Client Privacy Policy
Effective date: 01/07/2026
1. About this Privacy Policy
This Client Privacy Policy explains how RWS Settlements collects, uses, discloses, and protects client personal information.
We are a licensed settlement agent operating in Western Australia.
2. What Personal Information We Collect
We may collect personal information about clients, including (but not limited to):
- full legal name
- date of birth
- residential and/or postal address
- email address and telephone number
- identification information (for example, Driver’s License, Passport, Birth Certificate, Medicare Card)
- financial and/or banking information
- property transaction details
- information contained in correspondence or documents relating to settlement
3. How We Collect Personal Information
We may collect personal information in several ways, including when a client:
- engages us to act as a settlement agent
- provides documents or identification information
- complete forms or provide information during a transaction
- communicate with us by phone, email, in writing and/or in person
- anti-money laundering/counter terrorism financing service providers
We may also collect personal information from third parties involved in a transaction, including (but not limited to):
- real estate agents
- banks or lenders
- government agencies
- identity verification providers, such as InfoTrack and Scantek
- Property Exchange Australia (PEXA), the online settlement platform used to complete electronic conveyancing
- other settlement agents or legal representatives
4. Why We Collect Personal Information
We collect personal information for purposes including (but not limited to):
- arranging and completing settlement transactions
- communicating with you and other parties involved in a transaction
- verifying identity
- preparing and lodging documents
- managing trust account transactions
- complying with legal and regulatory requirements
- managing our business operations
5. Disclosure of Personal Information
We may disclose personal information where reasonably necessary to complete a transaction or comply with legal requirements.
This may include disclosure to:
- banks or financial institutions
- government authorities (such as Landgate and the Office of State Revenue)
- PEXA
- real estate agents
- other settlement agents and legal practitioners
- identity verification providers, such as InfoTrack and Scantek
- Technology service providers assisting us in delivering our services
- anti-money laundering/counter terrorism financing service providers
We may also disclose personal information where required or authorised by law.
6. Confidentiality
We treat information obtained while acting for a client as confidential.
Information will not be disclosed unless:
- the client has authorised the disclosure; or
- disclosure is required or permitted by law
7. Security of Personal Information
We take reasonable steps to protect personal information from misuse, loss, unauthorised access, modification, or disclosure.
These measures may include:
- secure electronic systems
- password protection
- restricted staff access to information
- secure storage of physical records
- secure destruction or de-identification of information when no longer required
We also only engage service providers that have security measures for information they collect on our behalf, that meet the requirements of the Australian Privacy Principles (APP).
8. Retention of Personal Information
We retain personal information for the period required by law and professional obligations.
When personal information is no longer required, it will be securely destroyed or de-identified. If we receive unsolicited personal information that is not received for the purposes of section 4 above, it will be securely stored and destroyed.
9. Access and Correction
You may request access to the personal information we hold about you.
You may also request that we correct personal information if it is inaccurate, incomplete, or out of date.
Requests can be made using the contact details below.
10. Privacy Complains
If you have a complaint about how we handle your personal information, please contact us.
We will investigate the complaint and respond within a reasonable timeframe.
If you are not satisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (OIAC).
11. Contact Us
RWS Settlements
Address: PO Box 454, Joondalup DC WA 6919
Phone: (08) 7082 0602
Email: info@rwssettlements.com.au