Privacy Policy
Mackman Conveyancing Pty Ltd
1. About This Policy
Mackman Conveyancing Pty Ltd (“we”, “us”, “our”) is a licensed conveyancing corporation providing residential and commercial property conveyancing services in New South Wales. We are committed to handling personal information responsibly and in accordance with the law.
This Privacy Policy explains how we collect, hold, use, and disclose personal information in the course of our conveyancing practice. It is published on our website at www.mackmans.com.au and is available on request. By engaging our services, you acknowledge that you have read and understood this Policy.
This Policy is governed by the laws of New South Wales and the Commonwealth of Australia. Any dispute relating to this Policy is subject to the jurisdiction of the courts of New South Wales.
2. Who This Policy Applies To
This Policy applies to personal information of:
- Clients engaging us for conveyancing services (purchasers, vendors, or both);
- Individuals who are parties to or interested in a property transaction, including mortgagors, guarantors, and beneficiaries;
- Directors, officers, beneficial owners, and contact persons where our client is a company, trust, SMSF, or other non-individual entity;
- Third parties whose personal information we receive in the ordinary course of a matter;
- Individuals about whom we receive information in connection with our AML/CTF customer due diligence obligations; and
- Visitors to our website at www.mackmans.com.au.
3. Personal Information We Collect
3.1 General conveyancing information
- Full legal name, date of birth, and residential address;
- Contact details including telephone number and email address;
- Details of the property being purchased, sold, or transferred;
- Financial information relevant to the transaction, including mortgage details, bank account details for settlement, deposit amounts, and payment instructions;
- Tax file numbers, foreign residency status, and citizenship information where required by Revenue NSW or the ATO;
- Company ACN/ABN, trust deed details, SMSF trustee information, or other entity details where our client is not an individual; and
- Correspondence and instructions you provide to us in the course of a matter.
3.2 AML/CTF customer due diligence information
From 1 July 2026, we are required under the AML/CTF Act to conduct customer due diligence (CDD). For this purpose we collect and retain:
- Copies of identity documents (driver licence, passport, Medicare card, or other approved document), in scanned or photographed form;
- Specific details extracted from those documents, including document type, number, expiry date, and verification date and outcome;
- Records generated by Trisearch (our VOI software provider), which conducts and independently records the verification process;
- Source of funds and, where required, source of wealth information;
- Beneficial ownership information for company, trust, SMSF, or other entity clients;
- Politically exposed person (PEP) status where applicable; and
- Information relevant to our money laundering or terrorism financing risk assessment.
3.3 Sensitive and unsolicited information
We do not generally collect sensitive information unless necessary for our services or required by law. If we receive personal information we have not requested and could not have collected, we will destroy or de-identify it as soon as practicable.
3.4 Website data
Our website at www.mackmans.com.au may automatically collect:
- IP address and device/browser type;
- Pages visited and time spent on the site;
- Referring URL; and
- Information you voluntarily submit through contact or enquiry forms.
We use this information for website administration only. We do not use website data to identify individual visitors unless they have submitted a contact form. Our website may use cookies for basic functionality only — not for advertising or cross-site tracking. You may disable cookies in your browser settings.
4. How We Collect Personal Information
We collect personal information:
- Directly from you, when you engage our services, complete client intake or VOI forms, or correspond with us;
- From third parties involved in the transaction, including real estate agents, the other party’s conveyancer, mortgage brokers, and financiers;
- From government agencies and public registers, including NSW LRS, Revenue NSW, the ATO, and ASIC;
- Through PEXA (Property Exchange Australia Ltd) for electronic settlement; and
- Through Trisearch for identity verification.
5. Purpose of Collection and Use
- Preparing, reviewing, and exchanging property contracts;
- Conducting title searches, property searches, and due diligence;
- Lodging transfer documents and duties declarations with NSW LRS and Revenue NSW;
- Attending to electronic settlement through PEXA;
- Complying with the Conveyancers Licensing Act 2003 (NSW) and the Real Property Act 1900 (NSW);
- Conducting CDD and meeting all AML/CTF obligations as a Tranche 2 reporting entity;
- Corresponding with Revenue NSW, the ATO, NSW LRS, AUSTRAC, financiers, and other parties;
- Issuing invoices and maintaining financial records; and
- Communicating with you about the progress of your matter.
We will not use or disclose personal information for any other purpose without your consent, unless permitted or required by law.
6. Accuracy of Information — Client Responsibility
⚠ Client warranty as to accuracyWe rely on the accuracy, completeness, and currency of the personal information you provide to us. By engaging our services, you warrant that all personal information you supply is accurate, complete, and not misleading, and that you are authorised to provide it.
We are not liable for any loss, penalty, incorrect assessment, or adverse consequence arising from:
- Your provision of false, incomplete, or misleading personal information (including incorrect bank account details, identity documents, or foreign person / residency status);
- Your failure to disclose circumstances affecting your duty or tax liability; or
- Your provision of another person’s personal information without their authority.
