurer in the event of a claim
• Legal authorities under court order or subpoena

7. Storage and security

We take reasonable steps to protect your personal information from misuse, interference, loss, and unauthorised access. Your information is stored in secure file management systems with access restricted to authorised personnel only. Electronic documents are stored with encryption and access controls in place.

We retain your file and associated personal information for a minimum of seven years after the completion of your matter, as required by law and our professional obligations. Identity verification records are retained for the minimum period required under the AML/CTF Rules.

8. Access and correction

You have the right to access personal information we hold about you and to request correction of any inaccuracies. To make a request, please contact us at the details below. We will respond within 30 days. In some circumstances, we may be unable to provide access - for example, where providing access would unreasonably impact the privacy of another individual, or where required by law.

9. Complaints

If you believe we have breached the Australian Privacy Principles or your privacy rights, please contact us in the first instance. We will investigate and respond within 30 days. If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au or by calling 1300 363 992.

10. Contact us

For privacy enquiries or to exercise your rights:

• Email: enquiries@citysideconveyancing.com.au
• Phone: 0413 298 728
• Post: Cityside Conveyancing Pty Ltd, Reservoir VIC 3073

11. Updates to this policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal obligations. The current version is always available on our website. Material changes will be communicated to active clients.