Kapunda Conveyancing is committed to providing professional services to the highest standard and this policy outlines our ongoing obligations to you in respect of how we manage your personal information.
We have adopted the Australian Privacy Principles contained in the Privacy Act 1988 (Cth). The Australian Privacy Principles govern the way in which we collect, use, disclose, store, secure and dispose of your personal information.
A copy of the Australian Privacy Principles may be obtained from the website of The Office of the Australian Information Commissioner at www.oaic.gov.au.
Collection of Personal Information
Personal information is information or an opinion that identifies an individual. The types of personal information we may collect, use or disclose about you includes, but is not limited to:
- Full name;
- Date of birth;
- Residential address;
- Postal address;
- Telephone number;
- Email address;
- Details of companies that you are an office holder of;
- Details of trusts that you are a trustee of;
- Details of properties owned by you;
- Details of your financial institution and bank or loan account numbers;
- Copies of identification documents provided as part of the verification of identify process such as Passport, Driver’s Licence or Proof of Age Card, Medicare Card, Centrelink Cards, Department of Veterans’ Affairs Card or other forms of government issued photographic identification; and
- Copies of Birth Certificate, Marriage Certificate, Change of Name Certificate, Death Certificate or court issued documentation directly relating to your conveyancing transaction.
Whenever it is reasonable or practicable to do so, we will collect your personal information directly from you. Sometimes it will be necessary for us to collect information from a third party, such as your real estate agent, legal adviser, financial institution, finance broker or accountant.
When we collect personal information we will, where appropriate and possible, explain to you why we are collecting the information and how we plan to use it.
Use of Personal Information
During the course of your involvement with Kapunda Conveyancing we may use or disclose personal information about you for the following purposes:
- Assisting you to sell your property;
- Assisting you to purchase a property;
- Assisting you with any other conveyancing transaction;
- Recording or accessing information at the Lands Titles Office, Revenue SA, PEXA, Local Councils, SA Water, from strata or community corporation managers or other government agencies; and
- Client and business relationship management.
Disclosure of Personal Information
In order to provide services to you, we may disclose your personal information to the persons or organisations described below:
- The purchaser of a property you are selling;
- The vendor of a property you are purchasing;
- The conveyancer representing other parties involved in your transaction;
- Your real estate agent, legal adviser, financial institution, finance broker or accountant;
- Government or other agencies involved in your conveyancing transaction such as the Lands Titles Office, Revenue SA, PEXA, Local Councils, SA Water or strata or community corporation managers;
- Organisations involved in developing, maintaining and reviewing our business systems;
- Organisations involved in accounting systems including financial institutions and auditors; and
- Any other organisation for any authorised purpose with your express consent.
In the course of providing services to you, it may be necessary for us to enter your personal information into forms generation software. Depending on the terms of use of such software and websites, a third party may acquire rights to use or disclose information entered into the relevant forms or websites.
Personal information will generally be disclosed to recipients within Australia however some of the third parties we disclose your personal information to may have servers located overseas in various countries including United States of America, Europe and Asia. We require third parties to have appropriate controls in place to protect your personal information.
Storage, Security & Disposal of Personal Information
Kapunda Conveyancing holds personal information in hard copy files and in electronic databases. Our information systems and files are protected from misuse, interference and loss and from unauthorised access, modification and disclosure by a range of security measures.
Some of the ways we protect personal information include:
- Securing premises both externally and internally;
- Password protected electronic systems and technology products to prevent unauthorised computer access or damage to electronically stored information, such as requiring identifiers and passwords, firewalls and antivirus software;
- Having internal policies which provide that staff and service providers have access to areas of our network only to the extent necessary for them to perform their role;
- Determining levels of access to electronic systems at senior management level;
- Maintaining physical security over hard copy records; and
- Providing staff with training in relation to privacy obligations and requiring them to comply with this policy.
When your personal information is no longer needed for the purpose for which it was obtained, we will take reasonable steps to destroy or permanently de-identify your personal information. However, most of the personal information is or will be stored in client files which will be kept by us for a minimum of
7 years.
Access to Personal Information
You may request access to the personal information we hold about you. If you wish to access your personal information please contact us in writing. We will provide your personal information to you subject to any legal restrictions. In order to protect your personal information we may require identification from you before releasing the requested information.
Maintaining the Quality of your Personal Information
It is an important to us that your personal information is correct. We will take reasonable steps to make sure your personal information is accurate, complete and up to date. If you find that the information we have is inaccurate or not up to date, please advise us as soon as practicable so that we can amend our records. This will ensure we continue to provide professional services to the highest standard to you.
Complaints
If you believe your privacy has been interfered with and would like to make a complaint, please contact Kapunda Conveyancing in writing. We will endeavour to respond to your complaint and address your concerns within 21 days.
You may direct any subsequent complaints to The Office of the Australian Information Commissioner at https://www.oaic.gov.au/individuals/how-do-i-make-a-privacy-complaint.
Contact Us
This Privacy Policy may change from time to time. It is available on our website or from our office.
Should you have any queries regarding our Privacy Policy please do not hesitate to contact us at:
Kapunda Conveyancing
Office Address: 55 Main Street Kapunda SA 5373
Postal Address: PO Box 441 Roseworthy SA 5371
Telephone: 08 8566 2920
Email: admin@kapundaconveyancing.com.au