7. Disclosure of Personal Information
7.1 Transaction parties and service providers
- The other party’s conveyancer or solicitor;
- Your mortgage lender or financier;
- Real estate agents or auctioneers;
- NSW Land Registry Services, Revenue NSW, and the ATO;
- PEXA (Property Exchange Australia Ltd);
- Trisearch (VOI and identity verification);
- Title and property search providers; and
- Our external accountants or bookkeepers.
7.2 Third-party service provider disclaimer
7.3 AUSTRAC — AML/CTF regulatory disclosure
As a Tranche 2 reporting entity, we are required to report to AUSTRAC, including by submitting Suspicious Matter Reports (SMRs) and Threshold Transaction Reports (TTRs) where required.
7.4 Electronic transmission disclaimer
We transmit personal information electronically using reasonable security measures. However, we are not liable for the interception, compromise, or unauthorised disclosure of personal information during electronic transmission once it has left our systems and been addressed to your nominated email address or transmitted through PEXA. You are responsible for ensuring your nominated email address is secure.
7.5 Overseas disclosure
We do not routinely disclose personal information overseas. However, some software and cloud services we use (including email and practice management software) may store or process data on servers outside Australia. By engaging our services, you consent to this incidental overseas storage to the extent permitted by APP 8.3. Where a deliberate overseas disclosure is necessary, we will comply with APP 8.
7.6 Professional and regulatory disclosure
We may also disclose personal information to our professional indemnity insurer, NSW Fair Trading, and courts or tribunals as required by law.
8. Data Quality and Security
We take reasonable steps to ensure personal information is accurate, up to date, and complete. Our security measures include password-protected systems, encrypted communications, secure cloud storage, physical security for paper records, confidentiality obligations on all staff and contractors, and a documented Data Breach Response Plan.
When personal information is no longer required and we are not obliged by law to retain it, we securely destroy it. We do not de-identify and retain personal information for any secondary purpose.
9. Retention of Records
| Obligation | Source | Retention Period |
|---|---|---|
| Conveyancing files and correspondence | Conveyancers Licensing Act 2003 (NSW) | 7 years from completion |
| AML/CTF CDD records (identity document copies, extracted details, risk assessments) | AML/CTF Act 2006 (Cth), s 111 | 7 years from end of business relationship or last transaction |
| VOI records held by Trisearch | Trisearch’s own obligations and AML/CTF Act | Subject to Trisearch’s retention policy |
| SMRs, TTRs, and AUSTRAC reports | AML/CTF Act 2006 (Cth) | 7 years from date of report |
After the applicable retention period, files will be destroyed without further notice. We recommend you retain your own copies of all key transaction documents.
10. Minors
We do not knowingly collect personal information from persons under 18 years of age without the consent of a parent or legal guardian. If a parent or guardian engages our services on behalf of a minor, or provides a minor’s personal information in connection with a transaction, they warrant they have authority to do so and consent to the collection and handling of that information in accordance with this Policy.
11. Your Rights — Access and Correction
Subject to exceptions in the Privacy Act (including AML/CTF tipping-off restrictions), you may request access to or correction of personal information we hold about you. Contact Mary Mackman in writing (see section 14). We will respond within 30 days.
12. Notifiable Data Breaches
We are subject to the Notifiable Data Breaches (NDB) scheme under Part IIIC of the Privacy Act. If we reasonably believe an eligible data breach has occurred (one likely to result in serious harm), we will notify the OAIC and affected individuals as soon as practicable and take appropriate remedial action. We maintain a separate Data Breach Response Plan governing our internal procedures.
13. Complaints
If you believe we have interfered with your privacy or breached the APPs, please contact Mary Mackman in writing. We will acknowledge your complaint within 5 business days and endeavour to resolve it within 30 days.
If not satisfied with our response, you may contact the OAIC:
- Website: www.oaic.gov.au
- Telephone: 1300 363 992
- Post: GPO Box 5218, Sydney NSW 2001
14. Contact Us
Mackman Conveyancing Pty Ltd
Privacy contact: Mary Mackman, Licensee in Charge
104 Whitby Rd, Kings Langley NSW 2147
Email: office@mackmans.com.au
Telephone: 02 9674 7444
Website: www.mackmanconveyancing.au
15. Updates to This Policy
We will review this Policy annually or whenever there is a material change in our practice or applicable law. Updates apply prospectively only — the version of this Policy in force at the time of collection governs that information. The current version is published at www.mackmans.com.au. Next scheduled review: 30 June 2027.
This Privacy Policy is effective from 1 July 2026 (Version 2.0) and has been prepared to reflect the OAIC’s guidance for AML/CTF Tranche 2 reporting entities, the Australian Privacy Principles, and the obligations of a NSW licensed conveyancing corporation. It should be read alongside our AML/CTF Program, Data Breach Response Plan, and APP 5 Collection Notice. Governing law: New South Wales and Commonwealth of Australia. This document does not constitute legal advice.