This Privacy Policy explains how KEYHIVE.COM.AU PTY LTD (ACN: 677 972 922, ABN: 51 677 972 922) ("we," "us," or "our") collects, uses, and protects your personal information when you use our modern agent services and supporting technology platform ("Services" and "Platform"). KeyHive provides licensed real estate professional services enhanced by AI tools with transparent pricing. We are committed to protecting your privacy and being transparent about our data practices in accordance with Australian law.
Age Requirement: You must be 18 years or older to use KeyHive.
1. Information We Collect
Personal Information
When you register for an account or use our services, we may collect:
- Contact information (name, email address, phone number, postal address)
- Identity verification details (driver's licence, passport, date of birth)
- Property information (addresses, ownership details, listing descriptions)
- Financial information related to transactions (deposit amounts, preferred settlement dates)
- Communication records (messages, support requests, transaction correspondence)
Pre-Account Property Management Invitations
When our licensed agents create property listings on your behalf before you create a KeyHive account, we collect:
- Your email address and phone number (encrypted with AES-256-GCM for security)
- Your name and property address for the listing
- Consent information documenting how and when we collected your data
Why we collect this information: To create your property listing and keep you informed about offers, marketing activities, and important updates while our licensed professionals manage your property sale.
How we protect it: Your contact information is encrypted using bank-level AES-256-GCM encryption and stored securely. Only your assigned KeyHive agent and authorised staff can access it.
When we notify you: We send you a privacy notice email immediately when your information is collected (APP 5 compliance), explaining what we've collected, why, and your rights.
How long we keep it: Your encrypted contact information is automatically deleted when you create your account or after 12 months if you don't create an account.
Your rights: You can request access, correction, or deletion of this information at any time by emailing privacy@keyhive.com.au. Creating a free KeyHive account gives you direct control over your property listing and all associated data.
Identity Verification Information
When you choose to verify your identity, you'll provide:
- Your government-issued ID (driver's licence or passport)
- A quick selfie with liveness check to confirm it's really you
- Your device details for security purposes
- Your consent confirmation and when you gave it
You verify through our trusted partner RapidX—they handle your documents securely and we don't store them. We only keep your verification status to unlock platform features. Your verification stays active for 12 months, keeping things simple for future transactions.
Document Verification Service (DVS) Compliance
KeyHive uses the Australian Government's Document Verification Service (DVS) to verify identity documents. This means:
- Your document details are checked with the issuing authority (e.g., state transport authority for driver's licenses)
- We access the DVS through approved Gateway Service Providers to ensure secure verification
- All DVS checks are logged for compliance and audit purposes
- You must provide explicit consent before we perform any DVS checks
- We comply with all DVS Participation Agreement requirements
The DVS helps us ensure the identity documents you provide are genuine, protecting you and other users from fraud. We maintain comprehensive audit logs of all verification attempts as required by law.
Social Login Information
When you choose to create an account using social login providers (Facebook, Google, Apple), we may collect:
- Basic profile information (name, email address, profile picture)
- Account identifier from the social platform (used to link your account)
- Any additional information you authorise the social platform to share
We only request the minimum information necessary to create and verify your account. You can revoke access to your social media accounts at any time through your privacy settings on those platforms.
Technical Information
We automatically collect certain technical information when you use our Platform:
- Device information (IP address, browser type, operating system)
- Usage data (pages visited, time spent, features used)
- Location data (if you enable location services)
- Cookies and similar tracking technologies
2. How We Use Your Information
As a modern agent service with licensed professionals, we use your personal information to:
- Provide licensed professional services: Our licensed real estate professionals (Lauren Mijatovic - WA License: RA85978) use your information to deliver expert consultation, property analysis, and transaction management as part of our modern agent service
- AI-enhanced property analysis: Power our AI tools for property valuations, market analysis, pricing recommendations, and content generation - all supervised by licensed professionals to ensure accuracy and compliance
- Process transactions: Handle offers, contracts, and settlement coordination with professional oversight and comprehensive transaction management
- Verify identity: Comply with legal requirements and prevent fraud through automated and manual verification processes, ensuring secure professional service delivery
- Professional consultation: Enable our licensed agents to provide expert guidance, market insights, and strategic advice tailored to your specific property situation
- Service coordination: Coordinate with professional service partners (photographers, settlement agents, inspectors) as part of our comprehensive modern agent service
- Communicate professionally: Send updates, notifications, professional consultations, and support responses as part of our licensed agent service
- Marketing: Send property alerts and KeyHive updates (only with your consent—you can unsubscribe anytime)
- Legal compliance: Meet our obligations under Australian privacy, anti-money laundering laws, and WA real estate regulations
Direct Marketing: We only send marketing emails if you opt-in. You can unsubscribe instantly via the link in any email or in your account settings. We never sell or rent your email address to third parties.
