Privacy Policy

Adaptive Settlements - Effective Date: 15/06/2026

1. About this Privacy Policy

This Privacy Policy explains how Adaptive Settlements collects, uses, discloses and protects personal information.

We are a licensed settlement agent operating in Western Australia.

We handle personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

Settlement agents are reporting entities under the Anti‑Money Laundering and Counter‑Terrorism Financing Act 2006 (AML/CTF Act). As a result, the Privacy Act applies to personal information collected or handled in connection with those obligations.

2. What Personal Information We Collect

We may collect personal information including (but not limited to):

full name
date of birth
residential or postal address
email address and phone number
identification information (for example driver’s license, passport details birth certificate, Medicare card)
financial or banking information
property transaction details
information contained in correspondence or documents relating to a settlement

We only collect personal information that is reasonably necessary for providing our services or complying with legal obligations.

To comply with obligations under the AML/CTF Act, we may request information from you as to source of funds for your transaction.

3. How We Collect Personal Information

We collect personal information in several ways, including when you:

engage us to act as your settlement agent
provide documents or identification
complete forms or provide information during a transaction
communicate with us by phone, email or in writing
Anti money laundering / counter terrorism financing service providers.

We may also collect personal information from third parties involved in a transaction, including:

real estate agents
banks or lenders
government agencies
identity verification providers such as Scantek and easyAML.
PEXA, the electronic settlement platform used to complete property settlements
other settlement agents or legal representatives

4. Why We Collect Personal Information

We collect personal information for purposes including:

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 obligations
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)
PEXA, the electronic settlement platform used for property settlements
real estate agents
other settlement agents
legal practitioners
identity verification providers Scantek and easyAML.
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 meets the requirements of the Australian Privacy Principles.

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 which is not received for the purposes of 4 above, it will be securely destroyed.

9. Access and Correction

You may request access to 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. Digital Verification Services

This office has adopted the use of digital verification of identity which uses Document Verification Services and as a DVS business user we operate in line with requirement of the Attorney Generals access policy, which can be accessed here Document Verification Service Access Policy

The DVS is used by this office to comply with the Landgate verification of identity requirements, anti-money laundering and counter terroism regulations, and the ARNECC model participation rules imposed on all parties transacting on property in Australia.

Your personal information collected through the DVS will be handled by this office in accordance with our privacy statement and the Attorney Generals Identity Verification Services Privacy Statement Identity Verification Services Privacy Statement | IDMatch.

You consent to a request being sent to you to have your information checked with the document issuer or official record holder via third party systems for the purpose of confirming your identity. The third-party system and registered Gateway Service Provider used by this office is Scantek. The request does not create an obligation for you to use the service and although this service is the preferred method, other options are available to have your identity verified upon request.

11. Privacy Complaints

If you have a complaint about how we handle 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 (OAIC).

12. Contact Us

Adaptive Settlements
Address: PO Box 3100, Myaree WA 6154
Phone: 0863179994
Email: info@adaptivesetts.com.au

If you contact us through our website or by email, we may collect personal information such as your name, contact details and the information you provide in your message.

This information will only be used to respond to your enquiry or provide services.