Privacy Policy

Introduction

KEYLINK Rentals (“KEYLINK,” “we,” “us,” or “our”) operates the rental management and marketplace platform available at keylinkrentals.ca (the “Service”). This Privacy Policy explains how we collect, use, disclose, and protect personal information when you use our websites, mobile experiences, landlord dashboards, tenant workspaces, marketplace listings, payments, messaging, and advertising features.

By using the Service, you acknowledge this Privacy Policy. If you do not agree, please do not use the Service.

Information we collect

We collect information you provide directly, information generated through your use of the Service, and information from integrated service providers as described below.

• Account and contact data: name, email address, phone number, passcode or authentication credentials, role (landlord, tenant, vendor, or marketplace user), profile preferences, and support communications.
• Landlord and property data: business or personal identity details, property and unit information, lease and notice records, documents, maintenance requests, calendar connections, and operational settings you configure in KEYLINK.
• Tenant and renter data: tenancy details, rent and payment status, autopay preferences, maintenance reports, notices, rental application or screening-related information you choose to submit, and messages sent through KEYLINK.
• Marketplace listing data: listing titles, descriptions, rent amounts, locations, photos, availability, inquiry messages, and phone-verified marketplace account information when you post or manage rentals on the public marketplace.
• Payment data: billing identifiers, subscription status, and transaction metadata. Card numbers and payment credentials are processed by Stripe; KEYLINK does not store full card numbers on our servers.
• Messaging and phone/SMS data: SMS or voice-related metadata, message content, delivery status, and phone numbers when you use Telnyx-powered or similar communications features, OTP verification, or inquiry relay flows.
• Advertising and Meta ads data: campaign budgets, listing creative snapshots, destination URLs, campaign status, error messages, and related metadata when you purchase or manage marketplace auto ads connected to Meta (Facebook/Instagram) advertising.
• Cookies and analytics: session cookies, authentication tokens, preference cookies, and usage or performance data collected through hosting and analytics tools to operate and improve the Service.
• Device and log data: IP address, browser type, device identifiers, pages viewed, timestamps, and diagnostic logs used for security and reliability.

How we use information

• Provide, operate, and improve the Service and customer support.
• Authenticate users, enforce access controls, and protect against fraud or abuse.
• Process rent, subscriptions, marketplace ad purchases, and other payments through Stripe.
• Publish and manage rental listings, inquiries, and marketplace communications.
• Send transactional messages, OTP codes, notices, and service-related SMS where enabled.
• Create, launch, and report on Meta advertising campaigns you authorize.
• Comply with legal obligations and respond to lawful requests.
• Analyze aggregated usage to improve performance, security, and product design.

How we share information

We do not sell your personal information. We share information only as needed to operate the Service, with your direction, or as required by law.

• Service providers that process data on our behalf under contractual safeguards, including:

• Supabase (database, authentication, and storage infrastructure)
• Stripe (payments and billing)
• Telnyx (SMS, voice, and related telecommunications)
• Meta / Facebook / Instagram (advertising delivery and reporting when you use paid ads)
• Vercel (application hosting and edge delivery)

• Landlords, tenants, or other users when you interact through shared workflows (for example, inquiries, notices, or maintenance).
• Professional advisors or authorities when required to comply with law, protect rights, or investigate misuse.
• Successors in connection with a merger, acquisition, or asset sale, subject to this Policy.

Listing promotion and third-party advertising

When you purchase prepaid listing promotion, we collect budget, duration, payment confirmation, delivery status, pause reasons, and listing creative used for ads. Promotion charges are collected upfront through Stripe; we do not bill daily for the selected promotion period. After promotion begins, fees are generally non-refundable as described in our Terms.

When paid promotion uses Meta (Facebook/Instagram), listing creative and campaign data may be transmitted to Meta to create and deliver ads. Meta’s own terms and privacy policies apply to their processing. They may review or reject ads independently. We use campaign metadata and status returned by Meta to show delivery state in KEYLINK, apply automatic pauses when listings become inactive, and prevent duplicate charges where applicable.

Cookies and similar technologies

We use cookies and similar technologies for authentication, session management, security, and basic analytics. You can control cookies through your browser settings; disabling certain cookies may limit Service functionality.

Data retention

We retain personal information for as long as your account is active, as needed to provide the Service, and as required for legal, tax, audit, or dispute-resolution purposes. Retention periods may vary by data type (for example, payment records, notice documents, or advertising campaign history).

Your rights and choices

Depending on your location, you may have rights to access, correct, delete, or restrict certain processing of your personal information, and to withdraw consent where processing is consent-based.

To exercise these rights, contact us at info@keylinkrentals.ca. We may need to verify your identity before responding. You may also update certain profile information directly in your KEYLINK account settings.

Data deletion and contact requests

You may request deletion of your account or specific personal information by emailing info@keylinkrentals.ca with the subject line “Privacy request.” We will process verified requests within a reasonable period, subject to legal retention requirements and data we must keep to complete transactions, resolve disputes, or meet regulatory obligations.

Security

We use administrative, technical, and organizational measures designed to protect personal information, including encryption in transit, access controls, and monitoring. No method of transmission or storage is completely secure; we cannot guarantee absolute security.

Canadian and British Columbia applicability

KEYLINK is operated from Canada. This Policy is governed by the laws of the Province of British Columbia and the federal laws of Canada applicable therein, without regard to conflict-of-law principles. If you access the Service from outside Canada, you understand that your information may be processed in Canada and other jurisdictions where our service providers operate.

Children

The Service is not directed to children under 16. We do not knowingly collect personal information from children. Contact us if you believe a child has provided personal information.

Changes to this Policy

We may update this Privacy Policy from time to time. We will post the revised version on this page and update the “Last updated” date. Material changes may be communicated through the Service or by email where appropriate.

Contact us

KEYLINK Rentals
Website: https://keylinkrentals.ca
Email: info@keylinkrentals.ca