Privacy Policy

Account Information

When users create an account, we may collect:

• Name
• Email address
• Agency name
• Phone number
• Login credentials

This information is used to create and manage user accounts.

Buyer & Lead Information

KeydIn stores lead information submitted or captured through the platform, including:

• Buyer names
• Buyer email addresses
• Phone numbers
• Property enquiries
• Conversation history
• Lead status and pipeline stage

This information allows agents to manage buyer relationships.

Email Integration Data

If you connect an email account (Gmail or Outlook) to KeydIn:

• KeydIn reads incoming emails to detect property enquiries from portals such as Domain, Trade Me, and REA Group.
• Only relevant enquiry data is extracted and stored.
• KeydIn may send emails on your behalf, either when you approve AI-drafted responses or automatically when AI Auto-Reply is enabled. Auto-Reply sends responses, schedules inspections, and books meetings autonomously without requiring manual approval.

KeydIn does not store full email inboxes or unrelated messages.

Parsed information may include:

• Sender name
• Email address
• Phone number
• Message content
• Property address referenced in the enquiry
• Portal source (e.g. Domain, Trade Me)

Calendar Integration Data

If you connect a calendar (Google Calendar or Outlook Calendar) to KeydIn:

• KeydIn syncs calendar events to provide daily briefings and availability checking.
• KeydIn may create calendar events on your behalf when booking inspections or meetings with buyers.

Stored calendar data may include:

• Event titles, times, and locations
• Attendee email addresses
• Event type (inspection, meeting, appraisal)

Social Media Integration Data

If you connect a Facebook Page to KeydIn:

• KeydIn stores an encrypted OAuth access token to publish posts to your connected Facebook Page on your behalf.
• KeydIn stores your Facebook Page name and ID for display purposes.
• KeydIn does not read your Facebook feed, messages, or personal profile data.

Posts are only published when you explicitly click “Publish to Facebook” on a social draft.

If your Facebook Page has a linked Instagram Business Account, KeydIn may also store your Instagram account ID to enable publishing to Instagram. The same OAuth connection and access token are used for both Facebook and Instagram publishing. Instagram posts are only published when you explicitly click “Post to Instagram” on a social draft that includes an image.

Free Trial Data

When you sign up for a free trial, KeydIn stores your trial start and end dates. During the trial, all platform features function identically to a paid subscription. If the trial expires without a paid subscription, AI features are disabled but your data (leads, conversations, listings) is retained and accessible in read-only mode. Your data is never deleted due to trial expiry.

Vendor & Seller Data

For properties listed through KeydIn, we may store vendor (seller) information including:

• Vendor name and email address
• Property listing details
• AI-generated vendor reports (campaign performance, buyer feedback summaries, market insights)

Vendors may be invited to view a sanitised portal showing campaign data. Sensitive internal data such as commission rates is never exposed to vendors.

Subscription & Billing Data

Subscription payments are processed through Stripe. KeydIn stores your Stripe customer ID and subscription status but does not store credit card numbers or sensitive payment details on its own servers.

AI Processing Data

KeydIn uses artificial intelligence to provide features such as:

• Email enquiry parsing and lead creation
• Lead scoring, categorisation, and win-probability predictions
• Draft email responses, autonomous auto-replies, and suggested follow-ups
• Vendor transparency reports (buyer feedback, market insights, recommendations)
• Daily briefings and AI preparation notes
• Revenue intelligence and pipeline forecasting
• Autonomous calendar scheduling, meeting booking, and rescheduling
• AI-generated marketing and social media posts

To perform these features, relevant lead, property, and conversation data may be sent to our AI provider (OpenAI) for processing. Data is transmitted securely and is not used by the AI provider to train their models.

Mobile App Data

KeydIn offers a native mobile application (iOS and Android). When using the mobile app, we may collect:

• Device type and operating system version
• Push notification tokens (for lead and conversation alerts)
• App usage and session data

The mobile app uses Bearer token authentication. Access tokens are stored securely on-device and are used only to authenticate requests to KeydIn's servers. We do not access contacts, camera, microphone, or other device features unless explicitly granted by you.

Usage Analytics

KeydIn may collect platform usage data including:

• Pages visited
• Features used
• Interaction timestamps
• Device/browser information

This data is used to:

• Improve product design
• Understand feature usage
• Identify errors and performance issues