Privacy Policy

Privacy Policy

1. About this policy

MD Conveync Pty Ltd trading as Greenhills Conveyancing (we, us or our) respects your privacy and is committed to protecting your personal information.

This policy explains how we collect, hold, use and disclose personal information when you visit www.greenhillsconveyancing.com.au, contact us or use our services.

We handle personal information in accordance with the Privacy Act 1988 (Cth), the Australian Privacy Principles and other applicable laws, including the Anti-Money Laundering and Counter-Terrorism Financing Act 2006 (Cth) and applicable AML/CTF Rules.

This policy explains our information handling practices. It does not replace any specific consent required by law.

2. Personal information we collect

Depending on your enquiry, transaction and the services we provide, we may collect:

• your name, date of birth, residential and postal addresses, email address and telephone number;
• identification and verification information, including relevant details from passports, driver licences and other identity documents;
• information about your authority to act for another person or entity;
• information about companies, trusts and other entities, including their ownership, control, beneficial owners and relevant representatives;
• property, contract, title, settlement and transaction information;
• bank account, payment and financial information;
• information about the purpose of a transaction and, where required, the source of funds or wealth;
• correspondence, instructions and records of our dealings with you;
• information reasonably necessary for risk assessments, sanctions screening, politically exposed person checks and other compliance checks; and
• technical information about your use of our website, such as your IP address, browser, pages visited and cookies.

We collect sensitive information only where permitted by law, including with your consent where required. If an identity verification process involves biometric information, we will provide relevant information about that process and obtain any required consent.

3. How we collect information

We generally collect personal information directly from you through enquiries, forms, correspondence, meetings and our service delivery.

Where reasonably necessary and lawful, we may also collect information from your authorised representatives, other parties to a transaction, financial institutions, professional advisers, public registers, government agencies, identity verification providers and compliance screening services.

If you provide information about another person, please ensure you are authorised to do so and, where appropriate, make them aware of this policy.

4. Why we collect and use information

We collect and use personal information to:

• respond to enquiries and provide conveyancing services;
• verify identity, authority and entitlement to deal with property;
• prepare documents, conduct searches and arrange settlements;
• communicate with you and other people involved in your matter;
• administer payments, accounts and our business;
• detect and prevent fraud and other unlawful activity;
• comply with legal, regulatory, professional and record keeping obligations;
• manage complaints, disputes and legal claims; and
• maintain and improve our website and services.

We use or disclose information for other purposes only where you consent or the law permits or requires it.

5. Anti-money laundering and counter-terrorism financing

Where our services are subject to Australia’s AML/CTF laws, we must carry out customer due diligence and other compliance activities.

Depending on the circumstances, this may involve:

• identifying you and verifying your identity;
• identifying relevant beneficial owners and representatives;
• understanding the purpose and intended nature of the business relationship or transaction;
• assessing money laundering, terrorism financing and proliferation financing risks;
• conducting sanctions and politically exposed person checks;
• obtaining further information about transactions, source of funds or source of wealth where required;
• monitoring transactions and updating information during our relationship; and
• keeping required records and making required reports to the Australian Transaction Reports and Analysis Centre (AUSTRAC).

We collect only information reasonably necessary for these activities and our other lawful functions.

We may use independent verification and screening providers (such as EasyAML) to assist with these checks. Where a process requires your consent, we will obtain it separately.

If necessary information is not provided, or we cannot complete required checks, we may be unable to start or continue providing services, or a transaction may be delayed.

We may disclose personal information to AUSTRAC and other authorities where required or authorised by law, including through suspicious matter reports. Your consent is not required for disclosures that the law requires or authorises.

Legal restrictions, including AML/CTF “tipping off” restrictions, may prevent us from telling you about particular reports, enquiries or disclosures, or from giving access to related information.

6. Who we disclose information to

Where reasonably necessary for the purposes described in this policy, we may disclose information to:

• your authorised representatives and professional advisers;
• other parties to your transaction and their representatives;
• lenders, brokers, real estate agents and settlement participants;
• electronic conveyancing platforms, land registries, search providers and government agencies;
• identity verification and compliance screening providers;
• technology, cloud storage, administration and other service providers;
• our insurers, accountants, auditors and legal advisers; and
• AUSTRAC, regulators, courts and law enforcement agencies where required or authorised by law.

We take reasonable steps to ensure service providers protect information and handle it appropriately. We do not sell your personal information.

7. Overseas handling of information

Some service providers may store, process or access personal information outside Australia.

Where overseas disclosure occurs, we will comply with applicable Australian Privacy Principle requirements, including taking reasonable steps to ensure an overseas recipient handles information consistently with the Australian Privacy Principles, unless a lawful exception applies.

8. Security and retention

We take reasonable technical and organisational measures to protect personal information from misuse, interference, loss and unauthorised access, modification or disclosure. Access is limited to people who need information for authorised purposes.

We retain information for as long as reasonably necessary for our services and applicable legal requirements.

AML/CTF customer due diligence records are generally retained for seven years after the business relationship ends or the relevant occasional transaction is completed. Transaction records are generally retained for seven years after the transaction is completed. Other legal requirements may require longer retention.

AML/CTF record keeping does not itself require us to retain full copies of identity documents. We limit retained identity information to what is reasonably necessary, taking account of any separate conveyancing or other legal requirements.

When information is no longer needed and retention is not legally required, we take reasonable steps to securely destroy or de-identify it.

If a data breach occurs, we will assess and respond to it and notify affected individuals and the Office of the Australian Information Commissioner where required by law.

9. Access and correction

You may contact us to request access to, or correction of, personal information we hold about you.

We may need to verify your identity before responding. We do not charge for making a request, although a reasonable charge may apply to providing access where permitted by law.

We will respond within a reasonable period. Access or correction may be limited where the law permits or requires this, including where disclosure would breach AML/CTF restrictions. If we refuse a request, we will explain our reasons and available complaint options where legally permitted.

You may ask us to delete information, but we may need to retain it to meet legal obligations. Please tell us if your details change.

10. Marketing

We may send marketing communications where you consent or the law otherwise permits.

You can opt out at any time using the unsubscribe facility or by contacting us. Opting out of marketing does not prevent us from sending communications necessary to manage your matter or meet legal obligations.

We do not use information collected solely to meet AML/CTF obligations for direct marketing.

11. Website cookies and third-party links

Our website may use cookies and analytics tools to support website functions, understand usage and improve performance. These tools may collect technical and browsing information.

You can manage cookies through your browser settings. Disabling cookies may affect website functionality.

Our website may link to third-party websites or services. Their privacy practices are governed by their own policies, which we encourage you to read.

12. Privacy enquiries and complaints

For privacy enquiries, access or correction requests, or complaints, contact:

Privacy Officer

Greenhills Conveyancing

Email: office@greenhillsconveyancing.com.au

Please explain your concern and provide enough information for us to investigate. We aim to respond to privacy complaints within 30 days. If we need more time, we will explain why and provide an update.

If you are dissatisfied with our response, you may contact the Office of the Australian Information Commissioner at www.oaic.gov.au.

13. Changes to this policy

We may update this policy to reflect changes to our practices or legal obligations. The current version will be available on our website and will show its last updated date.

© MD Conveync Pty Ltd trading as Greenhills Conveyancing

Last updated: October 2026