Logon to > MyLandgate

Property and Identity Theft

All parties involved in property transactions should be aware of the measures available to protect against identity theft.

Identity Theft

Identity theft is the first crucial step in most fraudulent property transactions. Homeowners can take a number of measures to minimise the likelihood of falling victim to identity fraud. The Department of the Attorney General has issued the following measures.

  • Lock all personal documents in a safe container when not using them

  • By safely and securely storing your personal information and documents, you can prevent them from falling into the wrong hands. Consider storing important documents in a fire/water proof container or safe deposit box.

  • Keep copies of key documents in a secure location

  • If possible, make copies of your key proof of identity documents, such as your driver’s licence, birth certificate, or passport, and keep these copies in a secure location. Should the originals go missing or be destroyed, the copies could be useful in re–issuing the originals, or to verify claims that you or others may make about your identity based on these documents.

  • Only carry essential personal information

  • Unless you really need to, do not carry important documents outside of your home. This minimises the chance of your personal information being lost or stolen.

  • Destroy personal information before putting it in the bin

  • You should destroy all old records, files, bills, unsolicited credit card application forms, expired cards—by tearing, cutting up, shredding or burning them before you throw them in the recycling or waste paper bin. Remember to also cut up, or shred, your old driver’s licence, credit cards and storage media,such as CDs, that you have used to store computer files with personal information, prior to disposal. It is not uncommon for thieves to go through your bins in the hope of finding personal records or information.

  • Put a lock on your letterbox

  • Ensure you have a secure lockable letterbox or post office box. Remove mail from your home mailbox as soon as possible after it has been delivered. Post mail only at secure, official post boxes. If you move house, notify everyone about your change of address, as mail sent to the wrong address could be used to steal your identity.

  • Do not respond to suspicious mail or e-mail

  • Identity thieves may write to you or email you— offering money, or telling you that you have won the lottery—some asking you to share some of your personal details. If you don’t know who they are— don’t respond.

  • Do not store personal details on mobile phones or wireless devices

  • Information stored on mobile or wireless devices is at risk of theft through a Bluetooth connection. You can reduce this risk by de–activating Bluetooth or turning off the ‘discoverable’ feature.

  • Avoid giving personal or financial information over the phone

  • This is especially important with phone calls you didn’t make yourself. If you receive an unsolicited phone call from someone wanting to know your personal details—hang up. If you need to provide personal information over the phone, ask for the caller’s name and number and contact them yourself.

  • Ask questions

  • Do not just accept everything you are told from people who have called offering you ‘the opportunity of a lifetime’. Ask questions if you have concerns. Don’t agree to anything straight away. If you think the offer is legitimate—do some independent research before committing yourself. If the offer sounds too good to be true, it probably is.

  • Activate caller ID on your phone and record the numbers of unusual calls

  • By doing this and providing the numbers of suspect phone calls to the appropriate authorities, you can play your part in helping to stop scammers from continuing to defraud. Contact your telecommunications provider for further information on activating caller ID.

  • Contact the Do Not Call Register

  • The Do Not Call Register allows individuals to register if they do not want to receive certain unsolicited telemarketing calls. Register via the website or by phoning 1300 792 958.

  • Treat any request for copying your personal documents with caution

  • Be wary of any businesses that want to take photocopies of your proof of identity documents, such as your driver’s licence. Ask them how the information will be used and stored. However, banks and financial institutions have a legitimate reason for keeping copies as they can assist in investigations, should a fraud occur.

  • Protect your documents when you are travelling

  • When you are travelling overseas take extra care of your personal documents. It can be useful to leave a copy of your passport and other key travelling documents with a trusted person at home. Access to a copy can be useful in case of loss or theft of the originals. More information on official documents can be found at:

  • Order a copy of your credit report annually

  • By checking your credit report annually you can catch any unauthorised activity. Credit reports can be ordered from one of the three main credit reporting agencies in Australia (listed on p18).

  • Check your billing and account records carefully

  • By carefully checking all transactions on your banking and credit card accounts you may be able to detect potential identity theft early and limit the damage. By registering for online banking you can check your accounts frequently and do not have to wait for your monthly statement. When you are banking online, ensure that the website commences with ‘https’ or has the ‘closed padlock’ symbol displayed.

  • Be wary about giving your personal or financial information to anybody with whom you have not initiated contact

  • Anybody contacting you out of the blue and asking for your banking details, is most probably attempting a scam. However, banks and financial institutions may contact you if there is suspected fraudulent activity with your accounts, but they do not ask you to give them details that they already hold.

  • Limit the credit you have in certain accounts

  • Use a separate account or credit card with a low credit limit, which is not linked to your other accounts, for transactions over the phone or internet. If the account is breached, any loss will be minimised. Remember, if the loss is not your fault, your financial institution should reimburse you for any money lost.

  • Use passwords and access controls

  • By protecting your computer and important documents with passwords and access controls, you make it more difficult for scammers or identity thieves to access information directly from your computer. This is particularly important when operating a wireless connection—secure it with a password.

  • Choose strong passwords and change them regularly

  • Ensure your passwords contain a mixture of upper and lower case letters, numbers and other characters. Memorise the passwords, and change them regularly. Do not write them down and leave them in an obvious place, such as your wallet.

  • Protect your passwords

  • When logging onto a site which requires you to have a logon and password, do not select the option ‘would you like the computer to remember this password’.

  • Avoid giving out personal information over the internet

  • Only provide the minimum amount of information necessary to those individuals or companies with whom you have initiated contact. Unsolicited e–mails or offers that seem too good to be true or that require you to provide your bank account details or other personal information are almost certainly scams. Don’t reply—hit delete.

