Privacy Policy

1. About this Policy

This Privacy Policy explains how At Ease AI Technologies Pty Ltd (ACN 699 501 883) ("At Ease AI", "we", "us") collects, uses, discloses and protects personal information when you use our website at ateaseai.net and our platform (the "Services") — an AI voice assistant ("Aria") and customer-relationship-management (CRM) system for real estate agents and agencies.

By using the Services you consent to the handling of your personal information as described here. If you do not agree, please do not use the Services.

2. The information we collect

We collect personal information that is reasonably necessary to provide the Services, including:

• Account & profile information — your name, email address, phone number, business/agency name, role or job title, and the Google account identifier you use to sign in.
• Billing information — your subscription tier and billing records. Card payments are processed by our payment provider (Stripe); we do not collect or store your full card number.
• Content you create in the CRM — contacts, property listings, notes, calendar events, tasks and messages you enter or generate.
• Call and communication data — where Aria answers calls on your behalf, we collect and store call recordings and/or transcripts, caller details, enquiry information and outcomes, and records of SMS and email sent or received through the Services.
• Calendar data — where you connect Google Calendar, availability and event details needed to check availability and book appointments (see section 7).
• Technical and usage data — IP address, device and browser type, log and diagnostic data, and how you use the Services, collected automatically including through cookies (see section 13).

3. How we collect information

We collect information: directly from you when you sign up, configure or use the Services or contact us; automatically as you use the website and platform; through Aria's handling of inbound and outbound telephone calls; and from third-party services you choose to connect (such as Google). Where it is reasonable and practicable, we collect personal information directly from the individual concerned.

4. How we use information

We use personal information to:

• provide, operate and maintain the Services — including AI call answering, lead qualification and capture, appointment scheduling, the CRM, and the automated SMS and email you configure;
• process subscriptions, payments and usage-based charges;
• authenticate you, secure the Services, and prevent fraud, abuse and misuse;
• provide customer support and respond to your enquiries;
• maintain, troubleshoot and improve the Services; and
• comply with our legal obligations and enforce our terms.

5. Information about your clients and callers

When you use the Services, we handle personal information about your own clients, prospects and callers (for example their names, phone numbers, email addresses, enquiry details, property preferences, appointment details and call recordings). We generally handle that information on your behalf and under your instructions so that you can provide your services to them.

6. Artificial intelligence processing

The Services use artificial-intelligence models to transcribe and understand calls, generate responses, and assist with CRM tasks. To do this, relevant content (such as call audio, transcripts and CRM text) is processed by us and by our AI processing providers strictly to provide the Services to you. We do not sell your personal information, and we do not permit our AI providers to use your or your callers' content to train their general, publicly-available models.

6a. Automated decisions

Some parts of the Services use computer programs, including AI models, to make or substantially influence decisions. Specifically: we score and rank enquiries by likely intent and urgency, we classify a caller's interest and warmth, and we decide which enquiries to surface to an agent first and in what order. Those decisions use information such as what a caller said on a call or in a message, the property or suburb they asked about, any budget or timeframe they gave, and the history of previous contact.

These decisions affect the order and speed with which a person is contacted by an agency. They do not determine whether a property is sold or leased to anyone, and a human agent remains able to see, reorder and override every one of them. If you would like to know how a decision about you was reached, contact us using the details in section 17.

We are not an anti-money-laundering service. The Services do not perform customer due diligence, identity verification, politically-exposed-person or sanctions screening, transaction monitoring, or suspicious matter reporting, and must not be relied on for those purposes. An agency remains solely responsible for its own AML/CTF programme and its obligations to AUSTRAC.

7. Google user data

If you connect a Google account, we request only the permissions needed to provide the feature you enable — principally read and write access to your Google Calendar, to check availability and create or update appointment events on your behalf. We also use your Google profile email to sign you in.

Our use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including its Limited Use requirements. Specifically, we use Google user data only to provide and improve the features you request; we do not sell it; we do not use it for advertising; and we do not allow humans to read it except where you expressly consent, where necessary for security or to comply with law, or in aggregated/anonymised form for operations. You can disconnect Google access at any time in your account settings or via your Google account's third-party access page.

8. Who we share information with

We do not sell personal information. We share it only with:

• Service providers who help us run the platform, acting on our instructions — including Google (sign-in and Calendar), Twilio (telephony and SMS), Stripe (payments), our AI model providers (call and assistant processing), our email-delivery provider, and our data-storage and hosting providers;
• Professional advisers, or authorities, where reasonably necessary to comply with the law, a court order or a lawful request, or to protect our rights, safety or property or those of others; and
• A successor entity in connection with a merger, acquisition or sale of assets, subject to this Policy.

9. Overseas disclosure

Some of our service providers store or process personal information outside Australia, including in the United States and other countries where those providers or their infrastructure are located. Before disclosing personal information overseas we take reasonable steps to ensure it is handled consistently with the Australian Privacy Principles.

10. How we keep information secure

We take reasonable steps to protect personal information from misuse, interference and loss, and from unauthorised access, modification or disclosure — including encryption of data in transit, access controls, and separation of each customer's data. No method of transmission or storage is completely secure, so we cannot guarantee absolute security.

11. How long we keep information

We keep information in two classes, because different obligations apply to each.

Records connected to a property transaction. Since 1 July 2026, Australian real-estate agencies are reporting entities under the Anti-Money Laundering and Counter-Terrorism Financing Act 2006 (Cth), and are required to keep certain records for seven years. Where information we hold on an agency's behalf forms part of those records, we retain it for at least that period. We do this so an agency can meet its own obligation; the obligation itself is theirs, not ours.

Everything else. Operational information that is not part of that record — for example website chat transcripts, visitor technical data, and diagnostic logs — is kept only for as long as it is reasonably needed, and is then deleted or de-identified.

What we do today, stated plainly. We currently archive rather than destroy records inside the Services: archiving removes a record from everyday use but the underlying data is retained. We honour a request to delete personal information where no legal retention obligation applies to it, and we will tell you when an obligation prevents deletion rather than leaving the request unanswered. Where an agency has chosen a shorter retention setting for its own workspace, that choice is recorded with the date and the person who made it.

12. Accessing, correcting & complaining

You may request access to the personal information we hold about you, and ask us to correct it if it is inaccurate, out of date or incomplete, by emailing admin@ateaseaitech.com. We will respond within a reasonable period and may need to verify your identity first.

If you have a privacy complaint, please contact us at admin@ateaseaitech.com and we will investigate and respond. If you are not satisfied with our response, you may complain to the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au.

13. Cookies

We use essential cookies to keep you signed in and to operate the Services securely. We do not use third-party advertising cookies. You can control cookies through your browser settings, but disabling essential cookies may prevent you from logging in.

14. Direct marketing

We may send you service and account communications, and occasionally information about features or offers. You can opt out of marketing messages at any time using the unsubscribe link or by contacting us. Any marketing you send to your own clients through the Services is your responsibility and must comply with the Spam Act 2003 and other applicable laws.

15. Children

The Services are intended for businesses and their staff and are not directed at individuals under 18. We do not knowingly collect personal information from children.

16. Changes to this Policy

We may update this Policy from time to time. We will post the updated version on this page and change the "Last updated" date above. Where changes are material, we will take reasonable steps to notify you.

17. Contact us

For any privacy question or request, contact:

At Ease AI Technologies Pty Ltd (ACN 699 501 883)
Melbourne, Victoria, Australia
Email: admin@ateaseaitech.com