AI-Enhanced Professional Data Processing
Our licensed professionals use AI-enhanced tools to provide superior service:
- Property valuation AI: Your property details train our AI models to provide accurate market valuations and pricing recommendations, always validated by licensed professionals
- Market analysis AI: We process your property data alongside market trends to generate insights about comparable sales, market conditions, and optimal timing strategies
- Content generation AI: Property descriptions, marketing content, and listing enhancements are AI-generated using your property information, then reviewed and approved by licensed agents
- Professional enhancement: All AI processing enhances our licensed professionals' ability to serve you - the AI never replaces professional judgment, it empowers it
Professional oversight: Every AI recommendation is reviewed by our licensed real estate professionals to ensure accuracy, compliance, and appropriateness for your specific situation. You maintain full control over all decisions while benefiting from AI-enhanced professional insights.
3. Professional Service Information Sharing
Licensed Professional Service Data Sharing
As a modern agent service, we share your information with licensed professionals and qualified service providers to deliver comprehensive real estate services:
- With our licensed real estate professionals: Our licensed agents (Lauren Mijatovic - WA License: RA85978) access your information to provide expert consultation, market analysis, transaction management, and professional guidance as part of our modern agent service
- With other users: Your property listings and messages when you're buying or selling, facilitated through our professional service platform
- With professional service partners: Licensed and qualified providers including professional photographers (Media Package $2,500), licensed settlement agents (conveyancing services), qualified inspectors, and mortgage brokers - all coordinated by our licensed agents
- With essential service providers:
- RapidX - Identity verification partner (they process but don't store your documents) for secure professional service delivery
- Gateway Service Providers - DVS access for document verification with government authorities
- Supabase - Secure database hosting with bank-level encryption
- SendGrid - Professional communication delivery
- Google Maps - Property location services for professional analysis
- Google Gemini AI - AI processing for property analysis (under professional supervision)
- With financial partners: Only when you're arranging deposits, loans, or settlement through our professional service network
Legal Requirements
We may disclose your information when required by law or to:
- Comply with legal processes or government requests
- Protect our rights, property, or safety, and that of our users
- Prevent fraud or illegal activities
- Meet anti-money laundering and identity verification obligations
4. How We Protect Your Information
Your security is our priority. Here's exactly how we keep your data safe:
Advanced Encryption Architecture
- AES-256-GCM Field-Level Encryption: We implement bank-level AES-256-GCM encryption for all sensitive personal information. Twelve specific database fields containing your most sensitive data are individually encrypted at rest, including full names, phone numbers, addresses, financial details, offer information, and message content. This exceeds Australian Privacy Principles (APP 11) requirements.
- Query-Layer Decryption Architecture (ADR-005): Our encryption system follows advanced architectural patterns where encrypted data is seamlessly decrypted at the query layer. Fields with 'enc:' prefixes are automatically decrypted for authorised professional use while maintaining security at rest.
- Professional Data Access Controls: Our licensed real estate professionals access decrypted data only when providing professional services, with all access logged and monitored. AI processing uses encrypted data streams with professional oversight.
