Privacy Policy

 

Madora Bay Settlements – Privacy Policy

Last updated: August 2026

1. Introduction

Madora Bay Settlements Pty Ltd (trading as Madora Bay Settlements) handles personal information in accordance with the Privacy Act 1988 (Cth), the Australian Privacy Principles, the Anti‑Money Laundering and Counter‑Terrorism Financing Act 2006, Landgate’s regulatory and identity verification requirements, and the Office of State Revenue’s obligations relating to duty, First Home Owner Grant and related assessments. We also comply with all other applicable laws, regulations, professional standards and industry requirements relevant to conveyancing, settlements, identity verification, trust accounting and AML/CTF compliance.

This Privacy Policy explains how we collect, use, store, disclose, and protect personal information when providing conveyancing and settlement services, identity verification, AML/CTF compliance, trust account management, and related business operations.

2. What personal information we collect

The kinds of personal information we collect depend on the service being provided and your relationship with us. Personal information we may collect includes:

• name
• date of birth
• residential address
• postal address
• email address
• phone number
• identity information
• identity verification information
• financial, payment or banking information
• property transaction information
• information contained in contracts, authorities, forms, correspondence and file notes
• billing and payment records
• trust account records
• AML/CTF compliance information
• customer due diligence information
• website enquiry and analytics information
• information required for legal, regulatory, insurance, audit or compliance purposes

We only collect personal information where it is reasonably necessary for our functions, services, business operations or legal and regulatory obligations.

3. Service‑specific information we collect

3.1 Conveyancing & Settlement Services

We may collect personal information relating to conveyancing and real estate settlement services, including information entered, stored or processed through systems we use such as Settlements Plus (powered by Dye & Durham), Livesign, PEXA, and other secure platforms. This may include:

• buyer, seller, proprietor and other party details
• property address and title details
• contract details
• settlement date and transaction conditions
• special conditions
• lender and broker details
• RevenueWA, duty, FHOG and settlement adjustment information
• PEXA and electronic settlement information
• bank account and payment details
• trust account and settlement funds information
• verification of identity information (including LGIRS requirements)
• verification of authority information
• Livesign identity verification and AML/CTF screening information
• customer due diligence information
• AML/CTF compliance information
• source of funds and source of wealth information where required
• correspondence with clients, agents, lenders, brokers, legal practitioners, other settlement agents and government agencies

We only collect personal information where it is reasonably necessary for our functions, services, business operations or legal and regulatory obligations.

4. How we collect personal information

We may collect personal information directly from you when you:

• contact us
• make an enquiry
• request a quote
• complete a form
• appoint or engage us
• provide instructions
• provide identity or transaction documents
• attend a meeting
• communicate with us by phone, email, SMS, website form, social media or other means
• use our website
• subscribe to updates or communications

We may also collect personal information from third parties or through systems used in our business operations, including:

• Settlements Plus (practice management and workflow system)
• Livesign (identity verification and AML/CTF screening)
• PEXA
• Landgate
• RevenueWA
• lenders, banks and mortgage brokers
• technology and cloud service providers
• accountants, bookkeepers, auditors and insurers
• contractors and service providers
• publicly available sources
• your authorised representatives

 

• 5. Why we collect, use and disclose personal information

  We collect, use and disclose personal information for purposes including:

• responding to enquiries
• providing quotes
• opening and managing client files within Settlements Plus
• managing workflow, tasks, communications and settlement processes
• storing documents and correspondence securely within our practice management systems
• providing conveyancing and settlement services
• communicating with you and other parties involved in a transaction
• verifying identity (including LGIRS and Livesign)
• verifying authority to act or deal
• conducting customer due diligence
• complying with AML/CTF obligations
• preparing, reviewing and lodging documents
• arranging and completing settlements
• managing trust account transactions
• assessing transaction readiness
• billing, payment processing and debt recovery
• managing client relationships
• managing referrals and lead sources
• service updates
• website analytics, advertising performance and service improvement
• quality assurance, training and supervision
• administration, reporting, compliance and risk management
• technology support, cyber security and system maintenance
• responding to complaints, claims, disputes, audits, investigations or regulatory requests
• meeting legal, professional, regulatory, tax, accounting, insurance and record‑keeping obligations

 

6. Disclosure within Madora Bay Settlements

Personal information may be shared internally within Madora Bay Settlements where reasonably necessary for:

• providing services
• managing enquiries
• administration
• compliance
• risk management
• technology support
• quality control
• accounting and finance
• legal and insurance purposes

We do not share information with unrelated businesses except where required for service delivery or legal obligations.

