Privacy Policy
1. Who We Are
Keep the Keys (“we,” “us,” or “our”) operates the website keepthekeys.ca, a Canadian platform that helps homeowners sell their property privately. For questions about this policy or your personal data, contact us at:
- Email: support@keepthekeys.ca
- Website: keepthekeys.ca
2. What Information We Collect
We collect the following categories of personal information:
Account Information
- Full name
- Email address
- Password (stored in encrypted form — we never see your plain-text password)
- Membership level and billing status
Property Information (provided voluntarily)
- Property address or general location (e.g. neighbourhood, city)
- Property details you enter into our toolkits (bedrooms, bathrooms, features, highlights)
- Comparable sale information you provide
AI Toolkit Inputs and Outputs
- Text and prompts you enter into the Market Research, Pricing Insight, and Listing Generator tools
- Photos you upload to the Photo Enhancer tool
- AI-generated outputs saved to your account (market reports, pricing insights, listing descriptions, enhanced photos)
Usage and Technical Information
- Pages visited and features used on the platform
- IP address and general geographic location
- Browser type, device type, and operating system
- Session duration and click activity
- Error logs and performance data
Payment Information
We do not store your credit card or payment details directly. Payments are processed by a third-party payment provider. We receive confirmation of payment status and transaction identifiers only.
3. How We Collect Information
We collect information in the following ways:
- Directly from you — when you register, fill out toolkit forms, upload photos, or contact us
- Automatically — through cookies, server logs, and analytics tools when you use the platform
- From third-party services — such as our payment processor (transaction status) and membership management system (Paid Memberships Pro)
4. How We Use Your Information
We use your personal information to:
- Create and manage your account
- Process your membership payment and maintain your subscription
- Provide access to the seller portal, AI toolkits, documents, and resources
- Process your inputs through our AI tools and return results to you
- Save your AI-generated outputs to your account for later access
- Send transactional emails (account confirmation, password reset, toolkit results)
- Send service updates, important notices, and policy changes
- Respond to your support requests and questions
- Improve the platform through usage analytics and error monitoring
- Comply with our legal obligations
We do not use your information for automated decision-making that has legal or similarly significant effects on you.
5. AI Tools and Third-Party Processing
Our AI-powered tools (Market Research, Pricing Insight, Listing Generator, and Photo Enhancer) are powered by OpenAI. When you use these tools:
- Your inputs (text prompts, property details, and uploaded photos) are transmitted to OpenAI’s API for processing
- OpenAI processes this data to generate AI responses, which are returned to us and displayed to you
- OpenAI’s handling of data is subject to their Privacy Policy and API usage terms
- We do not use your inputs to train AI models
- Photo uploads are transmitted to OpenAI for processing and are not permanently stored by OpenAI beyond the processing request
Enhanced photos saved to your account are stored on Cloudflare R2 (cloud storage). They are associated with your account and accessible only to you. You can delete your results at any time from your Results Hub page.
We encourage you to avoid entering sensitive personal information (such as financial details or identification numbers) into toolkit text fields.
6. Cookies and Tracking
We use cookies and similar technologies to operate and improve the platform. Cookies are small text files stored on your device.
Essential cookies — required for the platform to function, including keeping you logged in and maintaining your session. These cannot be disabled.
Analytics cookies — help us understand how visitors use the platform so we can improve it. We may use tools such as Google Analytics or similar services.
Preference cookies — remember your settings and preferences.
Most browsers allow you to control cookies through their settings. Disabling certain cookies may affect the functionality of the platform.
7. Who We Share Information With
We do not sell your personal information. We may share your information with the following categories of third parties only as necessary to operate the platform:
- OpenAI — to process your AI toolkit inputs and return results
- Paid Memberships Pro — to manage membership access and levels
- Payment processor — to handle membership fee transactions securely
- Cloudflare — for web infrastructure, content delivery, and cloud photo storage via R2
- Web hosting provider — the server on which keepthekeys.ca is hosted
- Email delivery service — to deliver transactional emails (toolkit results, account notices)
All third-party providers are required to handle your information securely and in accordance with applicable privacy law. We do not share your information with advertisers or data brokers.
We may also disclose your information if required by law, court order, or to protect the safety, rights, or property of Keep the Keys or others.
8. Data Retention
We retain your personal information for as long as your account is active or as needed to provide our services. Specifically:
- Account information — retained for the duration of your membership and for a reasonable period after cancellation in case of billing disputes or reactivation
- Toolkit inputs and AI outputs — retained in your account until you delete them or close your account
- Enhanced photos — stored until deleted by you or until account closure
- Payment records — retained as required by Canadian tax and accounting law (typically 7 years)
- Server logs and analytics — typically retained for up to 12 months
When you close your account, we will delete or anonymize your personal information within a reasonable timeframe, except where retention is required by law.
9. Data Security
We take the security of your personal information seriously and implement appropriate technical and organizational measures, including:
- Encrypted passwords — we use industry-standard hashing; your password is never stored in plain text
- HTTPS encryption on all pages of the platform
- Access controls — only authorized personnel have access to user data
- Secure third-party integrations — we use established, reputable providers with their own security programs
No method of transmission over the internet or electronic storage is 100% secure. While we work to protect your information, we cannot guarantee absolute security. If you believe a security breach has occurred, please notify us immediately at support@keepthekeys.ca.
10. Your Rights
As a resident of Canada, you have rights under Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy legislation. These include:
- Right to access — you may request a copy of the personal information we hold about you
- Right to correction — you may request that inaccurate information be corrected
- Right to deletion — you may request deletion of your account and associated personal information
- Right to withdraw consent — you may withdraw consent for optional data uses (such as marketing emails) at any time
- Right to complain — you have the right to lodge a complaint with the Office of the Privacy Commissioner of Canada (priv.gc.ca) if you believe we have mishandled your information
To exercise any of these rights, contact us at support@keepthekeys.ca. We will respond within 30 days. We may need to verify your identity before processing your request.
11. Marketing Communications
We may send you emails about platform updates, new features, tips for selling your home, or promotional offers. You can unsubscribe from marketing emails at any time by clicking the unsubscribe link in any email or by contacting us at support@keepthekeys.ca.
We will continue to send you essential transactional emails (such as account confirmations, toolkit results, and billing notices) even if you unsubscribe from marketing communications, as these are necessary to operate your account.
12. Children’s Privacy
The Keep the Keys platform is not intended for use by anyone under the age of 18. We do not knowingly collect personal information from minors. If you believe a minor has provided us with personal information, please contact us and we will delete it promptly.
13. Links to Third-Party Sites
Our platform may contain links to external websites, resources, or services (such as legal templates, government forms, or real estate listings). We are not responsible for the privacy practices or content of those sites. We encourage you to read the privacy policies of any third-party sites you visit.
14. Changes to This Policy
We may update this Privacy Policy from time to time. When we do, we will update the “Last updated” date at the top of this page. For material changes, we will notify active members by email at least 14 days before the changes take effect.
Your continued use of the platform after any changes constitutes your acceptance of the updated policy.
15. Contact Us
If you have any questions, concerns, or requests regarding this Privacy Policy or your personal information, please contact us:
- Email: support@keepthekeys.ca
- Website: keepthekeys.ca
We take privacy concerns seriously and will respond to all inquiries within 30 days.