AI USE AND CALL RECORDING POLICY

PART A: USE OF ARTIFICIAL INTELLIGENCE TOOLS

1. Purpose

AD Conveyancing Services Pty Ltd ("we", "us", "our") is committed to providing efficient, accurate, and professional conveyancing services to our clients. As part of that commitment, we may use artificial intelligence ("AI") tools to assist with certain aspects of our conveyancing work. This Part of the Policy explains how we use AI tools, describes the safeguards we apply to protect your information, and sets out your rights in relation to that use.

This Policy forms part of our terms of engagement. By entering into a cost agreement with us, you acknowledge that you have been given the opportunity to read this Policy and that you consent to our use of AI tools in accordance with its terms, unless you notify us otherwise.

2. Scope

2.1 Application

This Policy applies to all conveyancing work undertaken by AD Conveyancing Services Pty Ltd. For the purposes of this Policy, "conveyancing work" has the meaning given by section 4 of the Conveyancers Act 2006 (Vic), being legal work carried out in connection with any transaction that creates, varies, transfers, conveys, or extinguishes a legal or equitable interest in any real or personal property, including (but not limited to):

• preparing any document (such as an agreement, conveyance, transfer, lease, or mortgage) that is necessary to give effect to such a transaction;
• legal work that is consequential or ancillary to such a transaction, including the giving of advice, and the preparation, perusal, exchange, or registration of documents; and
• any other legal work prescribed by the regulations as constituting conveyancing work.

2.2 What This Policy Does Not Cover

This Policy does not apply to any work that falls outside the definition of conveyancing work under the Conveyancers Act 2006 (Vic). If we are engaged to provide services beyond conveyancing work, separate disclosure will be made in respect of those services if AI tools are to be used.

3. What Are Artificial Intelligence Tools?

For the purposes of this Policy, "AI tools" means software applications that use machine learning, large language models, or similar technologies to process, analyse, generate, or summarise text and other information. These tools operate differently from standard word processing, email, or accounting software. They are capable of generating new text, identifying patterns, summarising documents, and answering research queries.

We currently use, or may use, the following AI tools in the conduct of our conveyancing work:

This list may be updated from time to time. Any material changes will be reflected in an updated version of this Policy published on our website.

4. How We Use AI Tools

4.1 Permitted Uses

AI tools may be used for one or more of the following purposes in connection with your conveyancing matter:

• Drafting and precedent work: preparing first-draft correspondence, adjustment statements, memoranda, contract clauses, special conditions, or other documents for review and revision by the supervising conveyancer.
• Legal research: identifying relevant legislation, regulations, or commentary (including the Sale of Land Act 1962 (Vic), Transfer of Land Act 1958 (Vic), Property Law Act 1958 (Vic), and associated regulations) for the supervising conveyancer to verify and apply.
• Document review and analysis: reading and summarising contracts of sale, vendor statements (section 32 statements), title searches, plan of subdivision documents, owners corporation certificates, and other transaction documents.
• Calculation verification: assisting with the checking of settlement adjustments, rate apportionments, and other financial calculations in connection with settlement.
• Quality checking: reviewing draft documents for consistency, completeness, defined term usage, or structural errors.
• Correspondence preparation: preparing draft client updates, letters, and communications for review and approval by the supervising conveyancer before issue.

4.2 Limitations on Use

AI tools are not used to: provide unsupervised conveyancing advice; make decisions on your behalf (including decisions about whether to proceed with a transaction, settle, or exercise a contractual right); communicate directly with you, the other party, or any third party; access PEXA or any electronic lodgment network; or perform any function without the oversight and approval of the supervising licensed conveyancer.

5. Information That May Be Processed by AI Tools

5.1 Categories of Information

In the course of using AI tools on your matter, the following categories of information may be submitted to or processed by those tools:

• Your instructions, communications, and information you have provided to us.
• Transaction documents, including contracts of sale, vendor statements, title searches, plans of subdivision, and owners corporation certificates.
• Documents prepared by this practice in connection with your matter, such as draft correspondence, memoranda, and adjustment statements.
• Publicly available information relevant to your transaction, such as legislation, council and water authority information, and published regulatory guidance.

5.2 Sensitive Information

We will take reasonable steps to avoid submitting sensitive information (as defined in the Privacy Act 1988 (Cth)) to AI tools. Where the nature of the conveyancing work requires us to process information that may include personal details (such as names, addresses, dates of birth, or financial details contained in mortgage documents), we will, where practicable, de-identify or anonymise that information before submitting it to an AI tool.

We will not submit the following to AI tools without your specific prior consent:

• Information that you have expressly requested be kept entirely within this practice and not disclosed to any third-party system.
• Information that is the subject of a court order, suppression order, or confidentiality regime that would prevent its disclosure to a third party.
• Trust account details, banking credentials, or verification of identity documents (such as copies of passports or driver licences).

