Prolegis Lawyers (“we”, “us”, “our”) is committed to protecting your privacy and the personal information you provide to us. We are committed to handling your personal information responsibly and in accordance with the Australian Privacy Principles as set out in the Privacy Act 1988 (Cth).

This policy explains why we collect your personal information, what and how we collect, how we use, disclose, store, manage, and handle personal information, and who we share it with. It also provides direction on what to do if you have any questions, concerns, or complaints.

If you have any further questions in relation to our privacy handling practices, please contact our Privacy Officer at admin@prolegis.com.au.

What is personal information?

Personal information means information or an opinion that can reasonably identify you as an individual. Sensitive information is a sub-category of personal information which includes information or an opinion about an individual’s racial or ethnic origin, political opinions or associations, religious or philosophical beliefs, trade union membership or associations, sexual orientation or practices, criminal record, health or genetic information, and some aspects of biometric information.

The nature of our business means it is generally impracticable for us to deal with individuals on an anonymous basis or through the use of a pseudonym. This may be possible in limited circumstances (for example, when seeking staff or client feedback generally).

Why do we collect and how do we use personal information?

The main purposes for which we collect, hold and use personal information are:

• to provide our services;
• to comply with our obligations under relevant anti-money laundering and counter-terrorism financing laws;
• to respond to an individual's request;
• to communicate and maintain contact with clients;
• to send marketing communications (as described in the “Marketing communications” section below);
• for general management and reporting purposes, such as invoicing and account management;
• for recruitment purposes;
• other purposes related to our business (for example, photographs or videos we take at seminars or events may be used for training and promotional purposes); and
• where required or permitted by law, regulation, rule or professional standard.

If you choose not to provide us with personal information, we may be unable to do such things.

What information do we collect?

We collect and hold personal information from clients, potential clients, customers, employees, job applicants, contractors, and other individuals who interact with us.

We may also collect this information from your organisation, publicly available sources, and from third party service providers who assist us with due diligence processes. We only collect personal information that is reasonably necessary for our functions and activities.

The type of personal information we collect and hold will depend on the nature of your interaction with us. The main types of personal information we collect and hold are: 

• Contact details of our actual and prospective clients, suppliers, and other business contacts. Typically, this information includes names, addresses, telephone numbers, e-mail addresses, and job titles.
• Contact details and other personal information about individuals who attend seminars or other events we run, sponsor or are otherwise involved in.
• Credit card, bank account, or other payment details, which are collected when we enter into a contract for our legal services with an individual.
• If you apply for a job with us or are a contractor performing a role for us, the personal information collected may include your education, employment history, and other background information relevant to the role.

You may choose to provide us with sensitive information such as religious beliefs and health information (for example, requesting a halal food option or informing us of an allergy). You may withdraw your consent at any time, although this may affect our ability to engage with you.

Anti-money laundering and client due diligence

We also may be required to collect and use your personal information to comply with the client due diligence requirements in the Anti-Money Laundering and Counter-Terrorism Financing Act 2006 (Cth) and the Anti-Money Laundering and Counter-Terrorism Financing Rules 2025 (collectively, the AML/CTF Laws).

Before collecting this information, we will reasonably conclude that our engagement may involve providing a “designated service” within the meaning of the AML/CTF Laws and therefore the collection is necessary.

Our obligations under the AML/CTF Laws may require us to collect personal information regarding you, your organisation, and other associated individuals (for example, beneficial owners), to:

• establish and verify your identity before providing certain services to you or the person you are acting for;
• assess and manage potential money laundering, terrorism financing, proliferation financing risks or related compliance risks associated with the provision of our services;
• make reports required by law under the AML/CTF Laws; and
• meet record keeping obligations under the AML/CTF Laws.

We may collect the following types of personal information to comply with AML/CTF Laws:

• your full name, date of birth, and residential address;
• identification documents with a photo ID and unique identifier, such as a passport or driver’s licence;
• your roles, positions, and relationships with your organisation and other organisations, including any directorships or other officeholder positions;
• whether you are a member of any political associations, or professional or trade associations, to verify your occupation or determine whether you are a politically exposed person; and
• other information required to comply with our obligations under the AML/CTF Laws.

If we cannot collect this information, we may not be able to comply with our obligations under the AML/CTF Laws and therefore may not be able to provide our services to you or your organisation.

How do we collect information?

We collect most personal information directly from you through our interactions, including as provided in filled out forms, meetings, emails, telephone conversations, and when you use our website or interact with our social media platforms. We encourage you to contact us at any time to update your personal information.

If you contact us, we may keep a record of that contact. We may also collect personal information when it is provided to us by others, including individuals working for you or associated with your organisation.

In some circumstances we may take photographs or videos of individuals, such as at seminars or events we run, sponsor or are otherwise involved in. 