- Secure transmission: TLS 1.3 encryption for all data in transit, ensuring professional communications and AI data processing remain secure
- Database security: Row-level security (RLS) policies combined with field-level encryption ensure comprehensive data protection - you only access your own data, and sensitive fields are encrypted even at database level
- Infrastructure protection: Hosted on Supabase's SOC 2 Type II certified infrastructure with additional encryption layers for professional service delivery
Professional Service Access Controls
- Licensed Professional Access: Our licensed real estate professionals (Lauren Mijatovic - WA License: RA85978) have controlled access to encrypted client data only when providing professional services, with all access logged for compliance
- Multi-factor authentication: Required for all professional service accounts and available for all user accounts
- Role-based permissions: Strict access controls based on service roles - licensed agents, users, and AI systems have different permission levels
- Advanced API rate limiting: Comprehensive protection with specialised limits: 200/hour for AI operations, 1000/hour for property operations, 500/hour for admin functions with role checking
- Session management: Professional service sessions with automatic timeout after 30 days of inactivity, enhanced monitoring for licensed agent access
Operational Security
- 24/7 monitoring: Real-time security alerts and anomaly detection
- Regular audits: Monthly security reviews and penetration testing
- Incident response: Dedicated security team with 4-hour response SLA
- Data backups: Daily encrypted backups with point-in-time recovery
- Audit logging: Comprehensive logs of all data access and modifications
While we use industry-best security practices, we're transparent that no online system is 100% secure. If we ever detect a breach that affects you, we'll notify you within 72 hours as required by law.
5. Your Privacy Rights
You're in charge of your information. Under Australian privacy law, you can:
- See what we have: Get a copy of all your personal information
- Fix mistakes: Tell us to correct anything that's wrong or incomplete
- Delete your data: Ask us to remove your information (where legally possible)
- Pause processing: Limit what we do with your data in certain situations
- Take it with you: Download your data in a format you can use elsewhere
- Say no: Object to specific ways we use your information
Data Deletion Rights
If you signed up using Facebook, Google, or Apple login, you have additional rights regarding your data:
- Social platform data deletion: You can request deletion of data we received from social login providers
- Account deletion: You can permanently delete your KeyHive account and associated data
- Selective data removal: You can request removal of specific types of information where legally permitted
Facebook users: In compliance with Facebook's platform policies, you can request deletion of your data by emailing us from your account's registered email address. We will confirm your identity and process deletion requests within 30 days.
How to make a request: Email privacy@keyhive.com.au from your registered email address with your request. We'll verify your identity for security, then respond within 30 days. Your first request each year is free.
6. Cookies and Tracking
We use cookies and similar technologies to enhance your experience on our Platform. These help us:
- Remember your preferences and settings
- Analyse Platform usage and performance
- Provide personalised content and recommendations
- Ensure security and prevent fraud
You can control cookie settings through your browser, though disabling certain cookies may affect Platform functionality. For more details, see our Cookie Policy.
7. Professional Service Data Retention
As a licensed real estate service, we keep your data for specific periods based on professional obligations and legal requirements:
- Active account data: As long as your account is active and you're receiving modern agent services
- Licensed professional service records: 7 years after service completion (Real Estate and Business Agents Act 1978 WA requirement)
- Property transaction records: 7 years (real estate regulations and professional obligations)
- AI processing data: Training data anonymised after 12 months, with professional oversight records retained for 7 years
- Pre-account invitation data: Encrypted contact information automatically deleted when you create your account, or after 12 months for expired invitations (Australian Privacy Act APP 11.2 compliance)
- Identity verification: 12 months from verification date for active service, 7 years for completed transactions
- DVS audit logs: 7 years (compliance requirement)
- Professional consultation records: 7 years (professional practice requirements)
- Marketing preferences: Until you unsubscribe
- Support communications: 2 years
- Encrypted sensitive data: Securely deleted after retention periods with cryptographic erasure
After these periods, we securely delete your information using cryptographic erasure for encrypted data unless we're legally required to keep it longer. Our licensed professionals ensure all data retention meets professional practice standards.
