Privacy Policy

1. Introduction

3D Law Solutions is a boutique Queensland law firm practising business law, commercial contracts, corporate restructuring, shareholders agreements, business succession, residential conveyancing, and estate planning. Our principal solicitor is Alison De Marco. We are located at Shop 2, 17 Nirimba Street, Manly West QLD 4179.

We are committed to protecting your personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). This Privacy Policy explains what personal information we collect, why we collect it, how we use and protect it, and your rights in relation to it.

This Policy applies to all personal information collected through our website, including our enquiry form, as well as information we collect during the course of providing legal services to clients.

If you have any questions about this Policy, please contact us at (07) 3438 9855 or by email at the address set out in Section 15.

2. What Personal Information We Collect

We may collect and hold the following types of personal information:

Website Enquiry Form

• Full name

• Email address

• Phone number

• Nature of your legal enquiry (e.g. matter type or brief description)

Newsletter Signup

• Email address

During a Legal Engagement

• Information required to verify your identity under anti-money laundering laws (see Section 6), including your date of birth and details from identity documents (e.g. passport, driver’s licence)

• Residential and business addresses

• Where the law requires it, information about beneficial ownership of companies and trusts, and the source of funds or wealth used in a transaction (see Section 6)

• Financial information relevant to your matter (e.g. property values, business structure details)

• Recordings of telephone or video conferences, where made with your consent (see Section 8)

• Any other information you provide to us in the course of obtaining legal advice or services

We only collect personal information that is reasonably necessary for the purposes described in this Policy. We do not collect sensitive information (as defined in the Privacy Act) unless it is directly relevant to the legal matter for which you have engaged us and we have your consent, or its collection is required or authorised by law — for example, biometric information collected by our identity-verification provider as part of the verification process described in Section 6.

3. How We Collect Personal Information

We collect personal information in the following ways:

• Website enquiry form — an online intake form integrated with our practice management system, Smokeball

• Newsletter signup form

• Direct email, telephone, or written correspondence

• In-person meetings and consultations, and telephone or video conferences (which may be recorded with your consent — see Section 8)

• Documents and information you provide during a legal engagement (e.g. contracts, title searches, identity documents)

• Electronic identity-verification services, as described in Section 6

• From third parties with your consent (e.g. from referrers, or other parties to a transaction)

4. Why We Collect Personal Information

We collect personal information for the following primary purposes:

• To respond to your legal enquiries submitted via our website or by other means

• To provide legal advice and services to you as a client

• To send our opt-in newsletter to subscribers who have requested it

• To verify your identity and meet our other obligations under the Anti-Money Laundering and Counter-Terrorism Financing Act 2006 (Cth) (“AML/CTF Act”) — see Section 6

• To comply with other legal and regulatory obligations applicable to legal practitioners in Queensland

• To manage our client relationships and business operations

If we need to use your personal information for a purpose that is materially different from those listed above, we will seek your consent before doing so, unless the use is required or authorised by law.

5. How We Use Personal Information

We use the personal information we collect to:

• Respond to enquiries about our legal services and, where appropriate, to provide a quote or initial advice

• Provide legal advice and representation in relation to your matter

• Send newsletters to subscribers — only to those who have expressly opted in to receive them

• Conduct client identity verification and customer due diligence as required under the AML/CTF Act (see Section 6)

• Prepare and issue invoices and manage billing

• Comply with our obligations under the Legal Profession Act 2007 (Qld) and other applicable legislation

• Maintain our client file management and practice management systems

6. Identity Verification and Anti-Money Laundering Laws

From 1 July 2026, law practices are “reporting entities” under the AML/CTF Act. This means we are required by law to collect and verify certain personal information before we can provide many of our services, and in some cases while we are providing them.

What we collect, and why

To meet these obligations we collect information such as your full name, date of birth, residential address, and details from identity documents. Depending on the matter, the law may also require us to collect information about beneficial ownership of companies and trusts, the source of funds or wealth used in a transaction, and whether a person holds a prominent public position. We collect this information because the law requires us to — not because we have chosen to. If we cannot collect and verify it, we are generally not permitted to act for you.

How we verify your identity

We verify identity using electronic verification services provided by InfoTrack, which may check the details you provide against records held by document issuers or official record holders (for example, matching driver licence or passport details through government verification systems).

Where the verification process uses a photograph or video of your face to match you to your identity document, that biometric information is collected by the verification provider for the purpose of the check.

We keep a record of the outcome of the verification. In line with current regulatory guidance, we do not retain full copies of your identity documents for anti-money laundering record-keeping purposes; we record that verification was completed, how, and the result.

Who we may disclose it to

Information collected for these purposes may be disclosed to: AUSTRAC (the Australian Transaction Reports and Analysis Centre), where the law requires us to submit reports; our identity-verification provider (InfoTrack) for the purpose of conducting the checks; and other regulators or law enforcement bodies where the law requires or permits. We do not use information collected for anti-money laundering purposes for marketing.

Things the law may prevent us telling you

Anti-money laundering law contains “tipping off” restrictions. In limited circumstances, we may be legally prohibited from telling you (or anyone else) that certain information has been provided to AUSTRAC, or from disclosing information where doing so could prejudice an investigation. If you make a request to access your personal information, there may be circumstances where the law requires us to refuse or limit access to particular information, or prevents us from telling you why. We will always give you as much information as the law allows.

How long we keep it

The law requires us to keep records made for anti-money laundering purposes, including customer due diligence records, for seven years after our business relationship with you ends (or after the relevant transaction, if you are not an ongoing client). After that period, we destroy or de-identify the information in accordance with this Policy.

