Privacy Policy

Effective October 2025

Prepared Legal Services Pty Ltd (ABN 97 688 614 066) – (“we”, “us” or “our”).
Level 4 / 459 Church Street, Richmond VIC 3121.
1300 Prepared | information@prepared.com.au

Our Commitment to Your Privacy

We are committed to protecting your privacy and handling your personal information in compliance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

This Privacy Policy applies to our website, products and conveyancing/legal services, and to interactions with prospective, current and former clients and business contacts.

By providing personal information to us, you consent to us collecting, holding, using and disclosing your personal information in accordance with this Privacy Policy. You do not have to provide personal information to us, however, if you do not, it may affect your use of this site or the products and/or conveyancing services offered.

We Take Cyber Security Seriously

Conveyancing has been predominantly digital since e-conveyancing mandates were introduced in Australia. While online systems carry inherent risks, we prioritise your security at every step.

Access to your personal information is restricted to authorised personnel only, and we apply safeguards to minimise unauthorised access, disclosure or loss. Our controls include:

  • A partnership with Cythera for 24/7 threat and vulnerability monitoring, continuous security updates, cyber awareness training, simulated phishing exercises, spam/phishing filtering, dark-web breach monitoring, and regular device patching and compliance.
  • Business-grade endpoint protection, anti-virus and firewall technology.
  • Strong access controls, including unique credentials and multi-factor authentication for all systems holding personal information.
  • Regular review, update and enforcement of our Cybersecurity Governance and Cyber Risk Management policies.
  • Employment agreements and staff policies that mandate confidentiality and protect individual privacy.

What Information We Collect

We may collect personal information including:

  • Identity details (name, address, date of birth, marital status, citizenship and identification documents)
  • Company identifiers (ABN and/or ACN)
  • Property transaction details, including legal and financial information relevant to your conveyancing matter
  • Contact and billing information (email, phone number, bank account or credit card details)
  • Your preferences and opinions
  • Browser session and geolocation data, device and network information, page-view and session statistics, acquisition sources, search queries and browsing behaviour
  • Any other information required to complete the conveyancing process or meet legal and regulatory obligations

How We Collect Your Personal Information

We may collect your personal information in several ways, including:

  • Directly from you during onboarding—via our website, online intake forms, email, phone or in-person meetings
  • From third parties such as real estate agents, financial institutions, legal representatives, government agencies or verification-of-identity providers, where required to deliver our services
  • From publicly available sources, including government land and property registries and ASIC databases
  • From documents and information you provide in connection with your property transaction

Why We Collect Your Personal Information

We collect your personal information to:

  • Provide conveyancing and related legal services, including verifying your identity
  • Communicate with you and relevant third parties
  • Comply with legal, regulatory and trust account obligations
  • Manage our internal operations, including recordkeeping, file audits, quality assurance and practice management
  • Improve our services and systems through technology and de-identified data analytics

If you do not provide the personal information we request, we may be unable to act for you or complete your conveyancing matter.

How We Use and Store Your Personal Information

We use your personal information to deliver conveyancing and legal services, including to:

  • Prepare legal documents and manage property transactions
  • Verify your identity and conduct due diligence
  • Communicate with you, government authorities, financial institutions and other relevant parties
  • Facilitate electronic settlements and lodgements via approved digital platforms (such as PEXA)
  • Monitor service quality and improve internal processes through secure workflow systems

To deliver services efficiently, we may:

  • Use secure cloud storage providers to store and manage your data
  • Employ digital platforms (such as PEXA) for property settlements and document management
  • Use technology and carefully governed Artificial Intelligence (AI) tools to assist with document review, drafting, quality assurance and workflow automation, subject to confidentiality and security controls

How Your Information Is Shared

Your personal information may be shared with:

  • Electronic lodgement network operators like PEXA
  • State Revenue Office or other government entities
  • Land registries
  • Real estate agents, lenders, or brokers (with your consent)
  • Professional advisers, insurers, IT service providers, and auditors
  • Debt collectors, if required
  • Our related entities (as defined in the Corporations Act 2001 (Cth)), including any businesses we acquire and our holding companies

We disclose personal information only when:

  • It is necessary to deliver our legal services, including to third-party providers who support our services or compliance
  • We are legally required or authorised to do so (for example, by court order, law enforcement or a regulator)
  • Disclosure is needed to protect our legal rights or to investigate suspected unlawful activity or misconduct

We will not use your personal information for direct marketing without your consent or where otherwise permitted by law. You can withdraw consent or opt out at any time by using the unsubscribe link in our emails or contacting privacy@prepared.com.au.

When we engage third-party providers, we require appropriate confidentiality and data-protection obligations.

From time to time, we may collect and analyse information about property transactions. We will only share or commercialise this information in de-identified form, unless you have provided express consent or it is otherwise permitted under the Privacy Act. Where personal information is involved, we will not share it with commercial partners without your informed, specific consent.

Cross-Border Disclosure

Some information may be stored or processed overseas by secure cloud services or AI providers. We take reasonable steps to ensure that any overseas recipient complies with privacy obligations equivalent to those under the Australian Privacy Principles.

Our Use of AI

We may use AI tools internally to support our service delivery as an assistive tool for legal professionals, who retain final responsibility for the advice and documents produced. These tools are privately segregated and not publicly accessible or open-source, and are used solely by our team in a secure, controlled environment.

The use of such AI tools does not involve disclosure of your personal information to third parties, and your data is not used to train external AI systems. We ensure that our use of AI tools complies with our confidentiality obligations and data protection standards, and that human oversight is maintained in all legal decision-making processes.

Data Breaches

If a data breach is likely to cause serious harm, we will notify affected individuals and the OAIC in line with the Notifiable Data Breaches scheme.

Data Retention

We retain matter files and related personal information for seven years from file closure, or longer where required by law or to manage a dispute, after which records are securely destroyed or de-identified.

Cookies and Analytics

Our website uses minimal cookies to improve performance and ensure secure session handling. We may collect anonymous analytics (e.g., page visits, device type) to help us understand how people use our site, but these details don’t personally identify you. You can adjust or disable cookies through your browser settings at any time.

Your Rights

You have the right to:

  • Access and correct your personal information
  • Withdraw consent to optional third-party services at any time
  • Make a complaint if you believe we have mishandled your personal information
  • Request that we stop using your information for direct marketing purposes

Access and Correction

You can request access to, or correction of, your personal information at any time by contacting us using the details below. We’ll respond within 30 days. If we refuse access or correction in limited circumstances permitted by law, we’ll provide written reasons and outline your options to escalate.

Questions or Concerns

If you have questions about how we handle your information, wish to make a request for information, update your details or lodge a complaint, please contact:

Privacy Officer — Prepared Legal Services
Email: privacy@prepared.com.au
Phone: 1300 Prepared
Post: Level 4 / 459 Church Street, Richmond VIC 3121

If you believe we have breached your privacy or mishandled your personal information, you can contact us using the details above. We take complaints seriously and will investigate and respond within 30 days.

If you’re not satisfied with our response, you can contact the Office of the Australian Information Commissioner (OAIC) or call 1300 363 992.

Updates to This Policy

We review our Privacy Policy regularly to stay current with legal requirements and technology changes. Any updates will appear here, with the new effective date clearly shown. Please check back from time to time to review our Privacy Policy.

We protect your privacy the same way we protect your property purchase — with care, diligence, and zero shortcuts.