Conveyancing Hub (Aus) Pty Ltd T/A Conveyancing HUb

ABN 34 160 027 109 | Licence No. 00805L
www.conveyancinghub.au
Related Entities: Jass Group (Aus) Pty Ltd | Credit Hub Australia

Overview

We manage personal information in line with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). This policy outlines how we collect, use, store, and disclose personal information across our conveyancing operations, website, and internal CRM systems.

Information We Collect

We collect the following types of information:

• Personal details and contact information
• Identification and VOI documents
• Property, contract, and transaction information
• Financial and settlement details
• Business information (ABN/ACN, authority details)
• Website analytics, IP logs, and cookies
• Information stored or processed in our internal CRM system.

Internal CRM System

Our secure internal CRM stores and manages client and transaction data, including:

• Contact records
• VOI results and uploaded documents
• File notes and correspondence
• Property, contract, and settlement information
• Workflow progress and internal compliance data

CRM access is strictly limited to authorised personnel. Data is used for case management, compliance, communication tracking, document preparation, and internal operational purposes. We do not provide external access to the CRM except where a service provider supports its infrastructure under confidentiality and security obligations.

How We Collect Information

Information may be collected through:

• Website forms and online submissions
• Email, phone, SMS, or in-person communications
• Real estate agents, conveyancers, solicitors, lenders
• PEXA, VOI providers, and financial institutions
• Government authorities including Land Use Victoria, SRO, councils
• Related entities within our Group
• Integrations linked to our CRM system
• Public or commercial information sources

Why We Collect Information

We use personal information to:

• Deliver conveyancing and settlement services
• Verify identity and meet regulatory obligations
• Prepare, submit, and lodge property documents
• Communicate with parties involved in a transaction
• Manage files via our CRM and internal systems
• Support administration, compliance, and reporting
• Improve service delivery and client experience
• Conduct permitted marketing (optional and opt-out anytime)

Disclosure of Information

Information may be disclosed to:

• Buyers, sellers, and authorised representatives
• Real estate agents, conveyancers, solicitors
• Banks, lenders, and brokers
• PEXA and settlement service providers
• Land Use Victoria, SRO, councils, and regulators
• IT, CRM, VOI, and cloud service providers
• Related entities (Jass Group (Aus) Pty Ltd and Credit Hub Australia)

We do not sell personal information.

Where CRM data is involved, disclosure is limited to operational necessity or legal requirements.

Cross-Border Disclosure

Some service providers may store or process information overseas. We take reasonable steps to ensure these providers protect your information in accordance with the APPs or equivalent standards.

Data Security

We maintain h5 security measures including:

• Encrypted systems and secure cloud storage
• CRM role-based access controls
• Multi-factor authentication where required
• Secure document handling and infrastructure monitoring
• Regular audits and compliance checks

We comply with the Notifiable Data Breaches (NDB) scheme for incidents likely to cause serious harm.

Access and Correction

You may request access to your personal information or ask us to correct inaccurate, incomplete, or outdated information. Identity verification may be required.

Retention

We retain information in accordance with:

• Conveyancers Act 2006 (Vic)
• Taxation, financial, and statutory obligations
• Property and transaction record-keeping requirements

Information is securely deleted or de-identified when no longer required.

Cookies & Tracking Technologies

Our website uses cookies, session tracking, and analytics to improve functionality and user experience. You may adjust browser settings to restrict cookies.

Marketing

We may send service updates or promotional information. You may opt out at any time.

Complaints

If you are concerned about how we handle your information, contact us first so we can address the matter promptly.

If unresolved, you may contact:
Consumer Affairs Victoria (CAV)
www.consumer.vic.gov.au

Contact

Privacy Officer
Conveyancing Hub (Aus) Pty Ltd
Email: info@chagroup.com.au
Phone: 03 8370 3141
Website: www.conveyancinghub.au