Privacy Policy.
AxonEstate is committed to protecting your privacy and the privacy of the contacts your business asks us to handle on your behalf. This policy explains what information we collect, why we collect it, how we use it, who we share it with, and what rights you have.
1 Who this policy applies to
This policy applies to three distinct categories of people who interact with AxonEstate. Each relationship carries different rights and responsibilities.
Website Visitors
Anyone browsing axonestate.com — no sign-up required. Basic analytics and form submissions are collected.
Clients
Real estate agencies, principals, agents, and team members who engage AxonEstate's services.
End Contacts
Leads, vendors, and database records that our Clients ask us to process on their behalf.
Where we decide what data is collected and why, we are the data controller. Where we handle data on behalf of our Clients, we are a data processor — acting under your instructions and our agreements. For End Contact data, the Client is always the controller.
2 Information we collect
From Website Visitors
- Technical data IP address, browser type, device type, operating system
- Behavioural data Pages visited, time spent, referring URL
- Form submissions Name, email, phone, agency name, message when you contact us
- Cookie data See the Cookies section below for full details
From Clients (Real Estate Agencies)
- Business contact information Name, email, phone, agency, role
- Billing details Handled by our payment processor — see the Third Parties section
- CRM credentials and integration access Only with your explicit authorisation
- Communications history All interactions with our team during engagement
- Onboarding materials Voice samples for analysis, suburb knowledge, scripts, vendor profiles
From End Contacts (Your Database)
On behalf of our Clients, our agents process the following categories of information:
- Contact information Name, email, phone, address
- Property enquiry data Property of interest, budget, timeline, motivation
- Conversation data Messages exchanged via SMS, email, voice, and social channels
- Engagement data Open rates, click rates, response patterns
- Status data Lead grading, qualification fields, CRM record updates
3 How we use information
Website Visitor Information
To respond to your enquiries, send you information you've requested, improve our website, comply with legal obligations, and — where you've consented — send marketing communications about AxonEstate.
Client Information
To deliver our services, manage your account, process payments, provide support, send service-related communications, improve our products, and comply with legal obligations.
End Contact Information
Solely to deliver the services our Clients have engaged us for. Specifically:
- Responding to enquiries on behalf of our Clients
- Qualifying leads and capturing structured data into Client CRMs
- Sending marketing, nurture, and follow-up communications as instructed by our Clients
- Making outbound voice calls where legally permitted and Client-authorised
- Generating reports and analytics for our Clients
- Maintaining audit logs for compliance purposes
We do not use End Contact data to train our AI models without explicit Client authorisation. We do not sell End Contact data. We do not share it with other Clients. Full stop.
4 How we share information
We share information only in the following defined circumstances. Nothing else.
| Recipient | What we share | Why |
|---|---|---|
| Your authorised integrations | Contact, conversation, and engagement data | Normal service operation — your CRM, calendar, telephony at your direction |
| Service providers | As needed for their function | Hosting, telephony, email, payments, analytics, support — contractually bound |
| Legal authorities | As required by the order | Compliance with law, subpoena, court order, or regulatory request |
| Acquirer / merger partner | All data, subject to same protections | Corporate transaction — subject to this policy |
| Third parties with consent | As specified in your consent | Any sharing not described above requires your explicit consent first |
5 Data retention
Website data
Retained for up to 24 months unless you request earlier deletion.
Client data
Duration of engagement plus 7 years after termination for tax, audit, and legal purposes.
End Contact data
Per Client instructions. Exported back to you and deleted within 90 days of engagement end.
Audit logs
Retained for the period required by applicable law — typically 7 years for Australian commercial records.
6 Data security
We take security seriously and apply industry-standard measures across our entire infrastructure.
- Encryption in transit (TLS 1.2+) and at rest for all stored data
- Access controls based on role and genuine need-to-know
- Regular security audits and penetration testing by independent parties
- Multi-factor authentication required for all administrative access
- Logging and monitoring of all access to sensitive data
- Incident response procedures, including breach notification within 72 hours where legally required
No system is perfectly secure. If we become aware of a breach affecting your information, we will notify you and the relevant regulators in accordance with applicable law.
7 Your rights
Depending on your jurisdiction, you may have the right to exercise any of the following:
Access
Request a copy of the personal information we hold about you.
Correction
Have inaccurate or incomplete information corrected.
Deletion
Request deletion of your information, subject to legal retention requirements.
Restriction
Restrict or object to certain types of processing.
Portability
Receive your data in a machine-readable format for transfer to another service.
Withdraw consent
Withdraw consent at any time where processing is based on consent.
To exercise any of these rights, email privacy@axonestate.com. We respond to verified requests within 30 days.
For Australian residents: Rights are governed by the Privacy Act 1988 (Cth) and the Australian Privacy Principles. Complaints may be lodged with the OAIC at oaic.gov.au.
For European residents: Rights are governed by the GDPR. Our lawful bases include contract performance, legitimate interest, and consent.
For US residents: Rights vary by state. California residents have additional rights under the CCPA/CPRA.
For End Contacts: If you are a contact in a Client's database, please contact the real estate agency directly — they are the data controller for your information, and we will support their response to your request.
8 Cookies and tracking
Our website uses cookies and similar technologies for the following purposes:
- Essential functionality Always active — these make the website work
- Analytics We use privacy-respecting analytics. Disable via our cookie settings banner
- Marketing attribution Only where you have explicitly consented
You can manage your cookie preferences through our cookie banner or directly through your browser settings. Disabling certain cookies may affect site functionality.
9 International data transfers
AxonEstate operates globally. Your information may be processed in countries other than your own — including Australia, the United States, and other jurisdictions where our service providers operate.
When we transfer information internationally, we use appropriate safeguards including standard contractual clauses, adequacy decisions, and contractual data protection commitments with our providers.
10 Children's privacy
Our services are intended for businesses and the contacts those businesses interact with through real estate transactions. We do not knowingly collect information from children under 16. If you believe we have collected information from a child, contact us immediately and we will delete it promptly.
11 Contact us
For privacy questions, requests, or complaints:
Privacy Enquiries
AxonEstate Privacy Office
[Your registered business address]
Everything Else
We aim to respond to all enquiries within 2 business days.