Privacy Policy
1. Introduction
ezKey, Inc. ("ezKey," "we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you use our property management platform and services (collectively, the "Services").
By accessing or using our Services, you acknowledge that you have read and understood this Privacy Policy. If you do not agree with our practices, please do not use the Services.
This policy explains what information we collect, why we collect it, and how we protect it. By using ezKey, you agree to these practices.
2. Information We Collect
2.1 Information You Provide
We collect information you provide directly when you use our Services, including:
- Account Information: name, email address, phone number, and password when you create an account
- Profile Information: your role (property manager or resident) and account preferences
- Property Information: addresses, unit numbers, property details, and rental amounts
- Tenancy Information: lease terms, security deposit amounts, and resident details
- Communications: messages, attachments, and timestamps when you communicate through our platform
- Inspection Data: photos, condition notes, room descriptions, and digital signatures
- Documents: lease agreements, notices, disclosures, and other files you upload
- Payment Information: billing details processed through our payment providers (we do not store complete credit card numbers)
- Support Communications: information you provide when contacting customer support
2.2 Information Collected Automatically
When you use our Services, we automatically collect certain information, including:
- Device Information: IP address, browser type, operating system, device identifiers, and mobile network information
- Usage Information: pages visited, features used, actions taken, time spent, and referring URLs
- Location Information: general location based on IP address (we do not collect precise GPS location)
- Cookies and Similar Technologies: session cookies, authentication tokens, and analytics trackers to maintain your session and improve our Services
2.3 Information from Third Parties
We may receive information from third-party sources, including:
- Authentication Providers: basic profile information when you sign in using third-party services (e.g., Google)
- Property Managers: if you are a resident, your property manager may provide your contact information to invite you to the platform
We collect information you give us (like your name and property details), information collected automatically (like your IP address), and sometimes information from third parties (like when a property manager invites you).
3. How We Use Your Information
We use your information for the following purposes:
3.1 Providing the Services
- Create and manage your account
- Enable communication between property managers and residents
- Store and organize property and tenancy records
- Generate documents from templates
- Calculate deadlines based on applicable regulations
- Send notifications, reminders, and service updates
- Process payments and subscriptions
3.2 AI-Powered Features
- Compliance Review: analyze message content to identify potential regulatory concerns (processed in real-time)
- Document Auto-Fill: use tenancy data to populate legal templates
- Photo Analysis: compare inspection photos to detect property condition changes
3.3 Improving Our Services
- Analyze usage patterns to improve features and user experience
- Diagnose technical issues and maintain security
- Develop new features and services
3.4 Legal and Safety
- Comply with legal obligations
- Respond to legal requests and prevent fraud
- Protect the rights and safety of users and third parties
- Enforce our Terms of Service
We use your information to run the service, improve it, keep it secure, and comply with the law. We also use AI features to help you with compliance and documents.
4. How We Share Your Information
ezKey does not sell, rent, or lease your personal information to third parties. We share information only in the following circumstances:
4.1 With Other Users
The Services facilitate communication between property managers and residents. When you use the Services:
- Property managers can see resident information, communications, and documents related to their properties
- Residents can see property manager information and communications related to their tenancy
- Messages and documents are visible to authorized parties in the tenancy relationship
4.2 With Service Providers
We share information with third-party vendors who perform services on our behalf:
- Cloud Hosting (AWS): data storage and processing
- Authentication (AWS Cognito): secure user authentication
- Email Service: sending notifications and transactional emails
- Analytics: understanding usage patterns (anonymized data)
- Payment Processing: handling subscription payments (we do not store complete payment card numbers)
4.3 Legal Requirements
We may disclose information when required by law or in good faith belief that such action is necessary to:
- Comply with legal process, subpoenas, or court orders
- Respond to requests from law enforcement or government agencies
- Protect our legal rights or defend against claims
- Prevent fraud or protect user safety
4.4 Business Transfers
If ezKey is involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify you via email or prominent notice on our Services before your information is transferred and becomes subject to a different privacy policy.
We don't sell your data. We share it with other users in your tenancy (that's how the app works), with service providers who help us run the platform, and when required by law.