7. Use of Artificial Intelligence

We use secure, business-grade artificial intelligence tools to assist with tasks such as document drafting, review, and legal research. All AI-assisted work is reviewed by a solicitor before it is relied on or provided to you — no advice or decision is produced solely by AI. We take care to protect client confidentiality when using these tools: the tools we use are configured so that client information is not used to train publicly available AI models. If you have questions or concerns about our use of AI in your matter, please raise them with us at any time.

8. Recording of Telephone and Video Conferences

With your consent, we will record telephone calls and video conferences to ensure our file accurately reflects your instructions and our advice. You will be told before recording starts, and you may decline — in which case we will take written notes instead. Recordings form part of your matter file: they are stored securely in our practice management system, treated with the same confidentiality as the rest of your file, and retained in accordance with Section 11.

9. Who We Share Personal Information With

We do not sell, rent, or trade your personal information to any third party. We may share your information with the following third parties for the purposes described in this Policy:

Smokeball (Practice Management System)

We use Smokeball as our legal practice management system, including its online intake forms. Smokeball is used to manage client files, documents, correspondence, and billing. Smokeball operates in compliance with Australian privacy laws. For more information, visit www.smokeball.com.au.

InfoTrack (Identity Verification and Searching)

We use InfoTrack for electronic identity verification (see Section 6) and for property and company searches conducted in the course of legal matters. For more information about how InfoTrack handles personal information, visit www.infotrack.com.au.

AUSTRAC and Regulators

Where the law requires, we disclose information to AUSTRAC and other regulators as described in Section 6.

Other Disclosures

• To other parties involved in your legal matter, where necessary (e.g. the other party to a transaction, or their solicitors), with your knowledge

• To courts, tribunals, or regulatory bodies if required by law

• To other professional advisers (e.g. accountants or financial planners) where you have authorised us to liaise with them on your behalf

10. How We Store and Protect Personal Information

We take reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification, or disclosure. Our security measures include:

• Personal information collected via our website enquiry form flows directly into Smokeball, our practice management system

• Client files and matter-related personal information are stored and managed in Smokeball, which complies with Australian data security requirements

• Identity-verification records are held in our systems and with InfoTrack as described in Section 6

• Our office and electronic systems are subject to physical and digital security controls, including password protection and access restrictions

• All staff and contractors are bound by confidentiality obligations as a condition of their engagement

Whilst we take every reasonable precaution, no method of data transmission or storage is completely secure. If you become aware of any security concern, please contact us immediately.

11. How Long We Retain Personal Information

• Enquiry data (from our website enquiry form): retained for 7 years, consistent with Queensland legal professional retention obligations

• Newsletter subscriber data: retained until you unsubscribe. You may unsubscribe at any time by clicking the unsubscribe link in any newsletter email

• Client files (including any recordings forming part of the file): retained for a minimum of 7 years after the matter concludes, consistent with the recommendations of the Queensland Law Society and our professional obligations

• Anti-money laundering records (including customer due diligence records): retained for 7 years after our business relationship ends, as required by the AML/CTF Act (see Section 6)

After the applicable retention period, personal information will be securely deleted or de-identified.

12. Your Privacy Rights

Under the Privacy Act 1988 (Cth) and the Australian Privacy Principles, you have the following rights:

Access

You may request access to the personal information we hold about you. We will respond to your request within a reasonable period and in a manner that is appropriate. We may charge a reasonable fee for providing access where permitted by law. In limited circumstances, anti-money laundering law may require us to refuse or limit access to particular information, or prevent us from telling you why (see Section 6).

Correction

If you believe that personal information we hold about you is inaccurate, incomplete, out of date, or misleading, you may request that we correct it. We will take reasonable steps to correct the information, or if we disagree, to note your request alongside the record.

Deletion of Enquiry Data

You may request deletion of personal information collected via our enquiry form, subject to any legal retention obligations. Where we are required by law to retain the information, we will advise you of this.

Newsletter Unsubscription

You may unsubscribe from our newsletter at any time by clicking the unsubscribe link in any newsletter email, or by contacting us directly. We will process your unsubscribe request promptly.

Complaints

If you believe we have breached the Australian Privacy Principles or your privacy rights, please contact us first using the details in Section 15 so that we can attempt to resolve your concern. If you remain dissatisfied, you may make a complaint to the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au or by calling 1300 363 992.

13. Cookies and Website Analytics

Our website uses cookies and similar technologies to understand how visitors use our website.

These technologies may collect:

• Pages visited and time spent on each page

• Referring website or source

• Device type and browser information

• General geographic location (country or region level)

This information is collected in aggregate and is used solely to improve our website and services. We do not use it to identify individual visitors unless they have submitted an enquiry form.

Most browsers allow you to manage or refuse cookies through their settings, though this may affect some website functionality.

14. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes to our practices, legal requirements, or the services we offer. The most current version will always be available on our website. The “Last updated” date at the top of this Policy will be revised to reflect any changes.

We encourage you to review this Policy periodically. If we make material changes that affect how we handle your personal information, we will take reasonable steps to notify you (for example, by email if you are a newsletter subscriber).

15. How to Contact Us

If you have any questions, concerns, or requests in relation to this Privacy Policy or our handling of your personal information, please contact us:

3D Law Solutions

Principal: Alison De Marco

Address: Shop 2, 17 Nirimba Street, Manly West QLD 4179

Phone: (07) 3438 9855

Email: office@3dlaw.com.au

Complaints may also be directed to the Office of the Australian Information Commissioner (OAIC): www.oaic.gov.au | 1300 363 992.

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