Privacy & Terms.
We built AxonEstate on trust. These documents tell you exactly what we collect, why we collect it, how we use it, and what rights you hold.
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.
Terms of Service.
These Terms form a legally binding agreement between you and AxonEstate. By visiting axonestate.com or engaging our services, you agree to these Terms. If you don't agree, please don't use our website or services.
For Clients who engage our services formally, a separate Master Services Agreement (MSA) governs the specifics of the engagement. Where the MSA conflicts with these Terms, the MSA prevails.
1 Who we are
AxonEstate is a productised service that builds and operates AI workforces for real estate agencies. We are not software-as-a-service in the conventional sense — we deliver a customised, configured, and continuously managed system on behalf of our Clients.
Website Use
General principles for browsing and using axonestate.com.
Service Principles
Limitations, disclaimers, and intellectual property.
Engagement Details
Deliverables, timelines, fees, benchmarks, and termination.
2 Using our website
You may use axonestate.com to learn about our services, contact us, and access publicly available content. You agree not to engage in any of the following:
- Use the site in violation of any applicable law or regulation
- Attempt to gain unauthorised access to any part of the site or our systems
- Use automated means to scrape, harvest, or extract data from the site
- Misrepresent your identity or affiliation with any person or organisation
- Use the site to send unsolicited marketing or harmful content to others
- Attempt to reverse-engineer any underlying technology or methodology
- Engage in conduct that disrupts the site for other users
We reserve the right to suspend or terminate access for any user who violates these terms.
3 Client engagements
How engagements begin
Engagements begin with a strategy call, followed by a written quote, and are formalised through an MSA executed by both parties. No services are delivered, and no fees are owed, until an MSA is in place.
Pricing structure
Our standard pricing is a one-time setup fee plus a monthly retainer. The setup fee funds customisation work during deployment. The monthly retainer funds ongoing operations, infrastructure, support, and continuous improvement. Specific amounts, payment terms, and billing cycles are stated in your MSA.
Deployment timelines
Foundation
2 weeks from kickoff call. Timeline extends if Client unavailability delays onboarding.
Momentum
4 weeks from kickoff call. Requires timely provision of access, credentials, and content.
Sovereign
6 weeks from kickoff call. Full build including all agents and integrations.
The Performance Guarantee
If we don't hit the agreed benchmark within 90 days of going live, we refund your setup fee in full and terminate the engagement at no further cost. No fine print. The guarantee is conditional on Client participation in kickoff and onboarding, timely provision of access and credentials, and maintaining the agreed scope during the 90-day period. The exact terms are written into your MSA.
Free upgrades
We commit to upgrading your deployment as new AI capabilities become available — at no additional cost — for as long as you are an active Client. "Upgrades" refers to improvements to our core platform that benefit all Clients. Bespoke features built specifically for your office may be quoted separately.
Termination
Engagements are month-to-month after deployment. Either party may terminate with 30 days' written notice. Upon termination: we export your data back to you in standard formats, cease all processing on your behalf, delete End Contact data from our systems within 90 days, and invoice outstanding fees through the notice period. Specific termination terms are detailed in your MSA.
4 Your responsibilities as a Client
By engaging our services, you agree to the following:
- Provide accurate and complete information during onboarding
- Maintain the legal right to authorise us to communicate with the contacts in your database
- Comply with all applicable laws regarding marketing, privacy, and electronic communications — including the Spam Act, GDPR, TCPA, and CAN-SPAM as relevant to your market
- Maintain valid agency authorities and disclosures for your jurisdiction
- Honour opt-out and unsubscribe requests from your contacts promptly
- Pay invoices on time per the payment terms in your MSA
- Notify us promptly of any data breach, regulatory inquiry, or legal action affecting our service to you
You are responsible for the legality of your database. We operate on your authorisation. If you provide us with a contact to engage, you are representing that you have the legal right to have us do so.
5 Our responsibilities
- Deliver the agreed services within the agreed timeline
- Maintain industry-standard security and privacy practices throughout the engagement
- Comply with applicable laws governing our operations in each market we operate in
- Honour the performance guarantee per the terms of your MSA
- Provide the support, training, and upgrades described in your engagement
- Notify you promptly of any incident affecting your data or service
6 Intellectual property
Our property
The AxonEstate platform, our underlying technology, our methodology, our trademarks, and our website content are owned by AxonEstate and protected by intellectual property laws. You receive no ownership rights in our platform — only the right to use it as described in your MSA.
