At Plaza Real Estate we aim to use AI responsibly and ethically by following these principles.

This will benefit our clients, employees, and the community while mitigating risks associated with AI technology.
By implementing this policy, we aim to harness AI’s benefits while maintaining security, ethical standards, and compliance with relevant laws and regulations listed in Schedule 1.
All employees are expected to familiarise themselves with this policy and adhere to its guidelines when using AI tools for work-related purposes.

Purpose and scope

This policy outlines guidelines for our company’s use of generative AI tools like ChatGPT, Gemini, Claude, Midjourney, Perplexity, Llama, and DALL-E.
 This applies to all employees, contractors, and third-party vendors using AI tools for work-related tasks in our business.

Definitions

Generative AI (GAI)

Technology that generates new content in response to prompts, including text, speech, video and images.

AI Tools

Any app or system that uses artificial intelligence to performs tasks, analyse data, or assists in decision-making.

General Guidelines

Using Generative AI

We encourage using AI tools to enhance productivity and efficiency for approved business purposes.

Assessment and Safety

Employees must assess the security of any AI tool before using it by examining its security features, terms of service, and privacy policies.

Data Protection

Do not upload or input confidential company information, including client data, into AI tools without prior approval.

Intellectual Property

Respect intellectual property rights. Do not use AI-generated content without proper attribution or in ways that may infringe on copyrights.

Accuracy check

Always verify AI-generated content before using it, as AI tools can produce errors or outdated information.

Ethical AI Use

Alignment with Australia’s AI Ethics Framework

Our use of AI will align with Australia’s AI Ethics Framework, which guides responsible design, development, and use of AI.

This includes the following eight principles:
Human, Societal, and Environmental Well-being AI systems and workflows will be designed and used to benefit individuals, society, and the environment. We will consider the broader impact of our AI use in real estate.
Human-Centred Values AI systems will respect human rights, diversity, and individual autonomy. In our business, this means ensuring AI doesn’t infringe on client or employee rights.
Fairness We will regularly assess AI systems for potential biases and take steps to prevent unfair discrimination in property listings, client interactions, and internal processes to ensure fairness.
Privacy and Security AI systems will respect and uphold privacy rights and data protection. We will ensure robust security for all AI-processed data.
Reliability and Safety The AI systems we create must be tested regularly to ensure they operate reliably and safely.
Transparency and Explainability: Where AI influences decisions, we aim to clearly communicate how those tools contributed and ensure decisions remain understandable and accountable.
Contestability While we do not use AI for significant decision-making that impacts individuals, we recognise AI tools may influence our processes or recommendations. We will provide a mechanism for individuals to seek clarification or challenge any AI-influenced outcomes that significantly affect them, ensuring fair treatment for clients and employees.
Accountability Those developing and implementing AI systems will be identifiable and accountable for the outcomes.

Alignment with REIA Code of Ethics

Our use of AI tools and technologies must also comply with the Real Estate Institute of Australia’s (REIA) Code of Ethics.
This ensures our AI-enhanced practices maintain the high ethical standards expected in our industry.
The REIA encourages continuous improvement, including leveraging AI to stay informed about market trends and industry developments, and using AI insights to provide better advice and service to clients.
However, there are some additional points you should consider when using generative AI and AI tools:
Be clear with clients when AI tools are being used in any part of their transaction.
Ensure AI-generated content does not misrepresent properties or market conditions.
Use AI to enhance, not replace, professional knowledge and skills.
Prioritise client interests when using AI for property recommendations or valuations.
Ensure AI use doesn’t compromise the personalised service our clients expect.
Disclose to the client any AI-assisted services that might influence our recommendations.
Similarly, be transparent about using AI, which might influence a consumer’s decision-making process.

Human oversight

AI should never replace human decision-making in critical areas of our real estate operations. A human must always be ‘in the loop’.
Employees must exercise judgment when using AI-generated outputs to maintain human values and ethics in decisions.

Training and Coaching

Regular training and updates on AI ethics and best practices will be provided to all employees.

AI Innovation Lead/Champion

We have nominated an AI Lead/Champion within the office to oversee the implementation of this policy and address any concerns or challenges that arise.
Our Champion will also be responsible for staying informed about evolving AI regulations and industry standards, ensuring our company continues to lead in responsible AI use in the real estate sector.
The current office AI Champion is named in Schedule 1.