8. Professional Service Partner Privacy
Our modern agent service coordinates with licensed and qualified professional service partners to deliver comprehensive real estate services. These professional partnerships include:
- Professional Photographers: Media Package services ($2,500) including professional photography, drone shots, floorplans, and signboards - governed by their privacy policies
- Licensed Settlement Agents: Conveyancing and settlement services - governed by their privacy policies and professional obligations
- Qualified inspectors, mortgage brokers, and other licensed professionals: Each governed by their respective privacy policies and professional practice requirements
- Google Gemini AI: AI processing services under Google's privacy policy, with additional professional oversight and data protection measures
Our licensed professionals coordinate these services and ensure appropriate privacy standards are maintained. We encourage you to review their privacy practices when using their services through our modern agent service. All professional partners are selected based on their privacy and security standards.
9. When Your Data Travels
Sometimes your information needs to cross borders to give you the best service. For example, when you verify your identity, RapidX might process it in their secure international facilities. Don't worry—wherever your data goes, we make sure it's protected to Australian privacy standards. Your security travels with you.
10. Changes to This Policy
We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. We will notify you of material changes by email or through a prominent notice on our Platform. Your continued use of our services after changes become effective constitutes acceptance of the updated policy.
11. Contact Us
If you have questions about this Privacy Policy or how we handle your personal information, please contact us:
- Privacy Officer: privacy@keyhive.com.au
- General Enquiries: support@keyhive.com.au
- Phone: 0410 631 732
- Mail: Privacy Officer, KEYHIVE.COM.AU PTY LTD, Suite 3344, Shop 22, 816 Beeliar Drive Success WA 6164, Australia
12. Not Happy? Let's Fix It
If something's not right with how we've handled your information, tell us first—we'll do our best to sort it out. Still not satisfied? You can take it further with the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au or call them on 1300 363 992. Your privacy matters to us.
13. AI Data Processing Transparency
As a modern agent service using AI-enhanced tools, we're transparent about how AI processes your data:
- Google Gemini AI Processing: Your property information may be processed by Google's Gemini AI to generate market analysis, property descriptions, and valuation insights. This processing occurs under professional supervision with Google's privacy protections.
- Data Minimization: We only send the minimum necessary property data to AI services. Personal identifying information is removed or tokenised before AI processing.
- Professional Oversight: All AI-generated insights are reviewed and validated by our licensed real estate professionals before being used in your service.
- No AI Training on Personal Data: Your personal information is not used to train AI models. Market data may be used in anonymised form for service improvement.
- AI Processing Controls: You can request that specific data not be processed by AI tools - our licensed professionals can provide manual analysis instead.
14. Modern Agent Service Compliance Framework
KeyHive is committed to meeting all Australian privacy, data protection, and real estate professional service requirements:
Privacy Act 1988 (Cth) Compliance
- Australian Privacy Principles (APPs): We comply with all 13 APPs, including:
- APP 1: Open and transparent management of personal information
- APP 3: Collection of solicited personal information only when necessary
- APP 6: Use and disclosure for primary purposes only
- APP 8: Cross-border disclosure protections
- APP 11: Security of personal information
- APP 12: Access to personal information
- Notifiable Data Breach Scheme: 72-hour notification commitment for eligible breaches
- Credit Reporting: We don't engage in credit reporting activities
Other Regulatory Compliance
- Anti-Money Laundering and Counter-Terrorism Financing Act 2006: Identity verification for property transactions over $10,000
- Electronic Transactions Act 1999 (WA): Valid electronic signatures and consent processes
- Spam Act 2003: Consent-based marketing communications with unsubscribe options
- Competition and Consumer Act 2010: Transparent pricing and no misleading conduct
- Real Estate and Business Agents Act 1978 (WA): Full compliance with WA property transaction requirements through our licensed professional services
- Professional Practice Standards: Our licensed agents maintain professional practice standards including client confidentiality, professional competence, and ethical conduct
Industry Standards
- ISO 27001 alignment: Information security management practices
- OWASP compliance: Web application security standards
- PCI DSS ready: Payment card data protection (when implemented)
This Privacy Policy is governed by Australian law and professional real estate practice standards. KeyHive operates as a licensed modern agent service with professional obligations under the Real Estate and Business Agents Act 1978 (WA). Last reviewed by our legal team: September 2025. Privacy Officer: privacy@keyhive.com.au | Licensed Agent: Lauren Mijatovic (WA License: RA85978)
