Last updated: 11 June 2026
1. About this Privacy Policy
Federation Settlements is the trading name of Eiken Solutions Pty Ltd.
In this Privacy Policy, “Federation Settlements”, “we”, “us” and “our” refers to Eiken Solutions Pty Ltd trading as Federation Settlements.
We are committed to protecting your privacy and handling your personal information carefully, transparently and in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles.
This Privacy Policy explains how we collect, use, disclose, store and protect personal information when you engage us for conveyancing or settlement services, request a quote, use our website, complete an onboarding process, communicate with us, or otherwise deal with our business.
2. Who we are
Federation Settlements is a Western Australian conveyancing and settlement agency.
Our contact details are:
Federation Settlements
Eiken Solutions Pty Ltd trading as Federation Settlements
ABN: 31 680 757 153
Address: 129 Clayton Street, Bellevue WA 6056
Phone: 08 9274 0733
Email: settle@federationsettlements.com.au
Website: www.federationsettlements.com.au
3. What personal information we collect
We collect personal information that is reasonably necessary for us to provide conveyancing and settlement services, respond to enquiries, meet legal and regulatory obligations, and operate our business.
The information we collect may include your name, date of birth, residential address, postal address, email address, phone number, identification information, property transaction details, banking details, payment details, company information, trust information, SMSF information and correspondence between you and us.
Depending on the type of matter, we may also collect information about directors, shareholders, trustees, beneficiaries, attorneys, executors, administrators, authorised representatives and other parties connected with a transaction.
Some matters may require us to collect documents or information that contain sensitive information. This may include family court orders, probate documents, death certificates, powers of attorney, trust deeds, SMSF deeds, company documents, citizenship or residency information, capacity documents, financial information or other documents required for the transaction.
4. How we collect personal information
We usually collect personal information directly from you. This may happen when you request a quote, submit a website enquiry, speak with us by phone, send us an email, communicate with us by SMS, complete onboarding questionnaires, sign documents electronically, or complete identity verification and compliance checks.
We may also collect personal information from third parties where it is necessary or appropriate for your matter. This may include real estate agents, mortgage brokers, banks, lenders, accountants, lawyers, settlement agents, government agencies, electronic lodgement platforms, identity verification providers, compliance providers and other people involved in your transaction.
We may collect information through our website, onboarding systems, electronic signing platforms, identity verification providers, software providers and other business systems used to provide our services.
5. Why we use your personal information
We use personal information to provide conveyancing and settlement services, verify your identity, communicate with you, prepare and lodge documents, calculate settlement adjustments, arrange payment of settlement funds, liaise with banks and other parties, complete electronic settlements, comply with legal obligations and finalise your property transaction.
We may also use your information to respond to enquiries, prepare quotes, manage your matter, maintain business records, improve our services, manage risk, request feedback or reviews, and communicate with you about relevant updates or services.
We do not sell your personal information.
6. Communications with you
We may communicate with you by email, phone, SMS, video call, electronic signing platform or other agreed communication method.
We may use SMS where appropriate, including to provide matter updates, send trust account details, confirm information, or communicate in the way you have requested or agreed to.
We do not currently use SMS for marketing.
Where we send newsletters, information updates or marketing communications by email, those communications will include an unsubscribe option where required. You may also opt out of marketing communications by emailing us. We require opt-out requests to be made in writing so we have a clear record of the request.
7. Identity verification, AML/CTF and fraud prevention
Property transactions are a common target for fraud, identity theft, money laundering and other financial crime. To protect our clients, meet industry requirements and comply with legal and regulatory obligations, we may collect, verify, use and retain information relating to your identity and the transaction.
We use third-party identity verification and compliance providers to assist with verification of identity, anti-money laundering, counter-terrorism financing, sanctions screening, politically exposed person screening, fraud prevention checks and other compliance requirements.
Clients are generally sent directly to our identity verification or compliance provider to complete these checks. These checks may include document verification, biometric verification, screening against relevant databases, and other verification or compliance checks required for the transaction.
We may collect, use and disclose information where necessary to comply with anti-money laundering, counter-terrorism financing, sanctions, fraud prevention, verification of identity, electronic conveyancing, regulatory reporting and other legal obligations.
