Privacy Policy

HQF Lawyers (Lifetime Legal Pty Ltd) ABN 80 633 881 026 (HQF Lawyers, we, us, our) is committed to protecting your privacy and handling personal information in accordance with the Privacy Act 1988 (Cth) (Privacy Act) and the Australian Privacy Principles (APPs).

This Privacy Policy explains how we collect, hold, use and disclose your personal information, your rights in relation to that information, and how you can access, correct or raise concerns about it.

The firm provides designated services within the meaning of the Anti-Money Laundering and Counter-Terrorism Financing Act 2006 (Cth) (AML/CTF Act). Accordingly, the firm is a reporting entity under that Act and, as a consequence, is subject to the Privacy Act 1988 (Cth) in respect of personal information collected for or in connection with its AML/CTF compliance obligations.

The designated services provided by HQF Lawyers include:-

assisting in the planning or execution of transactions to buy or sell real estate (conveyancing);
assisting in the planning or execution of transactions to buy, sell or transfer a business;
managing client money, securities or other property;
assisting in loan transactions; and
assisting in the creation, operation or management of trusts, companies or similar structures.

This Policy applies to personal information the firm collects for or in connection with those AML/CTF-regulated activities. It does not extend to personal information collected solely in connection with other legal services provided by the firm, unless the firm independently determines that a broader approach is appropriate.

This Policy is available free of charge on the firm’s website at www.hqf.com.au and from the firm’s office on request.

1. Scope

This Privacy Policy applies to personal information collected by HQF Lawyers in connection with our legal services, our business operations and our website. It applies to clients, prospective clients, job applicants, website visitors and other individuals whose personal information we handle.

2. What is personal information?

Personal information is information or an opinion about an identified individual, or an individual who is reasonably identifiable, whether the information is true or not and whether it is recorded in a material form. This may include your name, contact details, date of birth, identification documents and information relevant to your legal matter.

Sensitive information is a subset of personal information that includes health information, financial details and other categories afforded higher protection under the Privacy Act. We only collect sensitive information where it is necessary for your matter, where you have consented (where required), or where collection is otherwise permitted by law.

3. What personal information we collect

In connection with AML/CTF compliance, the firm collects and holds personal information including:

full name, date of birth and residential address;
contact details including telephone numbers and email addresses;
identity document details (such as driver licence and passport information);
information about individuals who are beneficial owners, directors, trustees or beneficiaries of corporate or trust clients;
financial information relevant to transaction risk assessments;
information about politically exposed person status, where relevant to AML/CTF risk assessment (this constitutes sensitive information — see 2.2 below); and
records of ongoing customer due diligence activities.

The firm may also hold personal information about third parties to a matter where that information is collected for or in connection with AML/CTF purposes — for example, beneficial ownership information regarding individuals connected to a corporate client.

In limited circumstances, AML/CTF compliance may require the firm to collect sensitive information, including information about an individual’s political opinions or affiliations (for example, when assessing politically exposed person status). The collection of sensitive information in this context is authorised by law.

Where the firm holds sensitive information, it is handled with additional care in accordance with the Australian Privacy Principles.

4. How we collect personal information

The firm collects personal information:

directly from the individual concerned, at or before the commencement of a matter;
from third parties such as company searches, government registers, identity verification services, and other parties to a transaction; and
through electronic identity verification platforms.

Collection notices are provided to clients and, where practicable, to third parties whose personal information is collected, in accordance with Australian Privacy Principle 5.

5. Why we collect personal information and how we use it

The firm collects, holds, uses and discloses personal information for the following purposes:

complying with customer due diligence obligations under the AML/CTF Act, including verifying the identity of clients and beneficial owners;
assessing and managing AML/CTF risk in connection with designated services;
retaining records required by the AML/CTF Act;
reporting suspicious matters to AUSTRAC where required by law;
providing legal services to clients in connection with designated service matters;
complying with other legal, regulatory and professional obligations; and
responding to access and correction requests and privacy complaints.

The firm does not use personal information collected for AML/CTF purposes for direct marketing without the individual’s consent.

Personal information is used and disclosed only for the primary purpose for which it was collected or for a secondary purpose where an exception under the Australian Privacy Principles applies.

The firm may disclose personal information to:

AUSTRAC, where disclosure is required by the AML/CTF Act (including suspicious matter reports);
other regulatory bodies, courts and tribunals, as required by law;
the Office of the Australian Information Commissioner (OAIC), in connection with a privacy complaint or investigation;
professional advisers and service providers engaged by the firm (including cloud and IT service providers) — see Section 8 regarding overseas recipients;
identity verification services;
other parties to a matter, where necessary to provide legal services; and
persons authorised by the individual concerned.

