Artemis Privacy Policy

1. About this policy

Artemis Legal Advisory Pty. Ltd. (ABN 60 702 858 991) (Artemis, we, us or our) is a law practice regulated under the Legal Profession Uniform Law (Victoria). We respect your privacy and handle personal information in line with the Privacy Act 1988 (Cth) (Privacy Act) and the Australian Privacy Principles (APPs).

This policy explains what personal information we collect, how we use and disclose it, how we keep it secure, and how you can access or correct it or make a complaint. It applies to our clients, prospective clients, the other parties and witnesses in matters we act on, referrers, suppliers, job applicants, and visitors to our website and offices.

Our obligations of confidentiality and legal professional privilege sit alongside this policy. Where those obligations are stricter than the Privacy Act, we follow the stricter standard.

We may update this policy from time to time. The current version is always on our website at www.artemisadvisory.com.au, and the date at the end shows when it was last updated. You can ask us for a free copy in another form at any time.

2. What personal information we collect

Personal information is information or an opinion about an identified or reasonably identifiable individual, whether true or not. What we collect depends on how you deal with us.

Clients and prospective clients (including directors, officers, beneficial owners and employees of client organisations):

name, job title, employer and contact details;
date of birth, residential address and identity information, including government identifiers and details of identity documents;
information needed for client due diligence, including source of funds or wealth, beneficial ownership, politically exposed person and sanctions screening results;
financial and billing information, such as bank account details and trust account records;
the facts, documents and instructions relevant to your matter;
our communications with you, including emails, file notes and call or meeting records.

Other people involved in a matter, such as opposing parties, witnesses, experts, family members, co-owners, beneficiaries and other lawyers: typically name, contact details, role and the information relevant to the matter.

Job applicants, contractors and suppliers: CVs, qualifications, work history, referee comments, background and right-to-work checks, and payment details.

Website users, subscribers and event attendees: name, contact details, organisation, areas of interest, marketing preferences, dietary or accessibility needs, and technical data (see section 9).

2.1 Sensitive information

Some information attracts extra protection under the Privacy Act, including health, criminal record, racial or ethnic origin, religious beliefs, sexual orientation, political opinions, union or professional memberships, and biometric information.

We collect sensitive information only when it is reasonably necessary for your matter or our functions, and with your consent or where the law requires or authorises it. For example, we may need health information for a personal injury or employment matter, or a photo to verify your identity.

2.2 Dealing with us anonymously

You can make a general enquiry without identifying yourself or by using a pseudonym. We cannot act for you, run a conflict check or meet our identification obligations unless you identify yourself.

3. How we collect personal information

We collect personal information directly from you where we reasonably can: when you contact us, instruct us, complete a form, attend a meeting or event, or subscribe to our updates.

We also collect it from others where that is reasonable or necessary for your matter, including:

clients, their representatives and the other parties to a matter;
courts, tribunals, government agencies and regulators;
public registers and records, such as ASIC, land titles, PPSR and court lists;
identity verification, screening and onboarding service providers;
barristers, experts, investigators and other advisers;
referrers, recruitment agencies and referees;
online searches and professional networking sites such as LinkedIn.

If you give us personal information about someone else, please make sure you are allowed to, and let them know about this policy. Before giving us their sensitive information, you must have their consent.

4. Why we collect, hold, use and disclose it

We use personal information for the purpose we collected it, related purposes you would reasonably expect, and as the law requires or allows. These include:

providing legal services and acting on instructions;
checking for conflicts of interest before and during an engagement;
verifying identity and carrying out client due diligence, sanctions screening and ongoing monitoring under the Anti-Money Laundering and Counter-Terrorism Financing Act 2006 (Cth) (AML/CTF Act);
managing our trust account, billing and debt recovery;
meeting our professional, regulatory, insurance and record-keeping obligations;
managing risk, security, quality and complaints;
communicating with you and sending legal updates and event invitations;
recruiting staff and engaging contractors and suppliers;
improving our services, website and internal processes.

4.1 If you don’t provide it

If you do not give us the information we ask for, we may not be able to act for you, complete a transaction, or give you the service you want.

4.2 Tipping-off restrictions

The AML/CTF Act may prevent us from telling you about some collections, uses or disclosures, such as a report to AUSTRAC. Where that restriction applies, it overrides the notice and access commitments in this policy.

5. Confidentiality and legal professional privilege

As lawyers, we owe our clients duties of confidentiality and must protect privileged communications. Those duties apply to all client information, including personal information, and continue after a matter ends.

This means we may refuse a request from someone who is not our client for information on a client file, even where it is about them. It also means we may rely on exemptions in the Privacy Act for legal claims, dispute resolution and information that is privileged.