We do not generally upload copies of identification documents to our internal matter file. We retain the relevant verification report or certificate, while copies of identification documents are retained within the relevant identity verification or compliance provider systems.
8. Who we disclose personal information to
We may disclose personal information where reasonably necessary to provide our services, complete your transaction, comply with legal obligations, manage risk or operate our business.
This may include disclosure to land titles offices, revenue authorities, tax authorities, electronic lodgement network operators, banks and mortgagees, real estate agents, lawyers, settlement agents, accountants, mortgage brokers, identity verification providers, AML/CTF and compliance providers, software providers, electronic signing providers, onboarding providers, cloud service providers, payment providers, insurers, professional advisers, government agencies and regulatory authorities.
For related party transfers, deceased estate matters, SMSF matters, trust matters, family transfers or other complex matters, we may disclose information to accountants, financial advisers, SMSF administrators, trustees, executors, administrators, attorneys, family lawyers or other parties where appropriate to progress the matter.
We may communicate with referrers, including mortgage brokers, real estate agents, accountants or developers, where they are involved in the transaction and where doing so is appropriate to progress settlement. In most cases, clients are involved in or aware of these communications.
We may also disclose personal information where you authorise us to do so, or where disclosure is required or permitted by law.
9. Software, cloud systems and service providers
We use software, cloud-based systems and external service providers to assist with conveyancing, electronic settlements, identity verification, AML/CTF compliance, document signing, onboarding, communication, record keeping, website management, analytics, marketing and business operations.
When considering new systems or providers, we take reasonable steps to understand how they store, process and protect personal information, including where information is stored.
Our current approach is to use Australian-hosted providers where practicable for client matter systems, particularly where those systems store identity documents, settlement records or onboarding information.
10. Marketing, newsletters and advertising
We may use limited information collected from clients, prospective clients and website visitors to communicate with you, provide service updates, send newsletters, request feedback, promote relevant services, measure marketing performance and improve our advertising.
We may use information such as your name, email address, phone number, postcode, enquiry history or client type to help us understand our audience and improve how we market our services.
We may also use information in hashed, encrypted, aggregated or de-identified form to create or improve advertising audiences, exclude existing clients from advertising, measure advertising performance, or improve the relevance of our online advertising.
You may opt out of marketing communications at any time by using an unsubscribe link in an email or by emailing us directly.
11. Website analytics, cookies and tracking
When you use our website, we may collect information about how visitors interact with the site. This may include your IP address, device type, browser type, pages viewed, time spent on pages, referring websites, form submissions, phone clicks and other website activity.
We may use cookies, analytics tools and similar technologies to improve website functionality, understand visitor behaviour, measure marketing performance and improve user experience.
You can control or disable cookies through your browser settings. Some website features may not work as intended if cookies are disabled.
12. Storage and security
We take reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification and disclosure.
We use secure cloud-based systems, access controls, password protection, multi-factor authentication where available, staff procedures, software security measures and other safeguards appropriate to the nature of the information we hold.
No method of electronic storage or transmission is completely secure. However, we take privacy and data security seriously and aim to handle personal information carefully.
13. Data retention
We retain personal information for as long as reasonably necessary to provide our services, comply with legal and regulatory obligations, meet professional and insurance requirements, resolve disputes, manage risk and maintain business records.
Settlement and conveyancing records are generally retained for at least 7 years. Some information may be retained for longer, including where it remains stored in our business systems or matter management records.
When personal information is no longer required, we will take reasonable steps to securely destroy it or de-identify it where practical.
14. Access and correction
You may request access to personal information we hold about you. You may also ask us to correct information if you believe it is inaccurate, incomplete or out of date.
We may need to verify your identity before responding to an access or correction request.
In some circumstances, we may be unable to provide access to certain information, such as where doing so would breach legal obligations, affect another person’s privacy, or prejudice legal or regulatory processes.
15. Privacy complaints
If you have concerns about how we have handled your personal information, please contact us first so we can try to resolve the issue.
We will consider your complaint and respond within a reasonable time.
If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner.
16. Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our business, technology, legal obligations or privacy practices.
The current version will be available on our website.