Synergy CPM

Privacy Policy

Synergy CPM (“we”, “us”, “our”) is committed to protecting the privacy of all individuals who interact with our business. This Privacy Policy explains how we collect, use, hold, and disclose personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

By using our website or engaging our services, you consent to the handling of your personal information as described in this policy.

1. What Personal Information We Collect

We collect personal information that is necessary to provide our conveyancing services or to respond to your enquiries. The types of personal information we may collect include:

  • Your full name, email address, and phone number — collected via our website Contact form, Get-a-Quote form, or direct communication.
  • Property details relevant to your transaction — including the address, purchase or sale price, and the nature of the transaction (buying, selling, or transferring).
  • Financial information necessary to complete settlement — such as bank account details for settlement purposes, mortgage information, and details of any encumbrances on the title.
  • Government-issued identifiers where required by law or by relevant government departments — such as your tax file number for ATO Clearance Certificate purposes.
  • Any other information you choose to provide to us in the course of our engagement.

We collect personal information only by lawful and fair means, and where reasonably practicable, directly from you.

2. How We Collect Personal Information

We collect personal information through the following channels:

  • Our website Contact form and Get-a-Quote form.
  • Email, telephone, or in-person communications with our team.
  • Documents you provide to us — such as contracts of sale, transfer documents, or identification.
  • Third parties involved in your transaction — such as real estate agents, banks, or other legal representatives, where you have authorised them to share information with us.

3. Purposes of Collection

We collect your personal information for the following primary purposes:

  • To provide you with a conveyancing quote and to perform our conveyancing services.
  • To communicate with you about your transaction, including updates on key milestones and settlement.
  • To comply with our legal and regulatory obligations, including obligations under Victorian property law and Commonwealth tax law.
  • To respond to your enquiries submitted via our website contact form.

We will not collect personal information that is not reasonably necessary for one or more of these purposes.

4. How We Use and Disclose Your Personal Information

We use your personal information to deliver our conveyancing services and to meet our legal obligations. We may disclose your personal information to the following categories of recipients, where required to complete your transaction or as otherwise permitted by law:

  • Settlement parties: Including the buyer’s or seller’s legal representative, real estate agents, and mortgagees, as required to progress your transaction to settlement.
  • Banks and financial institutions: Including the lender holding your mortgage, or the buyer’s lender, to coordinate discharge of mortgage, loan approval, or settlement funds.
  • PEXA and electronic settlement platforms: As required to conduct electronic settlement and register the transfer of title in Victoria.
  • Government departments: Including Land Use Victoria, the State Revenue Office of Victoria, and the Australian Taxation Office, as required by applicable laws and regulations.
  • Our service providers: Including IT and software providers who support our business operations, all of whom are required to handle your information in accordance with applicable privacy laws.

We will not sell, rent, or trade your personal information to third parties for marketing purposes. We will not disclose your personal information for any secondary purpose without your consent, unless an exception under the Privacy Act 1988 (Cth) applies.

5. Data Storage and Security

We take reasonable steps to protect the personal information we hold from misuse, interference, loss, and unauthorised access, modification, or disclosure. Our systems are built, tested, and maintained by our in-house development team in Australia, and we apply best-practice data security and fraud protection measures.

Personal information is stored on secure servers. Where information is no longer required for any purpose for which it may lawfully be used, and we are not required by law to retain it, we will take reasonable steps to destroy or de-identify it.

Please be aware that no data transmission over the internet can be guaranteed as completely secure. While we strive to protect your personal information, we cannot guarantee the absolute security of information transmitted to or from our website.

6. Access and Correction

You have the right to request access to the personal information we hold about you, and to request that we correct it if it is inaccurate, out of date, incomplete, irrelevant, or misleading. To make such a request, please contact us using the details below.

We will respond to your request within a reasonable time. In some circumstances, we may be unable to provide access — for example, where doing so would unreasonably impact the privacy of another person, or where an exception under the Privacy Act 1988 (Cth) applies. We will notify you of any such refusal and the reasons for it.

We do not charge a fee for making an access or correction request, but we may charge a reasonable fee for providing access if the request requires significant effort to fulfil.

7. Complaints

If you believe we have breached the Australian Privacy Principles or this Privacy Policy, you may lodge a complaint with us by contacting us at the details below. We will acknowledge your complaint promptly and aim to resolve it within 30 days. If you are not satisfied with our response, you may escalate your complaint to the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au.

8. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or in applicable law. The current version will always be available on our website. We encourage you to review this policy periodically.

9. Contact Us

For any privacy-related enquiries, access or correction requests, or complaints, please contact us at:

Gilroy Huckstepp t/as Synergy CPM (ABN 49 780 596 359)
Licensed Conveyancer 001030L
Mobile: 0418 686 086
Email: admin@synergycpm.com.au
Website: www.synergycpm.com.au