Cyber Security & Safe Payments in Property Settlements

Property settlements involve large sums of money, strict timelines, and multiple parties. Unfortunately, that combination also makes settlements a prime target for cybercrime.

At Vicki Philipoff Settlements, we take protecting our clients extremely seriously. We use clear, secure systems and consistent processes so you always know what to expect, what will never change, and what to verify before transferring funds safely.

We’ll explain how cyber risks increase during settlements, how we communicate with you, how payments are handled, and the simple steps you can take to stay protected.

Vicki Philipoff Settlements’ Commitment to Cyber Security

Cyber security is not just an afterthought. It is a real threat, therefore it is a core part of how we operate.

Property settlement scams often rely on impersonation, email interception, or last-minute “changes” to payment details. These scams are sophisticated, but they are also predictable. They rely on confusion, urgency, and unfamiliar instructions.

That’s why we are focused on:

• • Consistent communication
• • Secure systems for sensitive information
• • Clear rules around payments
• • Encouraging clients to verify information before taking action

If you ever feel unsure, uncomfortable, or rushed, that is your cue to stop and contact VPS directly.

Be Aware of Scam Emails Requesting Funds

One of the most common settlement scams involves emails that appear to come from a conveyancer or law firm, asking clients to transfer funds to “updated” or “urgent” account details.

It’s important to know:

• • We do not send emails asking you to change payment details
• • We do not notify clients of last-minute account changes
• • Any email requesting funds outside our normal process should be treated with caution
• • If you ever receive an email from us requesting any funds, always call us first on a trusted phone number (not the one on the email you received) to check before making any payment.

Scam emails can look convincing. They may include correct names, property details, or signatures copied from real correspondence. This is why verification matters more than appearances.

Verified Communication Channels You Can Trust

To help clients identify legitimate communication, we follow strict rules around how we contact you.

Official Email Domains

All emails from our office are sent from an official @vickiphilipoff.com.au email address.

If you receive a message that:

• • Uses a different domain
• • Includes spelling variations
• • Comes from a personal email account
• • Feels unexpected or inconsistent

Do not respond or click any links. Instead, contact our office directly using the phone number on our website.

When in Doubt, Call Us

We actively encourage clients to pick up the phone if anything feels unclear. Verifying information is never an inconvenience. It’s the safest step you can take.

Secure Payment Processes You Can Rely On

One of the most effective protections against cyber fraud is consistency. Our payment processes are deliberately designed so that key details do not change.

Trust Account Details Never Change

From 14 November 2024 onwards, we moved to Commonwealth Bank – our trust account details remain the same. You will never receive an email advising that these details have been updated or replaced.

Any request suggesting otherwise should be treated as suspicious and verified immediately.

Secure Exchange of Sensitive Information via PEXA Key

Whenever sensitive information needs to be shared, we use the PEXA Key App.

PEXA Key:

• • Is encrypted
• • Is specifically designed for property transactions
• • Reduces reliance on email for sensitive details
• • Is widely recognised and recommended within the property industry

Using PEXA Key adds an extra layer of protection and helps keep your information secure throughout the settlement process.

BPAY Payments: What to Expect

For clients using BPAY, the details are simple and consistent.

• • BPAY Biller Code: 9209
• • Reference Name: VICKI PHILIPOFF SETT

Important points to remember:

• • You will not receive notifications advising of BPAY detail changes
• • The reference name will always display as VICKI PHILIPOFF SETT
• • Any message suggesting a change to BPAY details should be verified immediately

Best Practice Advice for Clients

Cyber security works best when everyone plays a role. These simple steps can significantly reduce risk.

Always Telephone Before Transferring Funds

Before transferring any settlement funds, call your conveyancer using a known, trusted phone number. Never rely solely on email instructions.

Attend the Bank in Person (Where Possible)

Visiting your bank allows an additional level of checking. Bank staff are familiar with settlement fraud and can help confirm details before funds are released.

Cross-Check Details via Our Secure Website

Always cross-reference payment instructions with the secure payment information provided on our official website.

Confidence Through Clarity at Vicki Philipoff Settlements

Property settlements should feel exciting, not stressful. By keeping our systems clear, consistent, and secure, we aim to remove uncertainty and protect our clients at every step.

If something doesn’t look right, feels rushed, or doesn’t match what you’ve been told before, always pause and contact us directly. We are always here to confirm, clarify, and support you.

At Vicki Philipoff Settlements, your peace of mind matters to us, so you can settle with ease.