Privacy Policy

ListingMate (ABN 65 809 392 374) (ListingMate, we, us) provides marketing software to Australian real estate agencies. This policy explains how we handle personal information under the Privacy Act 1988 (Cth) and the Australian Privacy Principles.

We handle personal information in two ways:

• For our own business: information about our customers, website visitors, people we contact about ListingMate, and people who contact us.
• For agencies that use ListingMate: information agencies put into the platform or collect through it, such as agent profiles, listing details and property enquiries. For this information the agency decides what is collected and why, and we act as its service provider. If you are a client of an agency, please read that agency's privacy policy too, and contact the agency first with any questions.

1. What we collect

• Agency staff and agents who use ListingMate: name, email, phone, job title, agency, profile photo, login details, and how you use the platform.
• Agency billing contacts: name, email, billing details and payment records. Card details are held by our payment provider, Stripe, not by us.
• People in listing content: names, images or other details an agency includes in listing records, photos or video.
• People who enquire about a property: name, contact details and message, sent through the property pages we host for agencies. We pass these to the agency that owns the listing.
• People who write reviews: the name and words of client reviews an agency adds, which may be published as posts on the agency's social media.
• People who interact with agency social media posts: profile names, comments and engagement data returned by the social platform, where the agency connects that account.
• Agents and agencies we contact about ListingMate: business contact details such as name, agency, work email and phone, collected from public sources such as agency websites, plus records of the emails, calls and texts we send and whether our emails were opened.
• Website visitors: IP address, device and browser details, pages visited, and cookie data.
• People who contact us: name, contact details and what you tell us.

We do not intend to collect sensitive information, such as health information. If you send it to us, we will handle it with extra care or delete it.

2. How we collect it

We collect personal information:

• directly from you, when you sign up, use the platform, book a demo, enquire about a property, or contact us;
• from the agency you work for, when it sets up your account;
• from systems an agency connects to ListingMate, such as its CRM, listing feed or social media accounts;
• from public sources, such as agency websites, when we research agencies to contact; and
• automatically, through cookies and similar tools on our website.

You can browse our website without telling us who you are. To use ListingMate, book a demo or get support, we need your name and contact details. If you don't provide them, we may not be able to provide the service.

If you connect a social media or other account to ListingMate, you can limit what we receive using that platform's settings. If you disconnect it, we stop receiving new information from it, but information we already received is not affected.

3. Why we use it

We use personal information to:

• provide the ListingMate platform, including generating, scheduling and publishing marketing content for agencies;
• deliver property enquiries to the right agency;
• set up and manage accounts, and provide support;
• bill customers and keep business records;
• keep the platform secure and prevent misuse;
• improve the platform, using de-identified data where we can;
• contact agencies about ListingMate, and send service messages; and
• meet our legal obligations.

We may create de-identified or aggregated data, such as usage statistics, and use it to run and improve ListingMate. We will not try to re-identify it.

We do not sell personal information. We do not use information agencies put into the platform to train AI models, and we require our AI provider not to train on it.

4. AI and automated decisions

ListingMate uses AI models to write marketing content, such as captions and listing descriptions, from information an agency provides. To do this, we send the relevant listing details, images and brand settings to our AI provider, Anthropic, which processes them to generate content for us.

Agencies review content before it is published, unless they turn on Autopilot. With Autopilot on, ListingMate approves and schedules posts automatically, within limits the agency sets.

We do not use computer programs to make decisions about individuals that could significantly affect their rights or interests.

5. Who we share it with

We share personal information with:

• service providers who help us run ListingMate: Vercel (hosting), Supabase (database and storage), Anthropic (AI), Resend (email), MessageMedia (text messages), GitHub (making listing videos), Stripe (payments) and Telegram (internal notifications to our team);
• social media platforms an agency connects, such as Facebook and Instagram, when we publish content for that agency;
• the agency that owns a listing, when you enquire about it;
• professional advisers, such as our accountant or lawyer;
• a buyer, investor or successor, and their advisers, if we sell or restructure all or part of our business (they must protect the information as this policy describes); and
• government bodies or others where the law requires it.

We require our service providers to protect personal information and use it only to provide services to us.

Content an agency publishes through ListingMate, such as social media posts, becomes public and can be seen, copied and shared by others.

6. Overseas disclosure

Some of our service providers store or process data outside Australia, including in the United States. We take reasonable steps to make sure they handle personal information in line with the Australian Privacy Principles.

7. Cookies and analytics

Our website uses cookies and similar tools to keep you logged in, understand how the site is used, and measure our advertising. We use Google Analytics and the Meta Pixel for this. We do not run them on the property and vendor pages we host for agencies. Our Cookie Notice has the details.

You can block or delete cookies in your browser settings, though parts of the site may then not work. You can control ads from Meta in your Facebook ad preferences and from Google in My Ad Center.

8. Sales and marketing messages

We may contact agencies and agents about ListingMate by email, phone or text. Every marketing email includes an unsubscribe link, and you can ask us to stop contacting you at any time. We do not call numbers that have not been checked against the Do Not Call Register.

9. How we keep it safe

Each agency's data is kept separate from every other agency's, and connected-account credentials are encrypted. We use secure hosting providers, encryption and access controls. No system is completely secure, so we cannot guarantee the security of information sent to us online.

We keep personal information only as long as we need it for the purposes above or as the law requires, then delete or de-identify it.

If a data breach is likely to cause serious harm, we will notify affected people and the Office of the Australian Information Commissioner, as the Notifiable Data Breaches scheme requires. Where the breach involves an agency's data, we will work with that agency.

10. Accessing and correcting your information

You can ask to access or correct the personal information we hold about you by contacting us. We will respond within 30 days. We may need to confirm your identity first. If we refuse a request, we will tell you why and how to complain.

If your information is held for an agency, we will pass your request to that agency and help it respond.

11. How to delete your data

You can ask us to delete the personal information we hold about you at any time. To request deletion, email privacy@listingmate.com.au from the address associated with your account, or contact your agency if it administers your information in ListingMate. We will delete the requested data within 30 days, except where we are required to keep it to meet a legal obligation.

This includes connected-account data. On request, we delete the stored authorisation tokens for any Meta (Facebook or Instagram) or CRM account you connected, and deleting your ListingMate account removes your login and the personal information tied to it. You can also revoke ListingMate's access at any time from your Facebook account's Business Integrations settings.

12. Complaints

If you have a privacy complaint, please contact us first. We will acknowledge it within 5 business days and aim to resolve it within 30 days.

If you are not satisfied, you can contact the Office of the Australian Information Commissioner at oaic.gov.au or on 1300 363 992.

13. Children

ListingMate is a business service and is not intended for anyone under 18. We do not knowingly collect personal information from children. Children may sometimes appear in listing photos supplied by agencies, and agencies are responsible for having permission to use those images. If you believe we hold a child's information that should be removed, please contact us.

14. Other websites

Our website, and content agencies publish, may link to other websites and platforms. We are not responsible for their privacy practices, so please read their privacy policies.

15. Contact us

Privacy enquiries: privacy@listingmate.com.au

16. Changes to this policy

We may update this policy from time to time. The latest version will always be on our website, with the date it was last updated.