5. Data Retention
We retain your personal information for the length of time needed to fulfill the purposes outlined in this Privacy Policy unless a longer retention period is required or permitted by law. Specifically:
- Account Information: retained for the duration of your account plus 3 years (legal claims period)
- Communications and Documents: retained for the duration of tenancy plus 7 years (legal record retention requirements)
- Inspection Photos: retained for the duration of tenancy plus 7 years (evidence preservation)
- Audit Logs: retained for 7 years (compliance requirements)
- Financial Records: retained for 7 years (tax and legal requirements)
After the retention period, data is either deleted or anonymized for aggregate analytics purposes.
We keep your data as long as needed to provide our services and meet legal requirements. Most records are kept for 7 years after the tenancy ends, which is standard for legal documentation.
6. Data Security
We implement industry-standard security measures to protect your information:
- Encryption: all data is encrypted in transit (TLS 1.3) and at rest (AES-256)
- Access Controls: role-based access ensures users only see data they are authorized to access
- Authentication: secure password requirements and optional multi-factor authentication
- Monitoring: continuous security monitoring and logging
- Infrastructure: hosted on AWS with SOC 2 compliance
While we take reasonable precautions, no method of transmission or storage is 100% secure. We cannot guarantee absolute security of your data.
We use encryption, access controls, and other security measures to protect your data. We can't guarantee perfect security, but we take it seriously.
7. Your Rights and Choices
7.1 Access and Portability
You can access most of your information by logging into your ezKey account and viewing your profile, properties, and tenancy records. You may also request a copy of your data in a portable format by contacting us at privacy@ezkey.ai.
7.2 Correction
You can update your account information directly through your profile settings. For corrections to other information, please contact us.
7.3 Deletion
You may request deletion of your account and personal information. Please note:
- Some data may be retained for legal compliance (see Data Retention section)
- Shared communications and documents remain accessible to other authorized parties in the tenancy
- Anonymized data may be retained for analytics
7.4 Communication Preferences
You can manage email notification preferences in your account settings. Note that transactional communications (account security, legal notices) cannot be disabled while you maintain an account.
7.5 Cookies
Most browsers allow you to refuse or delete cookies. However, disabling cookies may affect Service functionality, particularly authentication and session management.
You can access, update, or delete your information through your account settings or by contacting us. Some data may need to be kept for legal reasons.
8. California Privacy Rights
If you are a California resident, the California Consumer Privacy Act (CCPA) provides you with additional rights regarding your personal information:
- Right to Know: You may request disclosure of the categories and specific pieces of personal information we have collected about you
- Right to Delete: You may request deletion of personal information we have collected (subject to certain exceptions)
- Right to Opt-Out: We do not sell personal information, so this right does not apply
- Right to Non-Discrimination: We will not discriminate against you for exercising your privacy rights
To exercise these rights, contact us at privacy@ezkey.ai or use the privacy settings in your account. We will respond to verifiable requests within 45 days (subject to a 45-day extension if necessary).
California residents have special rights to know what data we have, request deletion, and not be discriminated against for exercising these rights. We don't sell your data.
9. Children's Privacy
Our Services are not intended for individuals under 18 years of age. We do not knowingly collect personal information from children under 18. If we learn that we have collected personal information from a child under 18, we will take steps to delete that information promptly.
If you believe we have collected information from a child under 18, please contact us at privacy@ezkey.ai.
10. International Data Transfers
Your information is stored and processed in the United States. If you access the Services from outside the United States, your information will be transferred to, stored, and processed in the United States where our servers are located.
By using our Services, you consent to the transfer of your information to the United States, which may have different data protection laws than your country of residence.
11. Changes to This Policy
We may update this Privacy Policy from time to time. When we make material changes, we will notify you by:
- Posting the updated policy on this page with a new "Last Updated" date
- Sending an email notification for significant changes
- Displaying an in-app notification
Your continued use of the Services after the effective date of changes constitutes acceptance of the updated Privacy Policy.
We'll let you know if we make important changes to this policy. Continuing to use ezKey after changes means you accept them.
12. Contact Us
If you have questions about this Privacy Policy or our data practices, please contact us: