Privacy Policy | Wollerman Shacklock Lawyers

We handle sensitive information every day — property transactions, estate matters, business dealings — and you deserve to know exactly how we treat it.

This policy explains what personal information we collect, why we collect it, how we use it, and what rights you have over it. We comply with the *Privacy Act 1988* (Cth) and the Australian Privacy Principles (APPs).

Who We Are

Wollerman Shacklock Legal Services Pty Ltd trading as Wollerman Shacklock (ABN 25 064 452 393) is a law firm based in Clyde North, Victoria, specialising in property law and conveyancing, wills and estate planning, and commercial and business law.

Unit 2/43 Rainier Crescent, Clyde North VIC 3978

Phone: (03) 9707 1155

Email: admin@wslegal.com.au

What Information We Collect

We only collect information that’s directly necessary for us to carry out your matter or mandated by legislation. If it is not relevant to helping you, we will not ask for it.

If your matter relates to deceased estates, property, businesses, body corporates, trusts or business structures, we are mandated to collect and verify information under the Probate and Administration Act 1958 and Anti-Money Laundering and Counter-Terrorism Financing Legislation. We will require you to provide certain information and documentation such as original trust deeds or identification documents like your passport, driver’s licence, birth certificate and other government issued identification documents so that we can verify information such as:

Your name, date of birth, and contact details (address, phone, email and occupation);
Your Identity;
Further information required under the Anti-Money Laundering and Counter-Terrorism Financing Legislation such as the source of funds/wealth or whether you are a, or related to, a politically exposed person;
Details of any business, trust or association including all Beneficial owners, Trustees or Controllers of any company, trust or association;
The reason for or nature of the transaction;
Financial information relevant to your matter — such as a property purchase price or payment details;
Details about the legal matter you’ve engaged us for (property, estate, business);
Information you submit through our website contact or enquiry form.

For matters that do not fit it the above categories and are more general in nature such as advice matters, estate planning or leases etc, we will still be required to obtain certain information about you such as:

Your name, date of birth, and contact details (address, phone, email and occupation);
Financial information relevant to your matter such as assets for your estate planning;
Details about the legal matter you’ve engaged us for;
Information you submit through our website contact or enquiry form;
Sensitive information where relevant and with your consent — for example, health information in the context of medical powers of attorney or estate planning.

How We Collect It

We collect your information:

Directly from you via phone, email, or our website enquiry form
During the course of your matter, as your instructions evolve
From third parties involved in your matter — other solicitors, real estate agents, banks, or government bodies — where necessary to carry out the work
Via DocuSign, when you sign engagement documents electronically

Why We Need It

We use your personal information to:

Open and manage your matter file
Provide you with legal advice and services
Communicate with you and any relevant third parties throughout your matter
Meet our obligations under the Legal Profession Uniform Law (Victoria) and other applicable legislation
Complete your Verification of Identity as required by law
Issue invoices and process payments
Respond to your enquiries
Comply with anti-money laundering and counter-terrorism financing laws
Improve the quality of our services

Who We Share It With

We may share your personal information with:

Third parties directly involved in your matter— other solicitors, real estate agents, Victoria Land Registry, ASIC, Courts of Victoria or Tribunals, banks, and relevant government bodies
Service providers who assist us in operating our practice (document management, accounting software, DocuSign) — only to the extent necessary and under confidentiality obligations
Our professional indemnity insurer, where relevant
A regulatory body if required by law

We will never sell your personal information. We won’t share it for marketing purposes. We won’t send it overseas without your consent unless the law requires it.

You will be advised of any information that is required to be shared with anyone other than as required by law.

How We Keep It Secure

We take reasonable steps to protect your information from misuse, loss, unauthorised access, modification, and disclosure. That includes secure file management systems, password-protected software often two-factor authenticated, and physical security at our Clyde North office.

We cannot 100% guarantee that all data transmission over the internet is completely secure. If you contact us via our website form or email, please be aware that online transmission carries some inherent risk.

We will always contact you to verify certain personal details such as bank account details, or if we want to ensure the information we have received is correct.

All physical documentation relating to your matter, excluding any documents held securely in our Deeds Safe such as Wills or Powers of Attorney, are kept for a period of 7 years from the completion date of your matter. After this time, any physical files are destroyed by a secure file destruction service, unless you request in writing for our office to retain the physical files. We note that all documentation related to your matter is still retained securely in our electronic system.

Cookies and Analytics

Our website may use cookies and analytics tools such as Google Analytics to understand how visitors use the site. This data is collected in aggregate — it doesn’t identify you personally. You can turn off cookies in your browser settings at any time.

Accessing or Correcting Your Information

You have the right to see the personal information we hold about you, and to have anything inaccurate corrected.

To request access or a correction, contact us at admin@wslegal.com.au or call (03) 9707 1155. We’ll respond within a reasonable timeframe. In some cases, a fee may apply for providing access to your file.

Complaints

If you believe we’ve mishandled your personal information, we want to know about it.

Privacy Officer

Wollerman Shacklock Lawyers

Unit 2/43 Rainier Crescent, Clyde North VIC 3978

Email: admin@wslegal.com.au

We’ll investigate and respond within 30 days. If you’re not satisfied with our response, you can take your complaint to the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au.

Changes to This Policy

We may update this policy from time to time. The current version will always be available on this page.