Security Best Practices

Access Control: Maintain strict control over AI tool access. Do not share login credentials or grant access to unauthorised individuals.
Approved Tools: To minimise security risks and ensure compliance with company standards, use only AI tools listed in Schedule 1 that are currently approved by IT.
Data Discretion: Consider the sensitivity of information before entering it into an AI tool. Ask yourself: “Would my client or I be comfortable if this became public?”
Compliance: Follow all company security policies, including:
Using strong, unique passwords for each AI tool
Keeping all software and AI applications updated
Following proper data handling and storage procedures
Regular Security Audits: Participate in periodic security reviews of AI tool usage to address potential vulnerabilities.

Restricted AI practices

To ensure the responsible and ethical use of AI tools within our business:
Do not use AI tools to make employment decisions like hiring, promotions or terminations. This ensures human oversight in critical decision-making processes.
Follow data protection and privacy guidelines. Do not upload or input personal information into AI tools without explicit consent.
Do not pass off AI-generated work as your own. This aligns with our intellectual property guidelines and ensures proper attribution.
Do not integrate AI tools with internal company software without IT approval. Only use AI tools approved in Schedule 1.
Do not use AI in ways that contradict the AI Ethics Principles in this policy, including fairness, transparency, and accountability.

Training and Awareness

All employees using AI tools must complete training on responsible AI usage, risks, and best practices.
Regular awareness campaigns will reinforce the importance of responsible AI usage.

Monitoring and Reporting

The company may conduct periodic reviews of AI tool usage to ensure responsible practice and compliance with this policy.
Employees must immediately report suspected policy violations, security breaches, or concerns about AI-generated content to the HR Director or Licensee in Charge.

Non-compliance

Violations of this policy may lead to disciplinary action, including termination of employment or contract.

Policy Review

This policy will be reviewed and updated periodically to address emerging risks, technological advancements, and regulatory changes.

Schedule 1

Relevant Legislation

Schedule 1 outlines the key legislative obligations and approved tools that underpin our responsible AI usage.
Our use of AI must align with our obligations under various legislation, including (but not limited to):
Privacy Act 1988 and Australian Privacy Principles (APPs)
Competition and Consumer Act 2010
Fair Work Act 2009
Corporations Act
Anti-Money Laundering and Counter-Terrorism Financing Act 2006
Real Property Act 1886 (SA)
Land and Business (Sale and Conveyancing) Act 1994 (SA)
Land Agents Act 1994 (SA)
Australian Securities and Investments Commission Act 2001 (Cth)
Office of the Australian Information Commissioner (OAIC)
Consumer and Business Services (CBS) SA
e-Conveyancing National Law (South Australia) Act 2013 (SA)

Current AI Innovation Lead/Champion

Eriks Draiska
[email protected]
0418804900

IT Approved AI Tools

·  ChatGPT (OpenAI) – used for drafting, editing, strategic thinking, and client communication refinement.
·  Manus AI – long-form real estate book writing, structuring chapters, and content refinement.
·  Heygen – AI-generated real estate video content using avatars.
·  Sintra.AI – business automation, market insights, marketing copy, and prompt templates.
·  Sochie (within Sintra) – social media post generation and scheduling.
·  Designrr – eBook and PDF formatting for downloadable guides and real estate content.
·  Gamma – creation of market update visuals and AI-assisted slide presentations.
·  Listings to Leads – property websites and automated listing promotion.
·  Propic AI (Claire) – AI assistant for responding to buyer enquiries and automating communication.
·  VirtualStagingAI – virtual property styling and room enhancement.
·  Capcut – AI-supported video editing, particularly for mobile videos.
·  Momenzo – short-form video creation for property marketing.
·  Perplexity AI – research and summarisation, used in earlier exploratory stages.
·  DeepSeek – occasionally trialled for long-form or multilingual tasks.

Note: This list reflects current tools approved for use within our business. As technology evolves and new applications become available, additional AI tools may be evaluated and adopted where they support our professional standards, efficiency, and compliance obligations. Any new tools will be subject to the same security, privacy, and ethical considerations outlined in this policy.