Privacy Policy

1. Information We Collect

1.1 Information You Provide Directly

Account Information:

• Name
• Email address
• State/location
• Brokerage name (optional)
• Annual transaction volume (optional)
• Role (Agent, Broker, or TC)

Transaction Documents:

• Real estate contracts
• Amendments and addenda
• Disclosures
• Inspection reports
• Title documents
• Any other documents you forward to tc@keyflo.ai

Email Communications:

• Emails forwarded to tc@keyflo.ai
• Email threads where tc@keyflo.ai is CC'd
• Email metadata (sender, recipients, timestamps, subject lines)

Transaction Data Extracted by AI:

• Property addresses
• Purchase prices and financial terms
• Closing dates and other deadlines
• Party names (buyers, sellers, agents, etc.)
• Contact information contained in documents
• Any other data fields extracted from your documents

1.2 Information Collected Automatically

Usage Data:

• Features you use
• Transactions processed
• Documents uploaded
• Actions taken within the platform

Device and Access Information:

• IP address
• Browser type
• Device type
• Access timestamps
• Referring URLs

Email Delivery Data:

• Email open rates (for notifications)
• Delivery status
• Bounce information

1.3 Information from Third Parties

We may receive information about you from:

• Third-party platforms you connect (e.g., when you provide a SkySlope transaction email)
• Other transaction parties who CC KeyFlo on emails
• Publicly available sources

2. How We Use Your Information

We use your information to:

Provide Our Services:

• Process and parse your transaction documents
• Extract deadlines, dates, and data using AI
• Generate critical dates letters and summaries
• Send deadline reminders and notifications
• Track document status
• Forward documents to third-party platforms you specify
• Provide calendar sync functionality

Manage Your Account:

• Create and maintain your account
• Process payments and billing
• Communicate with you about your account
• Provide customer support

Improve Our Services:

• Analyze usage patterns to improve features
• Debug and fix technical issues
• Develop new features
• Train and improve our AI models (see Section 5)

Communicate With You:

• Send transaction notifications and reminders
• Send service announcements
• Respond to your inquiries
• Send marketing communications (with your consent)

Legal and Safety:

• Comply with legal obligations
• Enforce our Terms of Service
• Protect against fraud and abuse
• Respond to legal requests

3. How We Share Your Information

We do not sell your personal information or transaction data.

We share your information only in the following circumstances:

3.1 At Your Direction

• Third-Party Platforms: When you provide a SkySlope, dotloop, or other platform's transaction email address, we forward documents to that address as you direct.
• Transaction Parties: When you use calendar sync or share critical dates letters, recipients receive transaction information.
• Email Threads: When you CC KeyFlo on emails, we process information visible to all thread participants.

3.2 Service Providers

We use third-party service providers to operate KeyFlo, including:

• Cloud hosting providers
• Email delivery services
• Payment processors
• Analytics providers
• Customer support tools

These providers access your information only to perform services for us and are obligated to protect it.

3.3 Legal Requirements

We may disclose your information if required to:

• Comply with applicable law, regulation, or legal process
• Respond to lawful requests from public authorities
• Protect our rights, privacy, safety, or property
• Enforce our Terms of Service

3.4 Business Transfers

If KeyFlo is involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify you of any such change.

3.5 Aggregated/Anonymized Data

We may share aggregated or anonymized data that cannot reasonably be used to identify you.

4. Data Retention

4.1 Transaction Documents

Oklahoma Transactions: We retain transaction documents for five (5) years in accordance with Oklahoma Real Estate Commission requirements, unless:

• You request earlier deletion (subject to legal requirements), OR
• Law requires longer retention

Other States: We retain documents according to applicable state requirements, or for five (5) years if no specific requirement exists.

4.2 Account Information

We retain your account information for as long as your account is active. After account termination:

• Account data is retained for 90 days (to allow reactivation)
• Transaction documents continue to be retained per Section 4.1
• Billing records are retained as required for tax/legal purposes

4.3 Deletion Requests

You may request deletion of your data by emailing support@keyflo.ai. We will delete data not subject to legal retention requirements within 30 days.

5. AI Training and Your Data

6. Data Security

We implement industry-standard security measures to protect your information:

Technical Safeguards:

• Encryption in transit (TLS/SSL)
• Encryption at rest
• Secure cloud infrastructure
• Access controls and authentication
• Regular security assessments

Operational Safeguards:

• Limited employee access on a need-to-know basis
• Employee training on data protection
• Incident response procedures
• Vendor security requirements

No system is 100% secure. While we strive to protect your data, we cannot guarantee absolute security. You are responsible for maintaining the security of your account credentials.

7. Your Rights and Choices

7.1 Access and Portability

You may request a copy of your data by emailing support@keyflo.ai. We will provide your data in a commonly used format within 30 days.

7.2 Correction

You may update your account information through your account settings or by contacting us.

7.3 Deletion

You may request deletion of your data, subject to legal retention requirements (see Section 4).

7.4 Marketing Communications

You may opt out of marketing emails by:

• Clicking "unsubscribe" in any marketing email
• Emailing support@keyflo.ai

Note: You cannot opt out of transactional emails (deadline reminders, account notifications) while using the service.

7.5 Do Not Track

We do not currently respond to "Do Not Track" browser signals.

8. Third-Party Links and Services

KeyFlo may contain links to third-party websites or integrate with third-party services. This Privacy Policy does not apply to those third parties. We encourage you to review their privacy policies.

When you direct us to forward documents to third-party platforms (e.g., SkySlope), those platforms' privacy policies govern their handling of your data.

9. Children's Privacy

KeyFlo is not intended for individuals under 18 years of age. We do not knowingly collect personal information from children. If we learn we have collected information from a child, we will delete it promptly.

10. California Privacy Rights

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA):

• Right to Know: Request information about the categories and specific pieces of personal information we have collected
• Right to Delete: Request deletion of your personal information
• Right to Opt-Out of Sale: We do not sell personal information
• Right to Non-Discrimination: We will not discriminate against you for exercising your rights

To exercise these rights, email support@keyflo.ai with "California Privacy Request" in the subject line.

11. Data Breach Notification

12. Automated Decision-Making

KeyFlo uses automated systems (including AI) to:

• Parse and extract data from contracts
• Calculate transaction timelines and deadlines
• Generate deadline reminders
• Classify and organize documents
• Flag low-confidence extractions for review

Your Rights:

• You may request human review of any automated extraction or calculation
• You may correct any data that was incorrectly extracted
• Low-confidence extractions are automatically flagged for your verification

To request human review of automated decisions, email support@keyflo.ai.

13. International Users

KeyFlo is operated in the United States. If you access KeyFlo from outside the United States, your information will be transferred to and processed in the United States, which may have different data protection laws than your country.

By using KeyFlo, you consent to this transfer and processing.

14. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by:

• Posting the updated policy on our website
• Updating the "Last Updated" date
• Sending an email notification for significant changes

Your continued use of KeyFlo after changes constitutes acceptance of the updated policy.