Privacy

Registry Canvas Grid is the controller of personal information collected through this website and through the files we read. The rooms are at Level 9, 56 Adelaide Street, Brisbane QLD 4000. Write to hello@registrycanvasgrid.digital or telephone +61 7 5550 2180.

We handle information under the Privacy Act 1988 (Cth) and, where a file is a Queensland public record in our temporary custody, with respect to the rules of the office that produced it.

What we collect

From an enquiry: name, email, the register concerned, any dealing or file reference you volunteer, and the message. From a file: the papers you send, extracts we obtain, notes of conference, and copies of letters we write. We do not ask for tax file numbers, health records, or criminal history unless a specific roll makes that paper a necessary exhibit, and even then we take only the page the registrar requires.

The website may set the cookies described on the cookies page. Payment card details, if you pay an invoice electronically, are taken by the bank or bill-pay service named on the invoice, not stored in our rooms beyond the receipt.

Why we collect it

To decide whether we can take a file, to inspect a register lawfully, to write a briefing, to invoice, and to answer a later question about the same file. We do not sell lists. We do not use file names to advertise.

Retention

Enquiry messages that do not become files are kept for twelve months and then deleted. Closed files, including copies of extracts we opened, are kept for seven years after the briefing or final invoice, unless the producing office requires earlier destruction or return of a particular document. Originals lent to us are returned when the stage that needed them ends.

Your rights

You may ask for access to the personal information we hold about you, and for correction of it. You may ask us to delete an enquiry that never became a file. We may refuse access or deletion where a document is a registrar’s extract we are not allowed to recopy, where another person’s standing is mixed on the same page, or where we must keep a record of a paid engagement. Complaints may be made to us first; if you are not satisfied, to the Office of the Australian Information Commissioner.

Overseas transfers

Our email and file-storage contractors may keep copies on servers outside Australia. We use contractors who will contract to protect the information and to delete it when we ask. We do not send a registry file to a contractor in order to “process” the legal reading; the reading is done in the Brisbane rooms or by a named search agent in another Australian State or Territory.

Sharing

We share what a registrar, board, search agent, courier, or your own solicitor needs in order to do the thing you instructed. We share with a court or regulator if required by law. We do not share with unrelated marketers.

Children

The site is written for adults instructing a professional reading. If a file concerns a child’s extract, we take instructions from a person with standing and we keep that paper as tightly as the registrar does.