5.3 Overseas Processing

Information submitted to AI tools may be processed on servers located outside Australia, including servers located in the United States of America. We select AI tools on the basis of their data handling standards and, where available, use tools governed by terms that restrict the provider from using client input data to train or improve their AI models. Details of the applicable terms for each tool are available on request.

6. Professional Supervision and Responsibility

• The supervising licensed conveyancer retains personal responsibility for all conveyancing work, advice, and work product provided to you. AI tools do not replace or diminish the professional judgment, competence, or obligations of the licensed conveyancer.
• All AI-generated output is independently reviewed, verified, and (where necessary) corrected by the supervising conveyancer before it is used, communicated, or relied upon.
• We maintain internal procedures governing the use of AI tools, including guidance on what categories of information may be submitted, how to identify and correct AI errors, and how to document AI use on a matter file.
• We select AI tools on the basis of their data handling terms and security practices. We periodically review those terms and will discontinue the use of any tool whose terms become materially adverse to our clients' interests.

7. Your Rights

7.1 Right to Opt Out

You may notify us at any time that you do not wish AI tools to be used on your matter, or that you wish to impose conditions on the scope of AI use (for example, restricting AI use to document drafting only, or prohibiting the submission of particular documents to AI tools). Please raise any such request with the supervising conveyancer. We will accommodate your request; however, opting out of AI use may affect the time required for certain tasks and may be reflected in our costs estimate.

7.2 Right to Withdraw Consent

If you have consented to AI tool use (whether by signing a cost agreement that incorporates this Policy or otherwise), you may withdraw that consent at any time by written notice. Withdrawal of consent will apply from the date of your notice and will not affect any work already completed with AI assistance.

7.3 Right to Information

You may request, at any time, information about whether an AI tool was used in the preparation of a particular document, piece of advice, or communication on your matter, and which tool was used. We will respond to any such request promptly.

8. Updates to This Policy

AI technology and the regulatory framework governing its use are evolving. We will review this Policy at least annually and will update it to reflect any material changes to the tools we use, the purposes for which we use them, or the applicable legal and regulatory requirements. The current version of this Policy is published on our website. If a material change affects the scope of AI use on an active matter, we will notify the affected client directly.

PART B: RECORDING OF TELEPHONE CONVERSATIONS

9. Call Recording

9.1 Purpose

To improve the quality, accuracy, and reliability of our conveyancing services, we may record telephone conversations between our staff and our clients, or between our staff and third parties (such as estate agents, lenders, other conveyancers, or government authorities) in connection with your conveyancing matter.

The purposes for which call recordings may be made and used include:

• creating an accurate record of instructions, advice, and information provided during the call;
• verifying the accuracy and completeness of file notes and attendance records;
• supporting internal quality assurance, training, and professional development;
• resolving any dispute or complaint that may arise about the content of a conversation; and
• complying with any applicable regulatory or professional conduct obligations.

9.2 How Recordings Are Handled

• Call recordings are stored securely and are accessible only to authorised staff of this practice.
• Recordings are retained for a period consistent with our document retention obligations and our professional indemnity insurance requirements, after which they are securely deleted.
• Recordings will not be disclosed to any third party except where required by law, by a court or tribunal order, by a regulatory authority, or by our professional indemnity insurer in connection with a claim or potential claim.
• If a recording contains personal information within the meaning of the Privacy Act 1988 (Cth), that information will be handled in accordance with the Australian Privacy Principles.

9.3 Your Rights in Relation to Recordings

• You may request that a particular call not be recorded by advising us at the commencement of the call.
• You may request access to a recording of a call to which you were a party. Access requests should be directed to the supervising conveyancer. We will respond to any such request within a reasonable time.
• You may request the correction of any personal information contained in a recording or derived from a recording (such as a file note) if you believe it to be inaccurate, incomplete, or misleading.

13. Acknowledgment

By entering into a cost agreement with AD Conveyancing Services Pty Ltd that incorporates this Policy by reference, you acknowledge that:

• you have been given the opportunity to read this Policy in full;
• you understand that we may use AI tools in the conduct of your conveyancing work, as described in Part A of this Policy;
• you understand that your telephone conversations with this practice may be recorded, as described in Part B of this Policy;
• you understand that information about you and your transaction may be processed by third-party AI tool providers, including providers whose servers are located outside Australia, subject to the safeguards described in this Policy;
• the supervising licensed conveyancer retains personal responsibility for all work and advice, and that AI tools are used as an internal working aid only; and
• you may opt out of AI use or call recording at any time by notifying the supervising conveyancer in writing.