Privacy Policy
Last updated: 16/06/26
Proe Ai Pty Ltd (ABN 55 696 128 631) ("we", "us", "our") operates PROE — an AI platform that helps real estate agents bring their enquiries together, prioritise them, draft replies, and keep their CRM up to date. This policy explains what personal information we collect, how we use it, and your rights. We handle personal information in line with the Australian Privacy Act 1988 and the Australian Privacy Principles.
By using our website or the PROE platform, you agree to this policy.
A note on how PROE works. When an agency connects its email, messaging, property-portal and CRM accounts to PROE, we process the communications and records in those accounts on the agency's behalf and on its instructions, so the agency can run its business. The agency remains responsible for that information. If you've contacted an agent who uses PROE and have a question about your information, please contact that agency directly — we'll help them respond.
What we collect
- Account details — your name, business name, email, phone, role, and login details.
- Billing details — billing contact and payment records. Card payments are handled by our payment provider; we don't store full card numbers.
- Connected-account data — when you connect a mailbox (Gmail, Outlook), WhatsApp Business, property portals (such as realestate.com.au and Domain), or a CRM (such as Rex or Agentbox), we receive the messages, attachments, contacts, listings and notes needed to run the service, plus any knowledge files you upload. When you connect Google, we also receive calendar availability and event details needed to schedule appointments you confirm in the app.
- Information about other people in your communications — messages and CRM records naturally contain details about vendors, buyers, solicitors, trades and others. We process this on the agency's behalf to deliver the service.
- Usage information — log data, device and browser details, IP address, and how you use the platform, collected automatically.
- Anything you send us — support requests, feedback and other correspondence.
We don't go looking for sensitive information, and we ask you not to upload it unless it's necessary and you're allowed to.
How we use it
We use personal information to:
- run the platform and bring your messages from email, WhatsApp and the portals into one place;
- use AI to read, classify, tag and prioritise your messages, and file them by listing;
- generate draft replies and message suggestions in your chosen tone;
- power the AI assistant so you can search your messages, documents and CRM, and — when you ask it to — file, assign, or prepare a message for you to review and send;
- write notes and updates back to your CRM;
- schedule property inspections and other appointments when you confirm booking from an email thread, using your connected Google Calendar;
- send you service notifications and alerts, including mobile push;
- verify users, keep the platform secure, and fix problems;
- handle billing and support;
- maintain and improve the platform; and
- meet our legal obligations.
AI processing. Running the features above means relevant message content and files are processed by our AI provider(s). We don't sell your data, and we don't use the communications you process through PROE to train our own AI models.
Google Calendar
When you connect Gmail to PROE, you may also authorise access to your Google Calendar. We use calendar data only for scheduling workflows you control:
- Availability — we read free/busy times on your primary calendar (typically the next seven days) to help suggest when you are available for inspections and meetings;
- Your agenda — we show your events on the Home dashboard and in calendar views inside the app;
- Booking from email — when you confirm "Book & send" on a reply, we create a calendar event with the time, location, and guests you specify, then send the email;
- Creating events — when you create an event in PROE, we add it to your Google Calendar and send invites to guests you add;
- Meeting invites in email — for calendar invitations in your inbox, we show event details and let you RSVP (Yes / No / Maybe), which updates your Google Calendar when the event is on your calendar.
We only create or change calendar events when you take a clear action in the app (for example confirming Book & send or saving a new event). We do not use calendar data for advertising or resale. See our Terms of Service for how connected accounts work.
Who we share it with
We share personal information only as needed to run the service, with providers who are bound to protect it and use it only for the purposes we set. These include our hosting provider, our AI provider(s), and the email, messaging, portal, CRM, payment and analytics services you connect or we rely on. We may also share information with professional advisers, with authorities where the law requires it, and with a buyer if our business is ever sold. We never sell your personal information or share it for someone else's marketing.
Storage and overseas handling
We take reasonable steps to keep your information secure, including encryption, access controls, and monitoring. OAuth tokens and email message bodies are encrypted at rest. Some of our providers may store or process information overseas, including in Australia, the United States, and other countries where our service providers operate. No system is perfectly secure, but we work to protect your data and, if a serious data breach ever occurs, we'll respond as required under the Notifiable Data Breaches scheme.
How long we keep it
We keep personal information only as long as we need it to provide the service and meet our legal obligations. For information we hold on an agency's behalf, we follow that agency's instructions and our agreement with them — returning or deleting it when the agreement ends, unless the law requires us to keep it.
Your choices and rights
You can ask us to access or correct the personal information we hold about you — just email us at the address below. We'll verify your identity and respond within a reasonable time. You can opt out of our marketing emails at any time using the unsubscribe link. If your request relates to information we hold for an agency, we'll pass it to that agency to action.
Cookies
Our website and app use cookies to keep you signed in, remember your preferences, and understand usage so we can improve. You can manage cookies in your browser settings, though some features may not work without them.
Changes
We may update this policy from time to time. We'll post the new version here with an updated date, and let you know if the changes are significant.
Contact us
Questions, requests or complaints? Contact our Privacy Officer at nick@proe.ai. If you're not satisfied with our response, you can contact the Office of the Australian Information Commissioner at oaic.gov.au or 1300 363 992.