Privacy Policy

Realform ("we", "our", "us") is committed to protecting the privacy of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our eSignature platform at realform.com.au (the "Service").

We comply with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs) set out in that Act. If you have any questions or concerns, please contact us using the details at the end of this policy.

1. What Information We Collect

Information you provide to us

• Account information — your name, email address, agency name, and phone number when you create an account.
• Form data — vendor and buyer details, property addresses, pricing and commission information, and any other data you enter into our form templates.
• Signature data — electronic signatures captured through the signing interface, including timestamps and IP addresses of signers.
• Billing information — if you subscribe to a paid plan, we collect payment details (processed securely by our payment processor — we do not store full credit card numbers).
• Communications — any correspondence you send to us for support or inquiries.

Information collected automatically

• Usage logs — pages visited, features used, time spent on the platform, and click patterns.
• Device and browser data — IP address, browser type, operating system, and device identifiers.
• Audit trail data — every action taken on a form (created, viewed, edited, sent, signed) is logged with a timestamp and IP address to provide a legally admissible audit trail.

2. How We Use Your Information

We use the information we collect for the following purposes:

• To provide and maintain the Service — processing forms, generating documents, facilitating electronic signatures, and sending signing invitations via email.
• To generate legally compliant audit trails — recording timestamps, IP addresses, and signature events to produce Certificates of Authenticity.
• To communicate with you — sending service-related emails (signing invitations, status updates, support responses) and, with your consent, marketing communications.
• To improve the Service — analysing usage patterns to fix bugs, optimise performance, and develop new features.
• To comply with legal obligations — maintaining records as required by the Electronic Transactions Act 1999 (Cth), state real estate regulations, and other applicable laws.

3. Data Storage and Location

All personal information and document data are stored on servers located in Sydney, Australia (DigitalOcean Sydney data centre, SYD1). We do not transfer your data outside of Australia. We maintain industry-standard physical, electronic, and procedural safeguards to protect your information.

4. Disclosure of Information

We may share your information in the following circumstances:

• Service providers — we engage trusted third parties who help us operate the Service:
  • Mailgun — for delivering transactional emails (signing invitations, notifications). Mailgun processes email metadata only; they do not access your form data or documents.
  • DigitalOcean — for cloud infrastructure (hosting and data storage).
• Legal compliance — if required by law, court order, or government request.
• With your consent — we will share your information with other parties only where you have expressly consented.

We do not sell, rent, or trade your personal information to third parties for their marketing purposes.

5. Data Retention

We retain your personal information and documents for as long as your account is active, plus a retention period after account termination based on your plan:

• Free plan — 7 days after account termination
• Pro plan — 90 days after account termination
• Enterprise plan — 365 days after account termination

After the retention period, all documents and associated personal information are permanently deleted from our systems. Audit log records may be retained for longer to satisfy legal and regulatory obligations.

6. Cookies and Session Storage

Realform uses functional cookies and local session storage only. These are strictly necessary for the Service to work — for example, to keep you logged in during a session and to maintain form state as you work. We do not use tracking cookies, advertising cookies, or any third-party analytics that collect browsing behaviour across other websites.

You can configure your browser to block cookies, but this may affect the functionality of the Service.

7. Security

We take data security seriously. All data transmitted between your browser and our servers is encrypted using TLS 1.3. Documents at rest are encrypted using AES-256. Access to our production systems is restricted to authorised personnel only, with multi-factor authentication required.

While we implement strong safeguards, no method of electronic storage or transmission is 100% secure. We encourage you to use strong passwords and keep your login credentials confidential.

8. Your Rights (Australian Privacy Principles)

Under the Australian Privacy Act 1988, you have the following rights regarding your personal information:

• Access — you may request access to the personal information we hold about you.
• Correction — you may request correction of any inaccurate or outdated personal information.
• Deletion — you may request deletion of your personal information, subject to legal retention obligations.
• Withdraw consent — where we rely on your consent to process data, you may withdraw it at any time.
• Complaint — if you believe we have breached the Australian Privacy Principles, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC).

To exercise any of these rights, please contact us using the details below. We will respond within a reasonable timeframe (typically 30 days) and in accordance with APP requirements.

9. Third-Party Links

The Service may contain links to third-party websites (e.g., our payment processor's checkout page). We are not responsible for the privacy practices of those websites. We encourage you to review their privacy policies before providing any personal information.

10. Changes to This Policy

We may update this Privacy Policy from time to time. Changes will be posted on this page with an updated "Last updated" date. Where changes are material, we will notify you via email or through the Service. Your continued use of the Service after changes take effect constitutes your acceptance of the updated policy.

11. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our handling of your personal information, please contact us:

If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner: www.oaic.gov.au.