Privacy Policy

Woolcock Lawyers Pty Ltd trading as Woolcock Lawyers ABN 91 673 426 965 ("Woolcock Lawyers", "we", "us" or "our") is committed to protecting your privacy and maintaining the confidentiality of the personal information entrusted to us.

As a legal practice, we recognise that clients often provide highly sensitive personal, financial, family and legal information. We take reasonable steps to protect that information in accordance with our obligations under the Privacy Act 1988 (Cth), the Australian Privacy Principles, our professional obligations of confidentiality, and legal professional privilege.

This Privacy Policy explains how we collect, use, disclose and store personal information.

"Personal information" has the meaning given in the Privacy Act 1988 (Cth) and generally includes information or an opinion that identifies an individual or from which an individual may reasonably be identified.

The personal information we may collect includes:

• names, dates of birth and contact details;
• residential and postal addresses;
• email addresses and telephone numbers;
• identification and verification information;
• financial, taxation, superannuation and asset information;
• family and relationship information;
• information relating to trusts, companies, estates and succession arrangements;
• communications and correspondence with us;
• information provided as part of legal instructions or enquiries; and
• technical information relating to use of our website or electronic systems.

We collect personal information directly from you where reasonably practicable.

This may occur when you:

• contact us by phone, email or through our website;
• book or attend a meeting with us;
• provide legal instructions;
• complete intake forms or questionnaires;
• provide documents or identification information;
• participate in Zoom or Microsoft Teams meetings;
• subscribe to updates or publications; or
• otherwise communicate with us.

We may also collect information from third parties where authorised or reasonably necessary, including accountants, financial advisers, banks, financial product and service providers, medical professionals, government agencies, courts, regulators or other professional advisers.  We may also collect personal information from publicly available records, registries, search providers and verification services where reasonably necessary to provide legal services, conduct due diligence, verify identity, comply with legal obligations or progress your matter. 

When you visit our website, certain technical information may be collected automatically, including:

• IP addresses;
• browser type and device information; and
• website usage and interaction data.

This information may be collected through cookies, analytics tools or similar technologies to help improve website functionality, security and user experience. You may disable cookies through your browser settings, however some parts of the website may not function correctly.

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

• providing legal services;
• communicating with clients and prospective clients;
• verifying identity and authority;
• complying with legal and regulatory obligations;
• managing conflicts and risk;
• fraud prevention and cybersecurity;
• maintaining file records and internal administration;
• improving our systems and services;
• sending legal updates or marketing communications where appropriate; and
• any other purpose reasonably necessary in connection with operating our legal practice.

We may collect and verify identity information where required to comply with legal and regulatory obligations, including obligations relating to fraud prevention, client identification, anti-money laundering and counter-terrorism financing laws. You may opt out of marketing communications at any time.

We use a range of professional cloud-based systems and technology providers to operate our legal practice efficiently and securely, including (but not limited to):

• Microsoft 365;
• Smokeball;
• Xero;
• InfoTrack;
• Zoom;
• Microsoft Teams; and
• EstateXchange.

Personal information may be stored, processed or transmitted using secure third-party cloud infrastructure, including infrastructure located outside Australia. While we take reasonable steps to protect confidentiality, privacy and legal professional privilege, electronic communications, cloud systems and internet-based technologies carry inherent cybersecurity and data transmission risks.

As part of providing legal services, we may conduct searches, verification procedures and due diligence enquiries using third-party platforms and registries, including through providers such as InfoTrack.

These searches and enquiries may be undertaken for purposes including:

• verifying identity and authority;
• fraud prevention and cybersecurity;
• complying with legal and regulatory obligations;
• anti-money laundering and counter-terrorism financing compliance;
• conflict checking;
• locating or confirming assets and liabilities; and
• progressing or administering legal matters.

Searches may relate to matters including property ownership, company information, bankruptcy, court records, probate, land titles, personal property securities, identity verification and other matters reasonably connected to your legal matter.

From time to time, we may use technology-assisted tools integrated within our professional systems to assist with administrative efficiency, document management, workflow support or preliminary drafting processes. All legal work remains subject to review and professional oversight by an admitted Australian legal practitioner.

We may disclose personal information where reasonably necessary to:

• barristers, external lawyers and legal consultants;
• accountants, financial advisers and mortgage brokers;
• conveyancers and property professionals;
• courts, tribunals and government authorities;
• software, cloud and IT service providers;
• identity verification providers;
• insurers, auditors and compliance advisers; or
• other parties where authorised by you or required by law.

From time to time, and where appropriate to your matter, we may refer you to external professionals or collaborate with third-party advisers as part of providing legal services. We take reasonable steps to ensure that third-party providers handling personal information are subject to confidentiality and privacy obligations where appropriate. We do not sell personal information.

Some third-party technology providers used by our practice may store or process information outside Australia. Overseas jurisdictions may not always provide privacy protections equivalent to Australian law. By communicating electronically with us or engaging our services, you acknowledge that overseas disclosure or processing may occur where reasonably necessary for the operation of our practice.

We take reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification or disclosure.

These measures may include:

• password protection and multi-factor authentication;
• secure cloud-based systems;
• restricted staff and user access;
• firewalls and cybersecurity protections; and
• secure destruction or archiving procedures.

No electronic transmission or storage system can be guaranteed completely secure. You acknowledge that internet-based communications carry inherent security risks.

We may retain client information and legal files for periods required by law, professional obligations, insurance requirements, regulatory requirements and legitimate business purposes. Information may be archived or securely destroyed when no longer required.

You may request access to personal information we hold about you, or request correction of inaccurate or outdated information. Requests should be made in writing using the contact details below. We may refuse access where permitted by law, including where legal professional privilege applies or where access would unreasonably affect another person's privacy or prejudice legal proceedings.

If an eligible data breach occurs, we will respond in accordance with our obligations under the Privacy Act 1988 (Cth), including obligations under the Notifiable Data Breaches scheme where applicable.

Our website may contain links to third-party websites. We are not responsible for the privacy practices, security or content of third-party websites.

We may update this Privacy Policy from time to time. Any updated version will be published on our website.

Woolcock Lawyers Pty Ltd

Claire Van Raay, Director | Principal Solicitor
Email: claire@woolcocklawyers.com.au
Website: www.woolcocklawyers.com.au