Privacy Policy

Last updated January 2026

1. About us

“Latitude Legal Group”, “Latitude Legal”, and “LLG” refer to an Australian incorporated legal practice ABN 42 688 000 142 (collectively referred to as “we”, “us”, “our”) operating with liability limited by a scheme approved under professional standards legislation. 

We own and operate www.latitudelegal.com.au (Website).

2. Acceptance and application

This Privacy Policy (Privacy Policy) forms part of our Website Terms of Use (Terms). For clients, this Privacy Policy also applies to information we handle in the course of providing legal and notarial services.

We may update this Privacy Policy from time to time by publishing an updated version on the Website.  Changes take effect when published. We are not required to give you any notice of changes.

3. Definitions

Further to those words elsewhere defined in this Privacy Policy:

  • “Information” means your Personal Information and Sensitive Information (collectively).

  • “Personal Information” has the same meaning as defined in the Privacy Act.

  • “Sensitive Information” has the same meaning as defined in the Privacy Act.

  • “You” or “your” means any person whose Information we handle, including persons who access or use the Website and current and former clients.

4. Purpose of this policy

We take privacy and data protection seriously and are committed to keeping your personal information private and secure. This Privacy Policy outlines how we collect, use, store, secure, retain, and disclose your personal information and demonstrates our commitment to the Australian Privacy Principles (APPs) under the Privacy Act 1988 (Cth) (Privacy Act).

5. Collection notice

The Information we collect depends on your interaction with us and the services you engage us to provide to you. We may collect both Personal Information and Sensitive Information.

5.1 Personal Information

Personal Information includes any information or opinion that identifies you or could reasonably identify you, whether true or not, and whether recorded in a material form or not. The Personal Information we collect may include:

  • your name, title, and contact details

  • address and date of birth

  • identification details, including verification documents

  • payment and billing information

  • information relevant to your matter or enquiry, and to enable us to provide services to you

  • information you provide through forms, questionnaires, or during meetings

  • records of communication and interactions with our practice

  • our Website and usage data, such as cookies, analytics, and session information.

5.2 Sensitive Information

For some services, particularly those offered through our Life + Legacy practice (including estate planning, estate administration, testamentary trust planning, enduring powers of attorney, advance health directives, and related advisory services), we may also collect Sensitive Information.

Sensitive Information is a subset of Personal Information subject to higher protections under the Privacy Act. The Sensitive Information we collect may include:

  • health information, including medical conditions or capacity assessments

  • information relating to memory, decision-making capacity, and functional ability (e.g., where relevant to enduring powers of attorney or advance care documents)

  • information about family circumstances, relationships, or vulnerabilities

  • information about racial or ethnic origin 

  • religious or philosophical beliefs (e.g., when relevant to funeral or testamentary directions)

  • criminal history (e.g., when relevant to the suitability of an attorney or executor)

  • sexual orientation or gender identity (e.g., where relevant to estate planning considerations)

  • biometric or identification data used for verification processes.

We only collect Sensitive Information:

  • with your consent,

  • where necessary to provide our services, or

  • where authorised or required by law.

5.3 Information provided by others

In some matters, particularly in estate administration, cross-border issues, and notarial services, we may also receive Information about you from third parties, such as:

  • family members or appointed attorneys

  • medical practitioners

  • financial advisors or accountants

  • government agencies

  • identity-verification service providers

  • executors, administrators, or beneficiaries in an estate matter.

Where reasonably practicable, we will take steps to notify you when Information about you has been collected from someone else. In certain matters, such as estate administration or where an individual lacks capacity, it may not be reasonably practicable to notify you that Information has been collected from a third party. In these circumstances, we will handle your Information in accordance with this Privacy Policy and our professional obligations.

6. How we collect your information

We collect your Information when you:

  • engage with our Website, including through cookies and analytics

  • submit an enquiry or book an appointment with us via our Website (and we may perform conflict checks and identity verification as required)

  • communicate with us by email, phone, or in person

  • upload or provide us with any documents, including your identification documents

  • engage us to provide our services to you

  • participate in meetings (including virtual meetings where generative AI tools are used).

We may also receive Information about you from third parties such as referrers, government bodies, verification platforms, or counterparties.

