Last updated: 26 August 2026
Real Estate Agent AI (“we”, “us”, “our”) provides an AI receptionist service to Australian real estate agencies. We are bound by the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). This policy explains what personal information we collect, why we collect it, how we use and disclose it, and how you can access or correct it.
1. Who this policy covers
This policy applies to two groups:
- Our clients — the agencies and businesses that subscribe to our service.
- Callers and enquirers — the buyers, sellers, tenants and other members of the public who interact with an AI receptionist we operate on behalf of a client.
Where we handle information about callers on behalf of a client, we generally act as a service provider to that client. The client remains responsible for its own privacy obligations to those individuals, and its own privacy policy will also apply.
2. Information we collect
From clients: name, business name, ABN, email address, phone number, business address, billing details, and the operational information you give us to configure the service (listings, suburbs, fees, team details, FAQs, calendars, routing rules).
From callers and enquirers:
- Name, phone number, email address and any other contact details provided;
- Audio recordings of phone calls and written transcripts of those calls;
- The content of SMS messages, web chat messages, social media messages and email enquiries handled by the service;
- Enquiry details such as the property of interest, budget indications, inspection and appraisal bookings, and maintenance requests;
- Call metadata: date, time, duration, the number called and the number dialled from.
From website visitors: IP address, browser and device information, pages viewed, and information collected through cookies and analytics tools.
We do not seek to collect sensitive information (as defined in the Privacy Act). If sensitive information is volunteered during a call, it is handled under this policy and deleted where it is not needed.
3. Call recording and notification
Calls handled by the service are recorded and transcribed so that the AI can respond, so enquiries can be logged accurately, and so quality can be monitored and improved. State and territory listening and surveillance devices laws require that callers be notified. Callers are notified at the start of the call that they are speaking with an AI assistant and that the call is being recorded. If a caller objects, they may ask to be transferred to a person or to have the recording deleted.
4. Why we collect and use it
- To answer, qualify, route and log enquiries on behalf of our clients;
- To book inspections, appraisals and appointments in a client’s calendar;
- To pass enquiry details and lead records into a client’s CRM;
- To send follow-up SMS, email or messaging responses on a client’s behalf;
- To train, tune and monitor the quality and accuracy of the AI configured for that client;
- To provide support, administer subscriptions, invoice and take payment;
- To comply with our legal obligations.
5. Who we disclose it to
We disclose personal information to:
- The client whose enquiries we are handling — this is the primary purpose of the service;
- Service providers who help us run the platform, including telephony and messaging providers, AI and speech-processing providers, CRM and automation platforms, calendar providers, cloud hosting providers, and payment processors;
- Professional advisers, insurers and regulators, where required or authorised by law.
We do not sell personal information, and we do not disclose it for third-party marketing.
6. Overseas disclosure
Some of our service providers store or process data outside Australia, including in the United States and the European Union. Where we disclose personal information to an overseas recipient, we take reasonable steps to ensure it is handled consistently with the Australian Privacy Principles. By using the service you acknowledge that this overseas handling occurs.
7. Security and retention
We hold information on access-controlled cloud infrastructure and use encryption in transit, role-based access limits and audit logging. No system is completely secure, but we take reasonable steps to protect information from misuse, interference, loss and unauthorised access, modification or disclosure.
Call recordings, transcripts and message logs are retained for as long as the client’s account is active and for a reasonable period afterwards to meet legal, accounting and dispute-resolution needs, then deleted or de-identified. Clients may request a shorter retention period for their account. We will notify affected individuals and the OAIC of any eligible data breach as required by the Notifiable Data Breaches scheme.
8. Cookies and analytics
This website uses cookies and analytics tools to understand how the site is used and to measure advertising. You can disable cookies in your browser, though parts of the site may not work as intended.
9. Access, correction and complaints
You may request access to the personal information we hold about you, or ask us to correct it, by emailing hello@realestateagentai.com.au. We will respond within 30 days. If you are a caller and we hold your information on behalf of one of our clients, we may refer your request to that client.
If you believe we have breached the Australian Privacy Principles, contact us first at the address below. If you are not satisfied with our response, you may complain to the Office of the Australian Information Commissioner at oaic.gov.au or on 1300 363 992.
10. Changes to this policy
We may update this policy from time to time. The current version is always available on this page, with the date of last update shown at the top.
11. Contact us
Real Estate Agent AI
112, 150–152 Riseley Street, Booragoon WA 6154
Email: hello@realestateagentai.com.au
Phone: 0431 163 301