Draft, to be reviewed by a lawyer. This policy is not yet in force.
Privacy policy
aeirbase is an invite-only tool for finding rental listings and keeping track of your conversations with leasing agents. It is run by aeirme (ABN 50 360 498 179), a Sydney, NSW business ("aeir", "we", "us"). This policy explains what personal information we hold, why, and what you can do about it. We follow the Australian Privacy Principles in the Privacy Act 1988 (Cth).
1. What we collect
- Your account: your email address and, if you give it, your name. Your role (admin or operator) and whether the account is active.
- Sign-in records: when you sign in and use aeirbase, the network address you sign in from (used to stop repeated sign-in attempts), and a record of each session. Sign-in links, codes and sessions are stored only in scrambled (hashed) form.
- Your workspace: what you put into aeirbase: saved listings, pipeline stages, notes, boards, searches, settings, message templates, the messages you write, call recordings you choose to make, and the contact details of agents and others you add.
- How you use aeirbase: which pages and features you use and how long you spend on them, tied to your account. Counts only, never the content of your leads or messages. It's stored on our server in Australia.
- Services you connect: if you connect Gmail, the access it gives aeirbase to send the emails you approve and to check for replies to them. If you link Discord, your Discord username and ID. If you add your own keys for AI or voice services, those keys.
- Your browser add-on: the listing pages you view on realestate.com.au and Domain while the add-on is installed, and, only if you switch on "Share the crawl", the pages your add-on reads from the shared queue.
- Public listing information: what a listing page publishes, such as the address, rent, features, photo links and the listing agent and agency as shown on the page.
2. Information about other people
When you add an agent's or landlord's name, phone number, email or notes, you are collecting their personal information. You are responsible for collecting and using it lawfully. We hold it for you, in your account only. Other operators can't see it, and we don't use it for our own purposes.
The shared listing list holds public listing information only. Contact details you add or find, and everything you do with them (notes, messages, calls), stay in your account.
3. How we collect it
From you, as you use aeirbase; from your browser add-on; from services you connect; and from public listing sites and listing data services. We don't buy personal information.
4. Why we use it
- To run aeirbase for you: show your listings and pipeline, send what you approve, keep your work between devices.
- To sign you in and keep accounts secure, including limiting sign-in attempts.
- To send you sign-in links and service emails.
- To fix problems and keep backups.
- To improve aeirbase: we measure how members use it (pages, time, features) to see what works and what doesn't.
We never sell your information, show you ads, or share it for anyone else's marketing. We don't send marketing emails.
5. Who we share it with
Only the service providers that run aeirbase, and only what each one needs:
- DigitalOcean hosts our servers, in Sydney, Australia.
- Resend sends sign-in emails. It receives your email address and the email's content, and may process it in the United States.
- Google, if you connect Gmail, sends the emails you approve. Google Fonts serves the typeface on the sign-in and legal pages, so your browser fetches it from Google, which sees your network address. Pages that hold a sign-in link don't load it.
- Discord, if you link it or turn on Discord alerts, receives the listing alerts you ask for and our announcements to members. It may process them in the United States.
- AI and voice services (such as Anthropic, OpenAI, ElevenLabs, xAI, Google Gemini and TypeSafe) receive the text or audio needed for the features you use, such as call notes or the AI caller. Most are based outside Australia, often in the United States. Where you use your own key, that service's own terms and privacy policy apply to you.
- Listing data services (such as Domain, Ray White and AirDNA) receive listing addresses for lookups. They don't receive your workspace.
Before we send personal information overseas we take reasonable steps to make sure the provider protects it, as Australian Privacy Principle 8 requires. We may also disclose information if the law requires it.
6. How we keep it safe
- Each account's data is kept in its own folder, and aeirbase never shows one account's data to another.
- All connections use HTTPS. Sign-in links and codes work once and last 15 minutes; a session ends after 60 days without use.
- Servers are reachable only by key-based sign-in, and keys you add are kept in files only aeirbase can read.
- Only the admin can reach the servers, for maintenance, backups and support.
7. How long we keep it
We keep your account and workspace while your account is active. If your account is removed, its folder is deleted straight away and a backup copy is kept for up to [30] days in case of a mistake, then deleted. Sign-in records are kept for up to [90] days.
8. Seeing and correcting your information
You can see and change most of your information in aeirbase itself. To ask for a copy of everything we hold about you, a correction, or deletion, email hello@aeir.me. We'll answer within 30 days. We'll check it's you before we act.
9. Using aeirbase without your name
You don't have to give your name. You do need an email address, because that is how you sign in.
10. If something goes wrong
If a data breach is likely to cause serious harm, we'll tell the people affected and the Office of the Australian Information Commissioner, as the Notifiable Data Breaches scheme requires.
11. Complaints
If you're unhappy with how we've handled your information, email hello@aeir.me. We'll reply within 30 days. If you're still not satisfied, you can complain to the Office of the Australian Information Commissioner at oaic.gov.au or on 1300 363 992.
12. Changes
We'll update this page when our practices change, and tell you by email before a change that matters.