About Us

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Current as at: July 2026

1. Our Commitment to Your Privacy

Roslynne Brodie Conveyancing Pty Ltd ATF Brodie Family Trust ABN 96 301 257 907 operated by Roslynne Brodie as a sole practitioner, provides professional conveyancing services in Victoria.

We respect your privacy and are committed to protecting your personal information. This Privacy Policy explains how we collect, use, disclose, and protect your personal data in compliance with the Privacy Act 1988 (Cth), the Australian Privacy Principles (APPs), and professional confidentiality standards outlined in the Conveyancers Act 2006 (Vic).

As a sole practitioner, Roslynne Brodie acts as the primary contact point and Data Protection Officer for all privacy-related matters.

2. Types of Personal Information We Collect

To properly manage property transactions and satisfy legal duties, we must collect specific personal information. This data includes:

• Contact Information: Full name, current residential address, postal address, phone number, and email address.
• Identity Documents: Passports, driver’s licenses, birth certificates, and marriage certificates.
• Financial Details: Bank account names, numbers, BSB codes, mortgage details, and transaction histories.
• Property Transaction Information: Property titles, council rates notices, land tax information, and contract details.
• Verification of Identity (VOI) Data: Biometric photo data, facial verification check reports, and underlying reference numbers required under ARNECC rules and Austrac.

3. How We Collect Your Personal Information

We collect personal information directly from you or through authorised representatives in several ways:

• Direct Communication: Via emails, phone calls, face-to-face meetings, or forms you fill out.
• Integrated Software Portals: Through the secure triConvey intake forms and digital communications.
• Verification of Identity: Digitally through integrated VOI tools powered by triSearch / triConvey.
• Third Parties: From your real estate agent, mortgage broker, financial institution, or legal representative.

4. Why We Collect and Use Your Information

We collect and use your personal information solely for the following business purposes:

• Verifying your identity in accordance with Victorian property law and electronic      conveyancing requirements.
• Preparing contracts of sale, section 32 statements, transfer documents, and financial settlement statements.
• Completing electronic property settlements on your behalf.
• Communicating securely regarding your matter.
• Complying with regulatory audits, tax obligations, and statutory requirements from bodies such as the State Revenue Office (SRO) or the Victorian Legal Services Board + Commissioner (VLSB+C).

5. Disclosure of Personal Information to Third Parties

We do not sell, rent, or trade your data. To finalise your property settlement, we must disclose relevant details to the following entities:

• Electronic Settlement Platforms: PEXA (Property Exchange Australia) to lodge documents and settle funds electronically.
• Integrated Searching & VOI Providers: triConvey and triSearch to run regulatory searches, order property certificates, and verify your identity.
• Government Authorities: Land Use Victoria and the State Revenue Office (SRO) for reporting, lodgement, and duty assessment.
• Transaction Participants: The counterparty’s conveyancer/lawyer, financial institutions (lenders/incoming banks), and real estate agents.

6. Strictly Local Data & No Offshore Transfers

We do not engage offshore virtual assistants, external typists, or administrative contractors located outside Australia.

• All administrative file work is processed directly by the sole practitioner within Victoria.
• Our primary software suites—Smokeball and triConvey—store your legal matter files, correspondence, and operational data securely within Australian-hosted cloud servers.

7. Data Security and Cloud Storage

As a sole practitioner, file security is a paramount priority. We take industry-standard administrative and technical steps to guard your data against loss, unauthorized access, modification, or disclosure:

• Practice Software Security: All matter files are hosted via Smokeball’s secure practice management platform, utilizing role-based encryption at rest and TLS encryption in transit via Amazon Web Services (AWS) Australian servers.
• Device Control: Access to workstations and mobile apps requires mandatory multi-factor authentication (MFA) and secure individual logins.
• Secure Client Communication: We encourage using integrated, encrypted secure portals to exchange banking numbers and settlement information safely, avoiding standard unsecured email chains. Alternatively we will communicate with you verbally to verify your data.
• VOI Records Retention: Identity documents scanned through the triConvey/triSearch framework are handled via their secure compliant servers rather than saved locally on hard drives or standard computer files.

8. Accessing and Correcting Your Information

You have the right to request access to the personal information we hold about you, or to request corrections if you believe the details are inaccurate or outdated.

To make a request, please contact us directly using the details provided below. We will verify your identity before releasing or altering any file records.

9. Privacy Enquiries and Complaints

If you have questions about this policy or wish to lodge a formal complaint regarding how your personal information has been handled, please contact:

• Contact Person: Roslynne Brodie
• Business Name: Roslynne Brodie Conveyancing
• Email Address: Roslynne@rbconveyancing.com.au
• Phone Number: 0419 532267
• Postal Address: PO Box 477 | Bentleigh East |      3165

We will review your complaint promptly and aim to provide a written response within 30 days. If you remain unsatisfied with our response, you can escalate the matter to the Office of the Australian Information Commissioner (OAIC).