7. Disclosure to third parties

We may disclose personal information where reasonably necessary for our services, business operations or legal obligations. This may include disclosure to:

• clients and their authorised representatives
• other parties involved in a transaction
• real estate agents
• settlement agents
• legal practitioners
• lenders, banks and mortgage brokers
• Landgate
• RevenueWA
• PEXA and electronic settlement platforms
• government agencies and regulators
• contractors, trades and service providers
• insurers, insurance brokers, loss adjusters and valuers
• building, pest and other property inspectors
• accountants, bookkeepers and auditors
• debt collection providers
• identity verification providers (including Livesign)
• AML/CTF compliance providers
• technology, cloud, website, CRM, practice management, accounting and IT support providers
• marketing and analytics providers
• professional advisers
• courts, tribunals, regulators, law enforcement bodies or government agencies where required or authorised by law

We may also disclose personal information where:

• you have authorised the disclosure
• the disclosure is required or authorised by law
• the disclosure is necessary to protect our rights, interests or legal position
• the disclosure is necessary to prevent or respond to suspected fraud, unlawful activity, cyber security incidents or serious threats to safety

8. AML/CTF, customer due diligence and reliance arrangements

Madora Bay Settlements may be required to conduct customer due diligence, identity verification, verification of authority, sanctions screening and other checks under the Anti‑Money Laundering and Counter‑Terrorism Financing Act 2006, the AML/CTF Rules, and other applicable laws.

We may disclose customer due diligence information to another business involved in your transaction where:

• the disclosure is for AML/CTF compliance, customer due diligence, identity verification, verification of authority or reliance purposes
• the recipient is legally entitled to receive and rely on that information
• the recipient has entered into a written reliance agreement or arrangement with us
• we consider the disclosure reasonably necessary for AML/CTF compliance or reliance purposes

We do not disclose:

• whole, unredacted identity documents
• suspicious matter reports
• internal AML/CTF notes
• information considered unnecessary or inconsistent with our obligations

9. Identity verification and high‑sensitivity records

Identity verification information, customer due diligence information, source of funds/source of wealth information, trust account information and AML/CTF records are treated as high‑sensitivity operational records.

Access is restricted to authorised personnel only.

10. Overseas access and offshore service providers

Some personal information may be accessed by authorised contractors or service providers located outside Australia, including:

• website development and support providers
• administrative support providers
• cloud, technology, software, analytics, advertising, email or support providers

We take reasonable steps to protect personal information accessed by overseas contractors or service providers.

11. Website, cookies, analytics and advertising technologies

When you use our website, we may collect information such as:

• IP address
• device and browser information
• pages visited
• time spent on the website
• referral source
• campaign and UTM data
• form submissions
• cookie and pixel data

We may use tools such as Google Analytics, Meta Pixel, Google Ads tags and similar technologies to:

• operate and improve our website
• understand how people use our website
• measure advertising performance
• attribute enquiries to marketing channels
• improve campaign relevance
• conduct remarketing or retargeting where permitted

You can adjust your browser settings to refuse or limit cookies.

13. Security of personal information

We take reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification and disclosure. Security measures may include:

• secure electronic systems including Settlements Plus, Livesign and PEXA
• password protection
• restricted staff  access
• two‑factor authentication
• role‑based access controls
• secure document storage
• secure destruction or de‑identification
• staff supervision and training
• IT and cyber security support
• access removal when no longer required

No system is completely secure. We cannot guarantee the security of information transmitted over the internet or through third‑party platforms.

14. Retention and destruction

We retain personal information for as long as reasonably required for our services, business operations, legal obligations, professional obligations, trust account obligations, insurance, audit, tax, accounting, compliance or dispute‑management purposes. Conveyancing and settlement files are retained for 7 years from the time all monies have been discharged from the relevant trust account.

When personal information is no longer required, we may securely destroy it, de‑identify it, archive it, or restrict access to it.

15. Access and correction

You may request access to personal information we hold about you.

You may also ask us to correct personal information if you believe it is inaccurate, incomplete, out of date, irrelevant or misleading.

We may need to verify your identity before responding.

In some cases, we may refuse access or correction where permitted by law.

16. Privacy complaints

If you have a concern or complaint about how we handle personal information, please contact us using the details below.

We will consider your complaint and respond within a reasonable time.

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

17. Privacy contacts

Madora Bay Settlements Pty Ltd Trading as Madora Bay Settlements

Privacy Contacts:

• John Skinner – Director
• Klair Skinner – Director & Licensee (SA58843)

Phone: 0895371887 Location: Western Australia