Oliver & Co. Conveyancing 

Effective date: 01/07/2025
Last updated: 02/02/2026

Oliver & Co. Property Services Pty Ltd (ABN 43 634 705 445) trading as Oliver & Co. Conveyancing (“we”, “us”, “our”) respects your privacy and is committed to handling personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (where applicable).

This policy explains how we collect, hold, use and disclose personal information, including when you visit our website, enquire with us, or engage us for conveyancing services.

1) What is personal information?

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

2) What personal information we collect

The types of personal information we may collect include:

A) Website visitors / enquiries

  • name, email, phone number and details you provide through enquiry forms;
  • any documents you choose to upload/send to us;
  • website usage and technical data (see section 10).

B) Clients / conveyancing matters

Depending on your matter, we may collect:

  • identity and contact details (including date of birth);
  • property and transaction details;
  • communications, instructions and file notes;
  • financial details relevant to the transaction (e.g., bank details for refunds/adjustments, invoices/receipts);
  • verification of identity (VOI) documents and records (see section 7);
  • information from third parties involved in your matter (agents, lenders, brokers, strata managers, councils, utilities and the other side’s representatives).

Sensitive information: We do not usually need sensitive information. If required for a specific matter, we will only collect and use it as permitted by law.

3) How we collect personal information

We collect personal information:

  • directly from you (website forms, email, phone, meetings, VOI checks);
  • from third parties involved in your transaction (agents, brokers/lenders, other representatives);
  • from public sources/registers where relevant; and
  • via the Website (cookies/analytics and server logs).

4) Why we collect, use and disclose personal information

We collect, use and disclose personal information to:

  • respond to enquiries and communicate with you;
  • provide conveyancing services (including preparing documents, exchanging, liaising, and settling);
  • verify identity and reduce fraud/cyber risk (including eConveyancing requirements);
  • manage billing, payments and business operations;
  • send our monthly newsletter and updates where you have consented (see section 11);
  • comply with legal and regulatory obligations, and respond to lawful requests; and
  • improve our website and services.

5) Who we may disclose personal information to

We may disclose personal information where necessary for your matter and our operations, including to:

  • the other party to your transaction and their conveyancer/solicitor;
  • real estate agents and referrers (where relevant);
  • lenders, brokers, insurers, valuers (where relevant);
  • eConveyancing platform(s) and participants (including PEXA, where applicable);
  • strata/community managers, councils and utilities;
  • government agencies, courts/tribunals where required or authorised; and
  • our service providers (including Microsoft 365, LEAP and Livesign, and IT support, accounting and secure disposal providers).

We do not sell personal information.

6) Overseas disclosure

Some of our service providers may store, process, or support systems from locations outside Australia. Where we disclose personal information overseas, we take reasonable steps to ensure it is handled in a manner consistent with this policy and applicable privacy obligations.

You may contact us to ask whether your information is hosted or accessed from outside Australia.

7) VOI documents, eConveyancing and retention

For property matters, we may collect and retain copies of ID documents and other supporting evidence to verify identity and support eConveyancing certifications.

Our practice:

  • We keep VOI/ID document copies electronically and may also keep hard copies where collected.
  • Hard copy records are securely destroyed after 7 years.
  • Electronic records are retained in accordance with our legal, regulatory, professional and insurance requirements and then securely destroyed or de-identified where appropriate.

8) Security of personal information

We take reasonable steps to protect personal information from misuse, interference and loss, and from unauthorised access, modification or disclosure. This includes access controls, staff confidentiality obligations, and secure storage/disposal practices.

Cybercrime warning (bank detail scams)

Property transactions are frequently targeted by payment redirection scams. Our bank account details will never change during a transaction. If you receive any request to pay funds to “new” or “updated” bank details, contact us to verify by telephone on (02) 4965 4594 before transferring funds.

9) Access and correction

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

We may need to verify your identity before providing access. In some circumstances we may refuse access as permitted by law, and we will explain the reasons.

10) Cookies, analytics and website data

Our Website may use cookies and analytics tools to understand website traffic and improve performance. This can include collecting:

  • IP address, device type, browser type,
  • pages visited and time spent on pages,
  • referring website/source.

You can control cookies through your browser settings. Disabling cookies may affect Website functionality.

11) Marketing (monthly newsletter)

We send a monthly email newsletter and may send other updates where you have consented (or where otherwise permitted). You can opt out at any time using the unsubscribe link in the email or by contacting us.

12) Privacy complaints

If you have a privacy concern or complaint, contact us using the details below and we will respond within a reasonable time.

If you are not satisfied with our response, you may complain to the Office of the Australian Information Commissioner (OAIC).

13) Data breaches

If we become aware of a suspected or actual data breach, we will assess it and take appropriate steps. Where notification is required under the Notifiable Data Breaches scheme, we will notify affected individuals and the OAIC.

14) Contact us

Oliver & Co. Conveyancing
Phone: (02) 4965 4594
Address: 138 Vincent Street, Cessnock NSW 2325
Email: admin@oliverandcoconveyancing.com.au