Confidential Information & Privacy Policy Statement

For each visitor to our Web page, our Web server neither recognises nor records information regarding the domain or e-mail address. We do colllect and aggregate information on what pages consumers access or visit, user specific information on what pages consumers access or visit and information volunteered by the consumer, such as survey information and/or site registrations.

We only collect the e-mail address of those who communicate with us via e-mail or via site forms and we don not pass that information on to third parties under any circumstances.

The information we collect is used for internal review and is then discarded, used to improve the content of our Web page, used to customize the content and/or layout of our page for individual consumer and used by us to contact consumers for marketing purposes.

If you do not want to receive e-mail from us in the future, please let us know by sending us an e-mail, calling or writing, and telling us that you do not want to receive e-mail from our company.

If you have subscribed to our Newsletter/Newsbrief service and no longer wish to remain as a subscriber, please complete the Subscription Form on our home page and indicate you wish to unsubscribe.

Confidential Information and Privacy Policy – Stonnington Conveyancing - Web/VDETQ/PDETQ

We promise to you that will :-

1. Only collect what is necessary to do our job legally, professionally and thoroughly - no more, no less.
   • To be able to Settle your Transaction by the Electronic Conveyancing system (for example on "PEXA"), we are compulsorily required to complete a "VOI" (Verification of Identity) on you (much like a Bank "100 point ID") in that we are required to sight (and retain a copy of) your Passport, your Driver’s Licence (or 2 other photo ID/High level Official documents), as well as take a "Head & Shoulders" photo of you. From 1/7/2026, we will also be compulsorily required to complete a Risk Assessment/Security check known as "AML" (Anti-Money Laundering, through a 3^rd Party Risk Assessment Provider, Easy AML), and also retain those records. If you are flagged as "High Risk" we may be obliged to make a Report on you/the Transaction.
   • We will never record a Client’s ethnicity, religion, sexual orientation, etc. as it is not relevant to a Contract/Purchase/Sale. We will never reveal to the selling Agent ID details or details of where you work or the nature or strength of that employment as it is not necessary for them to know any of that information. Further, allowing such information to be known by the other side of a transaction may increase the chances of ID theft, or fraud, or reduce our bargaining power for you – which we will never allow to happen.
2. Keep all Personal Information Secure.
   • All VOI and AML Documents/Results are immediately uploaded into Cloud Storage and not retained on our own Office Servers.
   • Any hard copy file material is immediately "spiked" on to our file, and returned for storage in lockable steel cabinets as soon as possible.
   • No VOI, AML or File Information is shared overseas or anywhere else, unless requested/instructed by you (for example, to your Accountant) If a Client is using Stonnington Conveyancing but not using Melbourne Buyers Advocates as Buyers Agent, there is separation between the two businesses and there is no need for either business to be aware of the activities of the other unless the Client is using both Businesses. All files are kept in lockable steel cabinets, and the Offices of Stonnington Conveyancing is protected by double deadlocks front and rear, and a 24/7 Monitored Alarm System for Break-ins and Hardwired Fire/Smoke detectors.
   • If, at any time up until file destruction after seven (7) years – see below – you wish to request a copy of your VOI, AML or other Private information, just email us and request the same OR call and make an appointment to come in and view it on screen (subject, as to AML, to any legal restriction on us in doing so, which may apply if you are flagged as a High Security Risk).
3. Have a readily available Privacy Policy including for Handling Complaints (if any) about Privacy issues
   • These are both stored on the Stonnington Conveyancing Website and referred to in our Authority to Act. If you as a Client want a hard copy of these, they can be downloaded and/or Printed.
4. Upon “expiry” of old files, Dispose of them Securely and Confidentially
   • Retain your file for a minimum of Seven (7) Years, but when it is lawful to dispose of old files from archive (currently, 7 years after Settlement), we pay for a professional Secure Destruction company to "pulp" them from a promptly collected lockable Bin.