We are committed to protecting the privacy of personal information. Our policy is made in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).
Personal information is any information or opinion that identifies you or could reasonably identify you.
Examples include your full name, address, date of birth, telephone number, email address, driver’s licence or passport details, bank account details, tax information and information about your property transaction.
We only collect personal information that is reasonably necessary to provide our conveyancing services and to meet our legal and professional obligations.
The personal information we collect may include:
We generally collect personal information directly from you. We may also collect information from Third parties where necessary, including
We collect your personal information so that we can:
We may disclose your personal information, where necessary, to provide our services or where required by law. This may include disclosure to:
We do not disclose information for payment.
We do not disclose information overseas. We do not hold information in a cloud based system to ensure that information is not kept overseas. Our email provider stores information in Australasia. We do not back up information outside of Australia.
We take reasonable steps to protect the personal information we hold from misuse, interference, loss, unauthorised access, modification and disclosure. We maintain physical, electronic and procedural safeguards appropriate to the nature of the information we collect.
Physical (paper) storage
All personal information is stored in secure restricted rooms which are always locked. At the end of each business day, staff are required to ensure that client files and other documents containing personal information are securely stored and are not left unattended. Paper documents that are no longer required are securely destroyed using a confidential shredding service.
Electronic Security
Electronic records are stored on secure servers with access controls designed to protect client information. Access to our systems requires multi-factor authentication and strong password protection. Where personal information is transmitted electronically, appropriate encryption and other security measures are used where reasonably practicable. Secure backup systems are maintained to assist with business continuity and disaster recovery.
Staff Access
Access to personal information is limited to staff who require it to perform their duties. Before being granted access to client information staff are required to:
Verification of Identity
To comply with our legal and professional requirements Verification of Identity records are retained for 7 years. The Verification of Identity records are destroyed after 7 years.
Paper VOI documents are stored in secure restricted access areas and securely destroyed once the applicable retention period has expired.
Electronic VOI records are stored on secure systems protected by access controls, multi-factor authentication and strong password requirements.
Client files
Paper documents received during the course of your matter are generally securely destroyed following settlement once they have been converted to electronic records, unless we are required to retain the originals or have agreed otherwise with you.
Electronic client files are retained after completion of your matter to enable us to respond to future enquiries, comply with our legal and professional obligations, and maintain an accurate record of the services provided.
Where you contact us regarding a previous matter, we will only disclose information where we are satisfied as to your identity or where the request is received from the verified contact details previously provided by you, unless you authorise us to do otherwise or we are required by law.
If you would prefer that your electronic file be securely destroyed after the applicable statutory retention period (7 years), please let us know. Please note that once your file has been destroyed, we may be unable to assist you with future enquiries or provide copies of documents relating to your transaction.
You may request access to the personal information we hold about you by contacting our Privacy Officer using the contact details at the end of this Privacy Policy.
We will respond to your request within a reasonable time and, where appropriate, provide you with access to your personal information in accordance with the Australian Privacy Principles, Privacy Act 1988 (Cth) and other applicable laws.
In circumstances, we may be unable to provide access to all or part of the information requested. If this occurs, we will explain the reasons for our decision, unless we are prevented from doing so by law.
Should you believe that any personal information we hold about you in inaccurate, out of date, incomplete, irrelevant or misleading, you may request that we correct it.
We will take reasonable steps to correct your personal information where we are satisfied that it requires correction. If we do not agree to make the requested correction, we will explain our reasons and advise you of the options available to you under the Australian Privacy Principles.
There is no charge by Taylor Associates Conveyancing Services for requesting access to or correction of your personal information. Should there be a charge to conduct a search with another entity this charge will be passed on to you.
Should you have a complaint contact our Privacy Officer. Complaints can be made in writing. You will receive a response within one month of receipt of the written complaint. Should there be a reason that the complaint cannot be responded to within this timeframe you will be advised and will be advised of an alternative timeframe and why.
Should you be dissatisfied with the response you can contact the Office of the Australian Information Commissioner (OAIC).
The policy may be updated from time to time. The latest version is in our office and can be obtained at any time during opening hours.
Privacy Officer
Taylor Associates Conveyancing Services
Shop 2/72-82 Mann St
GOSFORD NSW 2250
Ph 02 4323 2411
Email: taylors@taylorassociates.com.au