6. Who we disclose it to

We disclose personal information only as needed for the purposes in section 4, which may include to:

our clients, where we collected the information to act for them;
barristers, experts, consultants, mediators, investigators and agents engaged on a matter;
the other parties to a matter and their lawyers, as part of acting for you;
courts, tribunals, registries and settlement platforms such as PEXA;
identity verification, screening and onboarding providers;
IT, cloud hosting, practice management, document management, e-signature and communications providers;
banks, payment processors, auditors, insurers and our professional advisers;
regulators and law enforcement, including the Victorian Legal Services Board and Commissioner and AUSTRAC, where required or authorised by law;
anyone you authorise us to share it with.

We do not sell personal information.

7. Overseas disclosure

We store our client files in Australia wherever practicable. Some of our service providers may store or access information in other jurisdictions, including the United States, United Kingdom, New Zealand, Ireland, the Netherlands, India, and the Philippines.

In a matter with an international element, we may need to send information to lawyers, courts or other parties overseas. The countries depend on the matter, so we cannot list them in advance.

Before disclosing personal information overseas, we take reasonable steps to ensure the recipient handles it consistently with the APPs, unless an exception in the Privacy Act applies.

8. Direct marketing

We may send you legal updates, insights and event invitations by email or other means, in line with the Spam Act 2003 (Cth) and the Privacy Act. We do not share your details with other businesses for their own marketing.

You can opt out at any time using the unsubscribe link in any message or by contacting us. We will act on your request within 5 business days. Opting out does not stop us contacting you about a matter we are acting on.

Our email platform may record whether you open a message or click a link, so we can keep our lists accurate and send you relevant content.

9. Our website and cookies

When you visit our website, we and our analytics providers may collect your IP address, device and browser type, pages visited, time spent and referring site. We use cookies and similar technologies to make the site work, remember your preferences and understand how it is used.

You can block or delete cookies in your browser settings, though some parts of the site may not then work properly.

Information you enter into our website forms is treated as personal information under this policy. Our website may link to other sites; we are not responsible for their privacy practices.

10. Technology

We use technology, including AI tools, to help us work efficiently. Examples include drafting and reviewing documents, summarising material, transcribing notes and running conflict and identity checks.

When we use AI tools:

we use only enterprise tools under contracts that keep your information confidential;
we do not allow your information to be used to train publicly available AI models;
we do not enter client information into free or consumer AI services;
a lawyer reviews and remains responsible for all legal work and advice.

11. Automated decisions

We do not use computer programs to make decisions about you that could significantly affect your rights or interests without meaningful human involvement.

12. Security and retention

We hold personal information electronically and in hard copy. We protect it with measures including multi-factor authentication, encryption, access controls limited by role, secure offsite backups, locked storage and staff confidentiality obligations. We also require our service providers to protect it.

No system is completely secure, so please take care when sending us information by email or online.

We keep personal information only as long as we need it, or as long as the law requires:

client files: generally 7 years after the matter closes, or longer for wills, deeds, property and other documents with lasting effect;
AML/CTF records: 7 years after the end of the business relationship, as the AML/CTF Act requires. We record the details needed to show we verified your identity but do not keep copies of your full identity documents unless another law requires it;
job applications: 12 months if unsuccessful, unless you ask us to delete them sooner.

When we no longer need information, we securely destroy or de-identify it.

13. Data breaches

If we suspect a data breach, we act promptly to contain it and assess whether it is likely to cause serious harm. If it is an eligible data breach, we will notify you and the Office of the Australian Information Commissioner (OAIC) as required by the Notifiable Data Breaches scheme.

14. Accessing and correcting your information

You can ask for access to the personal information we hold about you, or ask us to correct it if it is inaccurate, out of date, incomplete, irrelevant or misleading. We will need to verify your identity first.

We will respond within 30 days. We do not charge for a request, but may charge a reasonable fee for the cost of giving access to a large volume of material.

We may refuse access where the law allows, for example where the information is privileged, relates to legal proceedings, would breach a client’s confidentiality, or is subject to AML/CTF tipping-off restrictions. If we refuse, we will tell you why in writing and how to complain.

15. Complaints

If you think we have mishandled your personal information, please write to our Privacy Officer with your name, contact details and a description of your concern. We will acknowledge your complaint within 5 business days and aim to respond in full within 30 days.

If you are not satisfied with our response, you can complain to the OAIC at oaic.gov.au or on 1300 363 992.

16. Contact our Privacy Officer

Email: hello@artemisadvisory.com.au

Registered Address: Level 1, 33 Cremorne Street, Cremorne, Victoria 3181

This policy was last updated on 21 October 2026.