Privacy Policy

Last updated: January 11, 2025

Introduction

At KeyEase, we take your privacy seriously. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our property management platform. Please read this privacy policy carefully. If you do not agree with the terms of this privacy policy, please do not access the platform.

Information We Collect

We collect information you provide directly to us, such as when you create an account, use our services, or contact us for support. This may include:

  • Personal identification information (name, email address, phone number)
  • Account credentials and authentication data
  • Property management data (property details, tenant information, documents)
  • Financial information related to property transactions
  • Communication preferences and correspondence
  • Usage data and analytics information

Google API Services - User Data Policy

KeyEase integrates with Google services to enhance your property management workflow. This section describes how we access, use, store, and share Google user data when you connect your Google account.

Google Data We Access

When you choose to connect your Google account, KeyEase may request access to the following:

Gmail Data

  • Read access: Search and view email messages and threads related to your properties, tenants, and vendors through our AI assistant
  • Send access: Send emails on your behalf to tenants, property owners, and vendors - only after you explicitly confirm each email
  • Compose access: Create draft emails through our AI assistant, which you review before sending

Google Calendar Data

  • Read access: View your calendar events to check availability
  • Write access: Create and update events for property showings, maintenance appointments, and lease signings
  • Free/busy access: Check your availability without viewing event details

Google Drive Data

  • Read access: View files in property-related folders you specify
  • Metadata access: View file names, types, and folder structure for document organization

How We Use Google Data

KeyEase uses your Google data exclusively for the following purposes:

  • Email Management: Search and display property-related emails, read email threads, and track correspondence history with tenants, owners, and vendors
  • Email Composition & Sending: Compose emails and create drafts through our AI assistant (Keyra). Important: Emails are never sent automatically. When you ask Keyra to compose an email, it creates a draft and shows you a preview. You must explicitly confirm before any email is sent.
  • Calendar Integration: Schedule and manage property showings, maintenance visits, and lease signing appointments directly from KeyEase
  • Document Organization: Access and organize property documents stored in your Google Drive, including leases, inspection reports, and tenant applications
  • AI-Assisted Features: Our AI assistant (Keyra) can search emails, read threads, compose replies, and help manage your property communications - always with your explicit approval for any actions that modify data or send messages

How We Store Google Data

  • OAuth Tokens: Your Google access and refresh tokens are encrypted using AES-256 encryption and stored securely in our database
  • Email Cache: We may temporarily cache email metadata (subject lines, sender information, timestamps) to improve search performance. Email body content is fetched in real-time and not permanently stored
  • Calendar Events: Calendar event data is fetched in real-time when needed and not permanently stored on our servers
  • Drive Files: We do not download or store copies of your Google Drive files. We only access file metadata and content when you explicitly request it

How We Share Google Data

We do not share your Google user data with third parties, except:

  • With AI service providers (OpenAI, Google AI) strictly for processing your requests within the KeyEase application - this data is not stored by these providers beyond the immediate request
  • When required by law or to respond to valid legal process
  • With your explicit consent

Google Data Retention

  • OAuth Tokens: Retained until you disconnect your Google account or delete your KeyEase account
  • Cached Email Metadata: Automatically purged after 30 days or when you disconnect your Google account
  • Activity Logs: Logs of Google API interactions are retained for 90 days for debugging and security purposes, then deleted

Revoking Google Access

You can disconnect your Google account from KeyEase at any time:

  • From KeyEase: Go to Settings → Integrations → Google and click "Disconnect"
  • From Google: Visit Google Account Permissions and remove KeyEase

When you disconnect, we will immediately delete your OAuth tokens and any cached Google data from our systems.

Google API Services Limited Use Disclosure

KeyEase's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. We only use Google data to provide and improve the property management features you explicitly request. We do not use Google data for advertising purposes or sell it to third parties.

How We Use Your Information

We use the information we collect to:

  • Provide, maintain, and improve our property management services
  • Process transactions and send related information
  • Send you technical notices, updates, security alerts, and support messages
  • Respond to your comments, questions, and customer service requests
  • Communicate with you about products, services, and promotional offers
  • Monitor and analyze trends, usage, and activities
  • Detect, investigate, and prevent fraudulent transactions and other illegal activities
  • Personalize and improve your experience on our platform

Information Sharing and Disclosure

We do not sell, trade, or otherwise transfer your personal information to third parties without your consent, except as described in this policy. We may share information:

  • With service providers who assist us in operating our platform
  • To comply with legal obligations or respond to lawful requests
  • To protect our rights, privacy, safety, or property
  • In connection with a merger, acquisition, or sale of assets
  • With your consent or at your direction

Data Security

We implement appropriate technical and organizational security measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. These measures include:

  • Encryption of data in transit (TLS 1.3) and at rest (AES-256)
  • Regular security assessments and audits
  • Access controls and authentication mechanisms
  • Employee training on data protection practices
  • Secure cloud infrastructure hosted on Vercel and Supabase with SOC 2 compliance

However, no method of transmission over the internet or electronic storage is 100% secure, and we cannot guarantee absolute security.

Data Retention

We retain your personal information for as long as necessary to fulfill the purposes outlined in this privacy policy, unless a longer retention period is required or permitted by law. When we no longer need your information, we will securely delete or anonymize it.

Specific retention periods:

  • Account data: Retained while your account is active, deleted within 30 days of account deletion request
  • Property records: Retained for 7 years after lease termination for legal compliance
  • Communication logs: Retained for 3 years for dispute resolution
  • Google integration data: See the Google API Services section above

Your Rights and Choices

Depending on your location, you may have certain rights regarding your personal information:

  • Access and receive a copy of your personal data
  • Correct inaccurate or incomplete information
  • Request deletion of your personal data
  • Object to or restrict certain processing activities
  • Data portability to another service provider
  • Withdraw consent where processing is based on consent

To exercise these rights, contact us at admin@keyease.app. We will respond to your request within 30 days.

Cookies and Tracking Technologies

We use cookies and similar tracking technologies to collect and track information about your use of our platform. You can control cookies through your browser settings and other tools. However, disabling cookies may affect the functionality of our services.

Third-Party Services

KeyEase integrates with the following third-party services to provide our features:

  • Google APIs: Gmail, Calendar, and Drive integration (see detailed section above)
  • Stripe: Payment processing for subscriptions
  • Cloudinary: Document and image storage
  • OpenAI / Google AI: AI-powered document processing and assistance
  • Resend: Transactional email delivery

Each third-party service has its own privacy policy governing how they handle data.

Changes to This Privacy Policy

We may update this privacy policy from time to time. We will notify you of any changes by posting the new privacy policy on this page and updating the "Last updated" date. For material changes, we will notify you via email or a prominent notice on our platform. You are advised to review this privacy policy periodically for any changes.

Contact Us

If you have any questions about this Privacy Policy, our data practices, or Google API data handling, please contact us at:

KeyEase Support

Email: admin@keyease.app