  • Never click on a link or open an attachment in an e-mail from someone you don’t know and trust

  • Opening attachments or clicking on links in e–mails can download malicious software into your computer or can redirect you to a fake site. It is much safer to type in the web address yourself, than to rely on a link.

  • Install anti-virus software

    Criminals are constantly developing new viruses and programs to steal or access your personal and financial information. Anti–virus and firewall programs help to block unauthorised access to your computer. Remember to scan your computer’s files at least fortnightly and to keep the software updated.

Improved Identity Security in Property Transactions

In order to reduce the risk of WA landowners being the subject of improper dealings on their property, Landgate has introduced a number of measures.

In order to reduce the risk to WA landowners from being the subject of improper dealings on their property, a new caveat service is being offered by Landgate. A Caveat (Improper Dealings) can now be lodged with Landgate. The caveat, once lodged, will stop the registration of any instruments or documents that would ordinarily need to be signed by the owner, for example:

  • Transfers;
  • Mortgages; and
  • Leases.

A Caveat (Improper Dealings) Form C4 must be made in the name of all the owners. If one of the owners does not want to be part of the caveat then it cannot be lodged. The caveat can be signed and lodged with Landgate by the owners themselves, or a Solicitor acting on behalf of all the owners. The Solicitor must be instructed by all owners to act for them in the preparation and lodgement of the caveat. A Licensed Settlement Agent does not currently have authority under the Settlements Agents Regulations 1982 to sign and lodge a caveat to prevent improper dealings on behalf of land owners.

Please note that owners who have mortgaged properties should review their mortgage terms and consult with their lending institution before lodging a Caveat (Improper Dealings) as the terms and conditions of the mortgage may prevent the lodgement of any caveat without the mortgagee’s consent.

In order to remove the Caveat, all the owners must present themselves in person at the same time at Landgate’s Midland office and satisfy, as a minimum, the requirements of a 100 point identity check using original documents, not copies. Only the owners of the property can remove the Caveat in person. For example, if the property was owned by three persons as tenants in common, and one of the owners did not wish the caveat to be lodged, then the other owners would not be able to lodge a Caveat (Improper Dealings).

In the same way, once a Caveat (Improper Dealings) is in place, if one of the (say) three owners did not want it to be withdrawn, then the other two owners could not successfully lodge a Withdrawal of Caveat form.

The Withdrawal of Caveat (Improper Dealings) can only be lodged at the time of witnessing. A Power of Attorney cannot be used to withdraw the caveat. The strength of a Caveat (Improper Dealings) is that the only way to remove it is for all the owners to attend in person at Landgate’s Midland office to identify themselves to the satisfaction of the Registrar of Titles.

Due to the operation of law, the Caveat (Improper Dealings) will not prevent the following, including but not limited to:

  • Mortgagee exercising a power of sale would be able to use section 138B of the Transfer of Land Act 1893 as the application is not being signed by the owners;
  • Sale of the property by a Local Government for non-payment of rates;
  • Sale by the Sheriff under a Property (Seizure and Sale) Order;
  • In the case of deceased owner(s) Survivorship and Transmission; and
  • Sale under the Criminal Confiscation Act 2000.
    The current regulated fee of $160 applies for the lodgement and withdrawal of each caveat.

    To access the Caveat (Improper Dealings) C4 form clicking here.

    For further information contact Landgate’s Advice Line on (08) 9273 7044 or email

    Key Action Points for Business

    To minimise the likelihood of incorrectly identifying a client take note of the following information.

    • Always be vigilant if you are not dealing with an owner face-to-face but, even in this case, identity checks are recommended.
    • Send confirmation of any change of contact details for clients, especially changes prior to the sale, to the original email and postal addresses and also contact the client at the previous phone number to double check.
    • Don’t rely on a telephone call as a way of identifying the seller – confirm new contacts through pre-existing communication channels.
    • Don’t take documents at face value and actively scrutinise them. Perform at least a 100-point identity check including one item of photo identity incorporating a signature for the parties who have an interest in the property.
    • Carefully check new signatures and initials of clients with those on file and any relevant personal information.
    • In the course of providing customer service, do not disclose information or provide documents unless you have verified the owner’s identity and confirmed contact details
    • If in doubt, verify official documents with the issuing body and not the person who is seeking to rely upon them. Be alert if the witness to any documentation is listed as “Notary Public” from a country known for scams.
    • Be cautious of new generic email addresses such as hotmail, yahoo, gmail etc.
    • Don’t just press reply to emails – create new emails with the known address as the email sent may be disguised.
    • Ask questions that only the owner would know or set up security questions if the owner is going overseas.
    • Exercise caution if the bank account details that are provided by the alleged seller are different from those on file, particularly if it is an overseas bank account.
    • Consider asking for early payment fees, as some scammers resist making a financial outlay.
    • Make further inquiries if:

      • For any reason, the transaction appears irregular or unusual communications from the client, such as letters or emails, are in poor English, or to a different standard than previous communications.
      • If the client is reluctant or unable to provide required information or original documents.
      • The client is in a remote location or outside of WA. This could include asking questions about the property which only the true owner would know, but others are unlikely to know.
      • There have been recent changes to contact details.
      • Documents originate from overseas.
      • The transaction involves a country known for scams.
      • The transaction is said to be urgent. For example, funds are urgently needed for business investments.
      • Official documents use poor English.
    Learn about Verification of Identity Practice

    Please contact us on 08 9273 7341 or email Customer Service us for any enquires.

    Useful Links

    Self-represented parties- Information for self-represented parties
    Identity Security - Government information on identity crime strategies
    MoneySmart Australian Securities and Investments Commission
    WAScamNet Department of Consumer Protection
    SCAMwatch Australian Competition & Consumer Commission
    WAPOL - Western Australia Police Major Fraud Squad
    Western Australian Land Information Authority