The firm does not sell personal information to third parties.

6. Storage and Security of Personal Information

The firm takes reasonable steps to protect personal information from misuse, interference, loss, and unauthorised access, modification or disclosure, in accordance with Australian Privacy Principle 11.

Security measures in place include:

access controls and role-based permissions for electronic systems;
multi-factor authentication for remote access;
encrypted data transmission (TLS/HTTPS);
secure physical storage for hard-copy documents;
regular staff training on privacy and information security obligations; and
documented incident response procedures.

7. Access to and Correction of Personal Information

7.1 Right of access

Individuals have the right to request access to personal information the firm holds about them that falls within the scope of this Policy, in accordance with Australian Privacy Principle 12.

To make an access request, contact the Privacy Officer using the details in Section 10. The firm will acknowledge the request promptly and respond within 30 calendar days. The firm will verify the requester’s identity before providing access.

Access may be refused in whole or in part where an exception under APP 12.3 applies. Exceptions most relevant to this firm’s practice include where:

access would reveal information to which legal professional privilege applies;
access would prejudice existing or anticipated legal proceedings and the information would not be accessible through discovery;
access would have an unreasonable impact on the privacy of other individuals; or
access would prejudice enforcement-related activities.

Where access is refused, the firm will provide written reasons and information about available complaints mechanisms.

7.2 Right to correction

Individuals may request correction of personal information held by the firm that is inaccurate, out of date, incomplete, irrelevant or misleading. Requests should be made to the Privacy Officer.

Where the firm refuses a correction request, it will provide written reasons and offer to associate a statement with the information noting the individual’s view. Correction requests are handled at no charge.

7.3 Fees

The firm may charge a reasonable fee for providing access, reflecting the actual cost of retrieval and provision. Any applicable fee will be advised before access is provided. No fee is charged for lodging an access or correction request, or for handling a correction request.

8. Overseas disclosure of Personal Information

The firm uses a number of technology platforms that may involve the processing or storage of personal information outside Australia.

Before disclosing personal information to overseas recipients, the firm takes reasonable steps to ensure those recipients handle the information in a manner consistent with the Australian Privacy Principles, in accordance with APP 8. Where personal information is disclosed to an overseas recipient and that recipient handles it in breach of the APPs, the firm may be accountable under the Privacy Act.

9. Direct marketing

We may use your personal information to send you updates, publications, event invitations or other communications that may be of interest. Where legally required (including where the General Data Protection Regulation (EU) 2016/679 applies), we will only send such communications after you have opted to receive them.

You can ask us to stop sending marketing communications at any time by contacting us using the details in clause 14, or by using any opt-out mechanism included in the communication.

10. Security of personal information

We take steps reasonable in the circumstances to protect personal information from misuse, interference and loss, and from unauthorised access, modification or disclosure. Our safeguards include physical, electronic and organisational measures such as access controls, secure systems and secure premises.

We will destroy or permanently de-identify personal information when it is no longer required for the purpose for which it was collected, unless we are required or authorised by law to retain it (including under applicable records retention obligations for legal practices).

11. AML/CTF and identity verification

HQF Lawyers is a reporting entity under the Anti-Money Laundering and Counter-Terrorism Financing Act 2006 (Cth) (AML/CTF Act).

We are required to collect and verify identification information before providing certain legal services, including conveyancing and estate administration. In some circumstances, we may be required by law to disclose information to the Australian Transaction Reports and Analysis Centre (AUSTRAC) without being able to inform you that such disclosure has been made.

For further information about how AUSTRAC handles personal information, please refer to the AUSTRAC privacy policy at www.austrac.gov.au.

12. Third-party platforms

In the course of providing our services, you may be directed to use third-party platforms to provide information, verify your identity, complete transactions or make payments. These platforms operate under their own privacy policies and terms of use, and we encourage you to review them.

While we take reasonable steps to engage reputable service providers, we are not responsible for the privacy practices of third-party platforms.

13. Website, cookies and online enquiries

Our website may use cookies and similar technologies to help improve user experience and website performance. Where we collect information through website forms (such as your name and email address), it is collected with your knowledge and used for the purpose for which it was provided (for example responding to an enquiry).

14. How to contact us

For any enquiries about this Privacy Policy, to access or correct your personal information, or to opt out of marketing communications, please contact:

HQF Lawyers

Suite 2, 82 Marine Parade, Coolangatta QLD 4225

T: 0755 069 800

E: office@hqf.com.au

W: hqf.com.au

15. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law.

Last updated: June 2026