Use AI in your agency without risking tenant or vendor trust
An agency holds a lot of private information. Tenant applications carry payslips and ID, and vendor files carry reasons for selling that nobody wants shared. If agents paste that into a free AI chat tool, you've lost track of where it went. We set simple rules for which information AI may see, which tools are approved, and who checks every listing claim before it goes live. Your agency keeps using AI, with the risky parts closed off.
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Where an agency needs AI rules
Tenant applications
Payslips, ID, and references stay out of AI tools, and we set up your helpers so they never see them.
Vendor confidences
Notes about why a vendor is selling, or their lowest price, are kept out of anything the AI drafts for buyers.
Listing accuracy
Every claim about land size, zoning, or approvals is checked by a person against the documents before it's published.
Approved tools
A short list of AI tools your team may use, set up on your agency's own account, with a one-page guide in plain words.
Where the risk sits
Most small agencies already use AI, even if nobody decided to. An agent pastes appraisal notes into a chat tool to tidy up a listing. A property manager asks it to write a breach notice. Someone else uploads a tenant’s application to summarise it. Each one seems harmless, but the agency no longer knows where that information went, and some of it was never theirs to share.
The rules we put in place
Using AI safely (the industry calls it AI governance) means a few clear rules that your team can follow without thinking about them. We list the information AI must never see, like tenant ID, payslips, and a vendor’s private reasons for selling. We pick the tools your agency approves and set them up on agency accounts. Then we build your AI helpers so they only read the information their job needs. A one-page guide sits beside it, written in plain words for the next agent who starts.
How the safe parts look in practice
We work with Harbour Lane Property, a three-person agency in Newcastle, where an AI helper drafts listing copy from notes and photos in Rex. Each listing went from about 3 hours of writing to about 40 minutes. The AI helper only sees the listing file, and the principal still rewrites every headline before it’s published. We also work with a solo property manager with 140 rentals, where repair requests are now logged the same day and urgent jobs still go to a phone call. In both, a person stays on anything a vendor or tenant will rely on.
What rules can’t cover
Rules only help if people follow them, and a guide can’t stop someone pasting a document into a personal account at midnight. We make the safe way the easy way, but your agency still owns the decision about what’s shared. We also don’t give legal advice. If you have questions about your obligations under the Privacy Act, talk to your adviser.
To see where your agency’s AI use needs tightening, get your AI Starter Plan and tell it which tools your team already uses.
Related
Read about our Using AI safely service, and how we help small teams in real estate.
Common questions
Can our agents use ChatGPT for listings?
Does this make us compliant with privacy law?
Who is responsible if an AI-drafted listing is wrong?
What does it cost?
Where does our data live?
Find out where your agency's AI risks are
Tell us which AI tools your team already uses and what information they handle. Get your AI Starter Plan and you'll see what to tighten first.
Get your AI Starter Plan