We use the service “First AML” to assist us with the identity verification requirements of the AML/CTF Laws. First AML publishes its privacy policy at the URL https://www.firstaml.com/au/about/help/legal/privacy-policy/.

How do we store personal information?

We are committed to ensuring personal information is held securely and in Australia. We take reasonable steps to keep personal information secure ensure it is protected from misuse, interference, loss, unauthorised access, modification or disclosure.

Our physical premises is secured through swipe access restrictions. Our information technology systems are secured by various means including password protection with complexity requirements, anti-virus software, regular software updates, multi-factor authentication, regular employee training, and a data breach response plan.

We also require our employees to respect the confidentiality of any personal information that we hold.

We may occasionally have personal information that we didn’t take any active steps to collect. In these circumstances we consider whether it would have been reasonable for us to collect the information. If so, we keep the information and deal with it as set out here. If not, we take steps to delete, destroy, or deidentify the information.

We will keep your personal information for as long as you continue to engage with us, unless you advise otherwise, and in accordance with the Australian Privacy Principles and all other laws and regulations that govern us, including AML/CTF Laws. We take steps to delete, destroy, or de-identify personal information once it is no longer required. 

Disclosing personal information

Prolegis does not routinely disclose personal information to other organisations unless:

• use or disclosure is permitted by this policy;
• you give your consent;
• it is required to satisfy our obligations under the AML/CTF Laws (for example, disclosure to AUSTRAC);
• we reasonably believe the disclosure is necessary for an enforcement activity conducted by or on behalf of an enforcement body; or
• such disclosure is otherwise required or permitted by law, regulation, rule or professional standard.

We use third party providers to help us maximise the quality and efficiency of our services and our business operations (including internal business requirements, such as recruitment and human capital requirements).

This means that individuals and organisations outside of Prolegis will sometimes have access to personal information held by us and may collect or use it from or on behalf of Prolegis. This may include independent contractors and consultants, barristers, travel service providers, mail houses, off-site security storage providers or information technology providers.

Privacy on our websites and applications

We use cookies and other tools to collect information about how you interact with our website, which is hosted at the domain www.prolegis.com.au (Prolegis Website), and applications. We may also use other technologies to monitor users of the Prolegis Website.

These help us gain an understanding of how the Prolegis Website is being used. This information is necessary for us to manage and improve our website and is used solely to ensure that our website and applications provide the best possible navigational experience for users.

If you are uncomfortable with the use of cookies or other tools, you can manage and control them by:

• Deleting cookies from your “browser history” (cache) when you leave the website;
• Adjusting your browser to turn off use of “cookies” or for it to notify you when cookies are being used, noting that if you disable cookies certain areas or features on our website and other websites may not work; and
• Rejecting marketing cookies and pixels from third parties.

Because Prolegis wants your user experience to be as informative and resourceful as possible, we sometimes provide links to websites and embedded content operated by third parties. We do not control and are not responsible for the privacy practices or policies of those websites. We encourage you to review each website's privacy policy, especially if you intend to disclose any personal information via that site. A link to a third party website on Prolegis’ Website is not an express or implied endorsement, promotion or warranty of the products or services offered by or accessible through that website or advertised on that website.

Access to information

We will provide you with access to your personal information upon request, except in the limited circumstances in which it is permitted for us to withhold this information (for instance, where granting access would infringe another person's privacy).

If we decline your request we will provide you with written reasons for the refusal, except to the extent that providing such an explanation would be unreasonable or inconsistent with our legal obligations (for example, tipping off obligations under the AML/CTF Act).

When you make a request to access personal information, we will require you to provide some form of identification (such as a driver's licence or passport) so we can verify that you are the person to whom the information relates. In some cases we may also request an administrative fee to cover the cost of access.

If at any time you want to know what personal information we hold about you, you may contact us by emailing us at admin@prolegis.com.au, or by writing to: Prolegis Lawyers, Prolegis, PO Box 20, North Sydney NSW 2059.

Corrections and concerns

It is important to us that the personal information we hold is accurate and up to date. If you believe that information we hold about you is incorrect or out of date, or if you have concerns about how we are handling your personal information, please contact us.

If we become aware of any ongoing concerns or problems concerning our privacy practices, we will take these issues seriously and work to address these concerns. If you have any further queries relating to our privacy policy, or you have a problem or complaint, please contact our Privacy Officer at admin@prolegis.com.au. A relevant staff member will confirm receipt and provide updates on the progress of the matter until a decision is made or the problem resolved.

If you are not satisfied with our handling of your problem or complaint you may make a complaint to the Office of the Australian Information Commissioner (www.oaic.gov.au).

Effect of policy

By using this website and providing your personal information when engaging us, you agree to and accept this Privacy Policy. We may update this privacy policy at any time by publishing an updated version on this website.

This policy was last updated 18 June 2026.

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