7. Cookies and website analytics

We may use essential, performance, analytic, and marketing cookies to enhance user experience and improve our Website. Cookies may collect information such as:

  • browser type

  • device type

  • pages visited

  • session duration

  • general user behaviour trends.

Depending on how it is used and combined, some of this information may be treated as Personal Information. You may disable cookies via your browser settings. Third-party cookies operate under their own privacy policies.

8. Why we collect your information

We collect your Information to:

  • provide our services to you

  • verify your identity and meet regulatory compliance obligations

  • communicate with you regarding your matter

  • issue invoices and process payments

  • manage our business operations

  • improve our services, user experience, and our Website

  • send updates, insights, or marketing communications (with opt-out options).

9. Use of generative AI technology

We use enterprise-grade generative AI tools within secure, closed-model environments to support internal workflows and improve service delivery. These tools may be used for activities such as drafting assistance, research support, document structuring, summarisation, quality assurance, and preparing non-verbatim file note summaries of meetings to enhance accuracy, client care, and active listening. We use generative AI in a manner consistent with our confidentiality obligations and applicable privacy law. Our safeguards include:

  • selecting and using only enterprise-grade tools designed for professional use within secure, closed-model environments;

  • ensuring our AI tools do not use your Information or data to train public or commercial AI models;

  • applying access controls and security measures to limit who can access your Information and any AI-assisted work product; and

  • requiring that all AI-assisted outputs are reviewed and verified by a qualified lawyer before being relied on or used.

Our use of generative AI does not replace the provision of personal legal services and does not reduce or alter the professional responsibilities we owe to our clients.

Where generative AI tools are used within third-party systems (including cloud-based practice management, document, and meeting platforms), your Information may be stored or processed by those providers (including in overseas locations). We take reasonable steps to ensure those providers apply privacy and data protection standards appropriate for legal services (see sections 11 and 12 below for further information).

10. Storage and security

We endeavour to protect your Information and data we hold from misuse or loss, and to protect it from unauthorised access, modification, or disclosure. We store your Information in secure cloud-based systems using legal industry standard security protocols, including:

  • encrypted storage

  • secure access controls

  • password-protected systems

  • multi-factor authentication, where available

  • secure data centres

  • limited-access permissions.

We retain your Information for the period required by law, which is generally seven (7) years after a client matter is finalised or our engagement ends, unless there is a legal or regulatory reason to keep it longer. When no longer required, your Information is securely destroyed or de-identified in accordance with legal and professional obligations.

11. Disclosure of your information

We only use or disclose your Information for purposes related to the services we provide to you and that you would reasonably expect, or where client consent has been provided. This includes disclosure to organisations outside of Latitude Legal Group that we interact with in the course of providing services to you, including:

  • IT and cloud hosting providers 

  • communication platforms and law firm practice management tools

  • identity, credit, AML/CTF, and related verification platforms

  • payment, banking, and merchant service providers, and debt-collection providers

  • courts, administrative tribunals, government, or regulatory authorities, as required or authorised

  • counterparties and their professional advisors, and other third parties, with your consent

  • our external professional advisers, including accountants, auditors, and lawyers

  • companies we work with to provide efficient delivery of our services to you, including administrative, secretarial, and data processing services. 

We disclose Information only to approved third parties and take reasonable steps to ensure they apply privacy and data protection standards appropriate for legal services.

12. Overseas data transfers

Information we collect from you may be stored, processed, or disclosed to organisations outside of Latitude Legal Group that are physically located, or have their data servers located, overseas. We take reasonable steps to ensure these organisations comply with the APPs or equivalent privacy and data protection standards appropriate for legal services.

13. Quality assurance

It is important to us that your Information remains correct so we can continue to provide quality services to you. We will take reasonable steps to make sure that your Information is accurate, complete, and current. You may request access to the Information we hold about you, subject to applicable legal exceptions, and request correction of your Information at any time by contacting us.

14. Contact us

If you have a privacy concern or complaint, you may contact us using our contact details found on the Website. We will:

  • acknowledge your concern or complaint within a reasonable period

  • investigate the matter

  • advise you of the outcome.

For privacy complaints, if you are not satisfied with our response, you may refer your complaint to the Office of the Australian Information Commissioner (www.oaic.gov.au).