Privacy Policy

Greenhills Conveyancing (we, us, our) is committed to protecting your privacy and handling personal information in an open and transparent way.

This Privacy Policy explains how we collect, hold, use and disclose personal information, and how you can access and correct your information or make a privacy complaint.

Current as at: January 2026

1. What is personal information?

Personal information is information or an opinion about an identified individual, or an individual who is reasonably identifiable.

In the course of providing conveyancing and related services, we may also collect information that is considered sensitive information (for example, identification documents used for verification of identity). We only collect sensitive information where it is necessary for our functions and activities, and where permitted by law.

2. The types of information we collect

The personal information we may collect includes:

• Name, address, email address and telephone number
• Date of birth and identification information required for verification of identity (VOI)
• Information about property transactions (for example, property address, contract details, settlement information)
• Financial information relevant to your transaction (for example, lender details, mortgage information, bank account details for settlement purposes)
• Information you provide when you contact us, request a quote, complete forms, or provide documents
• Technical information when you use our website, such as IP address, device information, browser type, pages viewed and referral sources (via cookies and similar technologies)

3. How we collect personal information

We may collect personal information:

• Directly from you (in person, over the phone, by email, via our website forms, or through documents you provide)
• From third parties involved in your matter (for example, real estate agents, brokers, lenders, solicitors, conveyancers, government agencies, body corporate/strata managers, and settlement agents), where necessary to provide our services
• Through publicly available sources (for example, land title information) where relevant to your matter
• Through our website and online services using cookies and analytics tools

Where possible, we will collect personal information directly from you.

4. Why we collect, hold, use and disclose personal information

We collect, hold, use and disclose personal information for purposes including:

• Providing conveyancing and related professional services
• Verifying your identity and meeting legal, regulatory and professional obligations
• Preparing, reviewing and advising on contracts and transaction documentation
• Communicating with you and with relevant third parties in connection with your matter
• Managing settlement processes (including electronic settlement platforms where applicable)
• Issuing invoices, processing payments and maintaining business records
• Improving our services and website, and responding to enquiries and feedback
• Marketing and business development communications (where permitted by law and where you have not opted out)

If you do not provide certain personal information, we may not be able to provide our services, respond to your enquiry, or progress your transaction.

5. Disclosure of personal information

We may disclose your personal information to third parties where it is necessary to provide our services or required by law. This may include:

• Real estate agents, brokers, lenders and financial institutions
• Other solicitors and conveyancers
• Government agencies (for example, NSW Land Registry Services, Revenue NSW and local councils)
• Strata/body corporate managers and relevant service providers
• Electronic settlement platform operators and related participants
• Professional advisers (for example, accountants, auditors and insurers)
• Our contractors and service providers who assist us to operate our business (for example, IT support, website hosting, secure document storage, practice management software providers)

We take reasonable steps to ensure third parties handle personal information appropriately.

6. Overseas disclosure

We may use third-party service providers (such as cloud software, website hosting, email and IT support) that store data in Australia or overseas.

Where we disclose personal information overseas, we take reasonable steps to ensure the recipient handles the information in a manner consistent with Australian privacy laws.

Optional: Some of our service providers may store information in [insert countries if known, e.g. Australia, United States].

7. Cookies and website analytics

Our website may use cookies and similar technologies to improve your browsing experience and help us understand how the website is used.

Cookies may collect information such as your IP address, device type, browser type, pages visited and time spent on the site. You can usually adjust your browser settings to refuse cookies or notify you when cookies are being used. If you disable cookies, parts of the website may not function as intended.

8. Direct marketing

We may send you information about our services that we believe may be of interest to you. You can opt out of receiving marketing communications at any time by using the unsubscribe option (if provided) or by contacting us.

We do not sell personal information to third parties for marketing purposes.

9. Security and retention of personal information

We take reasonable steps to protect personal information from misuse, interference and loss, and from unauthorised access, modification or disclosure. Measures may include access controls, secure storage, encryption where appropriate, and staff/contractor confidentiality obligations.

We retain personal information only for as long as necessary to provide our services and meet legal, regulatory and business record-keeping requirements. When no longer required, we take reasonable steps to destroy or de-identify the information.

10. Accessing and correcting your personal information

You may request access to the personal information we hold about you and request corrections if you believe it is inaccurate, out of date, incomplete, irrelevant or misleading.

To request access or correction, please contact us using the details below. We may need to verify your identity before responding. In some circumstances, we may refuse access where permitted by law, but we will provide reasons where appropriate.

11. Making a privacy complaint

If you have a concern or complaint about how we have handled your personal information, please contact us first and provide details of your concern. We will respond within a reasonable timeframe and aim to resolve your complaint promptly.

If you are not satisfied with our response, you may be able to lodge a complaint with the Office of the Australian Information Commissioner (OAIC).

12. Contact us

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

13. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our practices, technology, legal requirements or other factors. The updated version will be published on our website with the revised effective date.