Privacy Policy

Last updated: 4 October 2026

This policy explains how Verified Titles and Intel Pty Ltd (ACN 694 685 259, ABN 49 694 685 259) (we, us) handles personal information when you use this website or order a Form 2 Seller Disclosure Statement for a Queensland property. We handle personal information in line with the privacy laws that apply to us and with our contractual obligations to our data providers.

1. Who this applies to

• Agents who order a statement on a seller's behalf;
• Sellers (property owners) who order directly, or whose details an agent gives us;
• Property owners named in title searches and other records we obtain; and
• Website visitors.

If you are an agent and you give us a seller's details, you must make sure the seller has seen this policy (see clause 14.2 of our Terms and Conditions).

2. What we collect

• From you when you order: your name, email address and (optionally) phone number; the property address and lot/plan; your answers to the property questions; and any supporting documents you upload. If you are an agent ordering for a seller, this may include the seller's name and contact details.
• From agents who register with us: name, email, phone, agency, a referral code and whether you have opted in to marketing.
• From government and other data sources: title searches, survey plans and other search results. These typically include the registered owners' names and may include other details about the property.
• Order records: the date and time of your order, the version of our Terms you accepted, your IP address and browser details, the searches requested, and a record of your answers and any edits you made in the webform. We keep these to prove what was agreed and because our data providers require records of who has ordered their products.
• Payments: card details are collected and handled by Stripe, not by us. We receive a payment reference, the amount paid and the status of the payment.
• Communications: emails and other messages you send us, and records of messages we send you (for example order receipts and your finished statement).
• Website use: basic technical information such as IP address, browser type and pages visited, recorded in our server logs for security and operation. We also use Google Analytics to understand how the website is used (see clause 2A). We do not use advertising or remarketing cookies.

We do not knowingly collect information from anyone under 18, and we do not ask for sensitive information such as health, ethnicity or government identity documents.

2A. Cookies and Google Analytics

We use Google Analytics, a service provided by Google, to measure how visitors use this website (for example which pages are viewed and how visitors found us). Google Analytics uses cookies and similar technologies to collect information such as your device, browser, approximate location and pages visited. This information is sent to Google and may be processed in the United States and other countries. We keep this data for 2 months and use it only to improve the website. We do not send names, email addresses, property addresses or other order details to Google Analytics, and we do not use it for advertising.

You can opt out by installing the Google Analytics opt-out browser add-on or by blocking cookies in your browser settings. The website will still work if you do.

3. Why we collect it and how we use it

• to prepare and deliver your Form 2 Seller Disclosure Statement, including ordering searches from our data providers;
• to take payment, issue tax invoices and keep financial records;
• to contact you about your order, including to ask questions or fix problems;
• to keep records we are required to keep by law and by our data providers;
• to run, secure and improve the website and our service; and
• to send you marketing, but only if you have opted in (see clause 7).

We use personal information obtained from title searches and other CITEC products only to prepare the statement you ordered. We do not use it for marketing or for any other purpose.

4. Automated processing

Parts of your statement are put together automatically from the information you give us and the searches we obtain. Some orders are checked by our staff before the statement is released, and some are not. We do not use automated processing to make decisions about people. It is used only to decide what information about a property goes into the statement.

5. Who we share it with

We share only what is needed to provide the service. Recipients include:

• CITEC and the data providers behind it (including the Queensland Titles Registry), to order title searches, survey plans and similar products;
• the Queensland Department of Transport and Main Roads, Before You Dig Australia (BYDA), QBCC, Queensland Government spatial and heritage services, and your local council, to obtain the searches and data for the statement. Each receives only what it needs for its search, which is usually the property address or lot/plan;
• Stripe, to process payments;
• Postmark, to send our emails;
• Xero, for accounting and invoicing;
• Google, for website analytics (see clause 2A);
• our hosting provider (see clause 6), and our staff and professional advisers (such as accountants and lawyers); and
• anyone else where the law requires or permits it.

We do not give your statement to buyers. If you are an agent or seller, you may give the statement to buyers and their representatives as our Terms allow. After you receive it, how it is used is up to you.

We do not sell personal information.

6. Storage and overseas handling

This website is hosted on a server in the United States, provided by Fractal IT Pty Ltd, so personal information, including about people other than you, is stored and processed outside Australia. Some of our service providers also handle information outside Australia:

• Stripe may process payment information in the United States and other countries where it or its service providers operate.
• Postmark (ActiveCampaign) stores and processes email content and delivery records in the United States.
• Xero hosts its services on infrastructure that may be located outside Australia.
• Google (Google Analytics) may process website usage data in the United States and other countries.

Where we send information overseas, we take reasonable steps to protect it, including using providers who commit to security and confidentiality obligations.

7. Marketing

We send marketing emails only to people who have opted in, such as registered agents who tick the marketing box. Every marketing email includes an unsubscribe link, in line with the Spam Act 2003. You can also opt out at any time by contacting us. Order-related emails (for example receipts and your statement) are not marketing and are sent regardless.

8. How long we keep it

• Title searches, survey plans and other documents sourced through CITEC: deleted from our systems within 30 days after they were requested, as our data provider licence requires. We do this even if you ask us to keep them.
• Abandoned orders: if you start an order but don't pay within 7 days, your property and personal details are deleted. We keep only a de-identified record (such as the council area and how far you got) to help improve the service.
• Completed orders: the statement we delivered, order records, acceptance records and tax invoices are kept for 7 years, to meet our legal, tax and audit obligations and our data provider requirements.
• Marketing details: until you opt out.

After these periods we delete or de-identify the information.

9. Keeping it secure

We take reasonable steps to protect personal information from loss and from unauthorised access, use, change or disclosure. These include encrypting stored files, limiting staff access to people who need it to do their work, and requiring two-factor authentication for our admin system. No system is completely secure. If we become aware of a data breach that is likely to cause you serious harm, we will notify you and any other party we are required to notify, such as CITEC.

10. Accessing, correcting and deleting your information

You can ask us for access to the personal information we hold about you, ask us to correct it, or ask us to delete it. We will respond within a reasonable time. We may need to confirm who you are first.

We can't always do what you ask. For example, we have to keep order, payment and acceptance records for 7 years, and we may have to refuse access where the law allows or where information also relates to someone else. If we refuse, we'll tell you why. Documents sourced through CITEC are deleted within 30 days regardless, so there is often nothing to delete after that time.

11. Complaints and contact

To make a request or complaint, or to ask a question about this policy, contact us at vtimanagement@verifiedtitles.com.au or via the contact form. We will acknowledge your complaint and try to resolve it within a reasonable time. If you are not satisfied, you can contact the Office of the Australian Information Commissioner (oaic.gov.au) or, for information that came from Queensland Government sources, the Queensland Office of the Information Commissioner (oic.qld.gov.au).

12. Changes to this policy

We may update this policy from time to time. The "Last updated" date above shows when it last changed. The version in force when you accepted our Terms at checkout is recorded against your order.