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
- Nationality or citizenship
- Residential and postal address
- Telephone number
- Email address
- Occupation
- Source or use of funds for property transactions
- Details of companies in which you are an office holder or hold a beneficial interest
- Details of trusts in which you are a trustee or hold a beneficial interest
- Details of properties owned by you
- Details of your financial institution and bank or loan account numbers
- Details and unique identifiers from documents provided as part of the identity verification process, including Passport, Driver’s Licence, Proof of Age Card, Medicare Card, Department of Veterans’ Affairs Card, Centrelink Card or other government issued photographic identification
- Details from Birth Certificates, Marriage Certificates, Change of Name Certificates, Citizenship Certificates, Death Certificates or court issued documentation relating to your transaction
We will collect your personal information directly from you whenever it is reasonable or practicable to do so. However, in some circumstances it may be necessary for us to collect your personal information from third parties. For example:
- Your real estate agent, legal adviser, financial institution, finance broker or accountant
- Identity verification service providers engaged by us
- Registers of companies or trusts
- Public records, such as court records, regulatory filings and land registries
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 Land Services SA, Revenue SA, PEXA, local councils, SA Water, from strata or community corporation managers or other government agencies
- To comply with Anti-Money Laundering and Counter-Terrorism Financing obligations
- To comply with statutory reporting obligations including Commonwealth Reporting requirements
- To comply with other applicable business, legal and regulatory obligations
- 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 Land Services SA, Revenue SA, PEXA, local councils, SA Water or strata or community corporation managers
- The Australian Transaction Reports and Analysis Centre (AUSTRAC)
- The Australian Taxation Office (ATO)
- Service providers engaged to assist with our business, legal and regulatory obligations, including identity verification, compliance and data storage services
- Organisations involved in developing, maintaining and reviewing our business systems
- Organisations involved in financial / accounting systems, including financial institutions and auditors
- Professional advisers and auditors for legal, regulatory, financial or operational purposes
- 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 and 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 access or damage to electronically stored information, including firewalls and antivirus software
- Encrypting electronic personal information where appropriate.
- 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.
- Providing staff with training in relation to privacy obligations and compliance with this policy.
- Requiring third party service providers who handle personal information on our behalf to implement adequate security measures consistent with this policy.
- Regularly monitoring systems to detect and respond to any unauthorised access or data breaches.
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 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.
For more information please visit: https://www.oaic.gov.au/privacy/privacy-complaints
Contact Us
This Privacy Policy may be updated from time to time. It is available on our website or can be obtained from our office. If you have any queries regarding this Privacy Policy, please do not hesitate to contact us.
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