Your property
Your data, your CRM contents, your voice samples, your scripts, your suburb knowledge, your team's voice patterns, the conversations our agents conduct on your behalf, and the outputs generated for you — all remain yours. We process them on your behalf under your instructions.
Configurations and customisations
The personalised configurations we build for you — voice models, persona scripts, suburb knowledge graphs, vendor profiles — are tailored to your specific business. The underlying platform technology is ours, but the configuration work and resulting customised setup is yours to take with you upon termination, in standard exportable formats, where technically feasible.
Aggregate and anonymised data
We may use aggregated, anonymised, non-identifiable data — patterns, benchmarks, performance statistics — to improve our platform and produce industry insights. This data cannot identify your business or any individual contact.
7 Disclaimers
Our services are provided "as is" and "as available." We do not warrant the following:
- That the services will be uninterrupted or error-free at all times
- That the services will achieve specific commercial outcomes other than the explicit performance guarantee in your MSA
- That third-party integrations — CRMs, portals, telephony, AI providers — will be continuously available
- That the AI models we use will produce specific outputs in every case
We make best efforts to deliver high-quality service and we monitor every conversation our agents conduct. Despite this, AI systems can and occasionally do produce unexpected outputs. You acknowledge this and agree that we are not liable for outputs within the bounds of normal AI behaviour.
8 Limitation of liability
To the fullest extent permitted by law, the following limitations apply:
- Our total aggregate liability for any claim is limited to fees paid to us in the 12 months preceding the claim
- We are not liable for indirect, consequential, incidental, special, or punitive damages
- We are not liable for lost profits, lost data where backups exist, lost business opportunities, or reputational harm
- We are not liable for outcomes resulting from inaccurate information you provided, third-party service failures, or your violation of applicable law
These limitations do not apply where prohibited by law — including Australian Consumer Law guarantees, GDPR-mandated remedies, and US state consumer protections. They do not limit liability for fraud, gross negligence, or wilful misconduct.
9 Indemnification
You agree to defend, indemnify, and hold AxonEstate harmless from claims, damages, and costs arising from:
- Your violation of these Terms or your MSA
- Your violation of any applicable law or regulation
- Your inaccurate, incomplete, or unauthorised data provided to us
- Your infringement of any third party's intellectual property or other rights
- Your instruction to contact a person who has not consented to be contacted
10 Confidentiality
Both parties may receive confidential information from the other during an engagement. Each party agrees to:
- Use confidential information only for the purposes of the engagement
- Protect confidential information with reasonable care — at least as much care as they use for their own confidential information
- Not disclose confidential information to third parties, except to service providers under similar confidentiality obligations or as legally required
Confidentiality obligations survive termination of the engagement indefinitely.
11 Dispute resolution
Informal resolution first
We expect most disputes to be resolved through direct conversation. If you have a concern, contact us at legal@axonestate.com. We commit to responding within 10 business days and working in good faith toward resolution.
Formal resolution
If informal resolution fails, disputes will be resolved as specified in your MSA. For website-only users without an MSA, disputes are governed by the law of [Your jurisdiction] and resolved in the courts of [Your jurisdiction]. For Australian Clients, the Australian Consumer Law applies and consumer rights cannot be excluded.
12 General provisions
- Entire agreement These Terms, together with your MSA if applicable, constitute the entire agreement between us regarding our services
- Severability If any provision is found unenforceable, the remaining provisions remain in full effect
- No waiver Our failure to enforce any provision is not a waiver of our right to enforce it in future
- Assignment You may not assign these Terms without our consent. We may assign in connection with a merger, acquisition, or asset sale
- Force majeure Neither party is liable for delays or failures caused by events beyond reasonable control — natural disasters, war, pandemics, infrastructure failures, regulatory changes that prohibit performance
Changes to these Terms
We may update these Terms as our services, technology, or legal landscape evolves. Website-only users see the updated Terms and continued use constitutes acceptance. Active Clients receive at least 30 days' notice by email before changes take effect.
Disputes & Terms
We respond to all legal enquiries within 10 business days.