Agent Application Privacy Notice

Last updated: 27 October 2026

This notice explains how AREM (Australian Real Estate Market), at arem.au, handles personal information when a real estate agent applies for an AREM agent account and, if approved, uses the AREM agent portal. It applies only to agent applicants and approved agents. It does not cover other parts of the website, such as property searches, consumer accounts, social sign-in, saved properties or the general contact form. Those are covered by the AREM Privacy Policy.

Who we are

AREM is operated by Aiena Fatima, an individual (sole trader), ABN 86 990 600 933. AREM and Australian Real Estate Market are the names of this website.

For agent applications, privacy requests and complaints, contact us at agent@arem.au.

What we collect

The application form asks for:

your full name;
your work email address;
your work phone number;
your state or territory;
your agency’s legal or trading name;
your agency’s ABN or ACN, where it has one (optional);
your real estate licence or registration number and the state or territory that issued it, where applicable (optional);
your confirmation that you have read this notice.

We do not ask for identity documents such as a passport or driver licence, and the form does not accept file uploads. Please do not send identity documents to AREM.

When you apply, we also record:

the date of your application;
its status (pending, approved, rejected, withdrawn or marked as spam);
who reviewed it and when;
an internal review note, if one is needed;
which version of this notice you agreed to;
a standardised form of your email address and phone number (for example, without spaces or capital letters), used only to check for duplicate applications and accounts;
the AREM agent profile your account is linked to, if approved.

If you do not already have an AREM website account, one is created for you. It holds your name, email address, username and a password that you set, stored only in a securely hashed form.

To protect the form against automated abuse, the website briefly keeps a one-way coded key derived from your connection, for up to one hour. Your IP address and browser details are not stored with your application.

AREM member numbers

Each AREM website account receives a client number (for example, AREM-CL-000123) when it is created. If your agent application is approved, your account also receives an agent number (for example, AREM-AG-000045). Applying does not give you an agent number.

You can see your numbers in your account and in My Profile in the agent portal. You can sign in with your email address or your AREM number, but you always need your password as well. Your number is not a password and is not secret: it identifies your account, but on its own it does not let anyone sign in.

Numbers are never reused. If an account is deleted, its number is retired, and AREM keeps a record that the number was used. That record holds only the number, the account’s internal ID and the relevant dates, not your name or contact details. An AREM administrator may change a number only if necessary. The new number must never have been used before, and the change is recorded.

Why we collect it

We use these details to:

review your request to become an AREM agent;
check the licence or registration number and ABN or ACN you give against public registers, such as state and territory licensing registers and ABN Lookup;
confirm that you control the email address you gave;
prevent duplicate applications and accounts for the same person;
contact you about your application;
if AREM approves you, create or link your AREM agent profile using the details you submitted, and give you access to the agent portal, where you can submit and manage your own listings.

The details you submit are recorded as supplied by you. An AREM administrator decides whether they have been checked. Submitting an application does not give you agent access and does not publish anything. Only an AREM administrator’s approval links your account to an agent profile. You then have access only to your own portal and your own listings.

If an application or account already exists for your email address or mobile number, the form will not create a second one. It will ask you to sign in, reset your password or contact AREM instead.

What is shown publicly if you are approved

Approved agents receive a public AREM agent profile, shown in “Find an Agent” and on the agent’s profile page. It shows your name and the profile details AREM records for you, such as your agency, work phone and work email. Your licence or registration number, your agency’s ABN or ACN and your AREM numbers are not shown on your public profile. Listings you submit are published only after AREM has checked them.

Who can see your information

AREM administrators, who review applications and manage agent accounts.
The AREM agent mailbox (agent@arem.au), which receives a notice of each new application. The notice contains a link to the review page.
Our service providers, who store and process information on AREM’s behalf:
- Hostinger hosts the website and its database on servers in India.
- Hostinger keeps website backups in Singapore.
- Before making changes to the website, AREM also saves copies of the database on its Hostinger hosting account in India.
- Email for the arem.au domain, including agent@arem.au, is provided by Hostinger Email. This mailbox is stored in Singapore.

This means your information is stored outside Australia. If these locations change, we will update this notice. Checking a number against a public register means searching that register; AREM does not send your application to the register. AREM does not sell application information.

How long we keep it

We keep application information, including your phone number, agency registration and licence details, only as long as we need it, and then delete it or remove the details that identify you:

Applications not reviewed: 90 days after you submit.
Rejected applications: 12 months after the decision.
Applications marked as spam: 90 days after they are marked.
Withdrawn applications: 90 days after withdrawal.
Approved applications, and accounts created through them: 12 months after your agent access ends.
Accounts whose email address was never confirmed: 30 days after the confirmation link expires. The link is valid for 24 hours.

An automated job runs daily to carry this out and keeps a record of what it removed. That record does not include your personal details. Information may be kept longer where we must keep it for a legal reason, such as a legal claim or a request from a regulator.

When agent access ends, an administrator may archive the agent profile. Archiving hides it from public pages and removes portal access, but preserves the profile and its linked records so they can be restored and listing history can be managed. The automated application-retention job does not delete archived agent profiles. AREM will review archived profile information and delete or de-identify it when it is no longer needed, subject to legal obligations or a legal hold. You can request access, correction or deletion at any time using the contact details below.

The automated retention job does not delete mailbox messages. New application notices sent to agent@arem.au contain an application reference and a secure review link, rather than the applicant’s submitted form details. If correspondence contains personal information, AREM will review and remove it when it is no longer needed, subject to legal obligations or a legal hold.

Your information may also remain in website backups until those backups are removed:

Hostinger’s platform backups follow the backup settings of AREM’s current Hostinger hosting plan. On 27 October 2026, the backup list for arem.au showed restore points going back to 21 September 2026 (about 36 days). The maximum period Hostinger keeps these backups has not been confirmed, so your information may remain in a Hostinger backup for at least that long, and possibly longer, after the active record has been deleted.
AREM keeps temporary database copies made before changes for up to 30 days and removes them during its monthly cleanup. This is a manual process, not the website’s automated application-retention job.

Access, correction and deletion

You can ask to see the personal information AREM holds about you, ask us to correct it, or ask us to delete it, by emailing agent@arem.au. We aim to acknowledge your request within 24 hours. We will complete it within the timeframe that applies under the law. We may need to confirm your identity before acting on a request.

Complaints

If you are concerned about how AREM has handled your personal information, email agent@arem.au. AREM’s owner handles privacy complaints personally and will respond within 24 hours.

If you are not satisfied with our response, you may be able to complain to the Office of the Australian Information Commissioner (oaic.gov.au).

Changes to this notice

We will update this page if the way we handle agent application information changes. The date at the top shows when it was last changed.