1. Information We Collect
The information we collect depends on how you use Keyvia.
Account Information
When you create or use an account, we may collect:
- Name
- Email address
- Mobile phone number
- Email and phone verification status
- Account and workspace identifiers
- Login and authentication information
- Account preferences
- Role and permission information
Property and Workspace Information
When using Keyvia to manage properties, you or other authorized users may provide information including:
- Property names and addresses
- Property details
- Unit information
- Ownership or management information
- Property assignments
- Workspace settings
Information About Other People
Customers may use Keyvia to manage information concerning people associated with their properties or business, including:
- Property owners
- Tenants or occupants
- Prospective tenants
- Employees
- Property managers
- Contractors
- Vendors
- Maintenance providers
- Other invited users
The type of personal information entered into Keyvia depends on how each customer uses the Service.
Customers are responsible for ensuring that they have the appropriate legal authority, notices, and consents required to collect and provide personal information to Keyvia.
People & Access Information
To manage access and permissions, we may collect or generate information relating to:
- User invitations
- User roles
- Permission levels
- Property assignments
- Workspace relationships
- Account status
- Seat or subscription impact
- Invitation acceptance and verification
We may prevent or delay access when required account, identity, relationship, or security checks have not been completed.
Billing Information
If you subscribe to a paid Keyvia plan, we may process information such as:
- Subscription plan
- Billing contact information
- Subscription amount
- Introductory pricing
- Renewal pricing
- Transaction identifiers
- Invoice information
- Payment status
- Renewal and cancellation status
Payment information may be processed by third-party payment providers. Those providers may collect payment-card information directly under their own privacy and security practices.
Keyvia's Free plan may be created without providing a payment card where that option is available.
Communications and Verification Information
We may collect records relating to:
- Email verification
- Phone verification
- SMS verification
- Account notices
- Consent acknowledgements
- Support communications
- Communication preferences
- Opt-out or unsubscribe requests
Technical and Security Information
When you access Keyvia, we may automatically collect technical information such as:
- IP address
- Browser type
- Device information
- Operating system
- Login activity
- Date and time of requests
- Authentication events
- Security events
- Application errors
- Request and diagnostic information
We use this information to operate, protect, troubleshoot, and improve the Service.
Anti-Abuse and Bot Protection
Keyvia may use services such as Cloudflare Turnstile to help detect automated traffic, fraud, abuse, and malicious activity.
These services may process technical information such as IP addresses, browser characteristics, device or network signals, and verification results.
Cookies and Similar Technologies
Keyvia may use cookies and similar technologies for purposes such as:
- Keeping users signed in
- Authentication
- Security
- Remembering preferences
- Maintaining sessions
- Preventing fraud
- Measuring website or application performance
- Analytics
Where required by applicable law, we will obtain consent before using non-essential cookies or similar technologies.
2. How We Use Personal Information
We may use personal information to:
- Create and administer accounts
- Verify email addresses and telephone numbers
- Authenticate users
- Establish and manage workspaces
- Create and manage properties
- Provide property-management functionality
- Manage users, roles, assignments, and permissions
- Process invitations
- Provide subscription and billing services
- Send verification messages
- Send account, service, security, and administrative communications
- Provide customer support
- Prevent fraud, abuse, and unauthorized access
- Detect and investigate security incidents
- Maintain system integrity
- Troubleshoot technical problems
- Improve the reliability and performance of Keyvia
- Maintain records required for regulatory or compliance purposes
- Enforce our agreements and policies
- Establish, exercise, or defend legal rights
- Comply with applicable laws, regulations, court orders, or lawful requests
We will not use personal information for a materially different purpose without obtaining additional consent where required by law.
3. Consent
Where consent is required, we seek consent that is appropriate to the nature and sensitivity of the information and the circumstances in which it is collected.
Certain information is necessary for Keyvia to provide or secure an account. For example, account registration may require a verified email address, verified phone number, workspace information, and other information necessary to operate the Service.
You may withdraw or vary consent where permitted by law.
Withdrawing consent may limit our ability to provide features that require the relevant information.
4. Email and SMS Communications
Keyvia may use your email address and mobile telephone number to:
- Verify your identity or contact information
- Authenticate your account
- Send security alerts
- Send account notifications
- Provide service updates
- Provide support
- Send other communications necessary to operate your account
Agreeing to receive account or verification messages does not automatically mean that you agree to receive promotional text messages.
Where Keyvia sends commercial electronic messages subject to Canada's Anti-Spam Legislation (CASL), we will obtain consent where required and provide applicable identification and unsubscribe information.
Promotional SMS or email consent, where used, may be withdrawn in accordance with applicable law.
5. Customer Workspace Data
Organizations and property managers using Keyvia may enter personal information about tenants, owners, contractors, employees, vendors, or other individuals.
In these situations, the Keyvia customer generally determines why the information is collected and how it is used.
Keyvia processes this information to provide, operate, secure, maintain, and support the Service.
Customers are responsible for:
- Having appropriate authority to collect the information
- Providing legally required privacy notices
- Obtaining required consents
- Controlling who is given access
- Assigning appropriate roles and permissions
- Using information in accordance with applicable privacy and other laws
Keyvia does not obtain ownership of customer workspace information simply because it is stored within the Service.
6. How We Share Personal Information
We may disclose personal information in the following circumstances.
Authorized Workspace Users
Information may be available to other users within a workspace according to their assigned roles, relationships, permissions, and property assignments.
Service Providers
We may use third-party service providers for functions such as:
- Cloud infrastructure
- Hosting
- Databases
- Data storage
- Security
- Fraud and bot prevention
- Email delivery
- Email verification
- SMS delivery
- Phone verification
- Payment processing
- Customer support
- Monitoring
- Error reporting
- Analytics
- Infrastructure management
These providers may process information on our behalf in accordance with their contractual responsibilities and applicable law.
Business Transactions
If Keyvia or 2583777 Alberta LTD is involved in a merger, acquisition, financing, restructuring, sale of assets, or similar transaction, information may be disclosed where permitted by applicable law and subject to appropriate confidentiality protections.
Legal Requirements
We may disclose information when reasonably necessary to:
- Comply with applicable law
- Respond to lawful court orders or government requests
- Investigate fraud or illegal activity
- Protect Keyvia, our customers, users, or others
- Protect property or safety
- Establish or defend legal claims
7. Sale of Personal Information
Keyvia does not sell personal information as a standalone business activity.
We do not provide customer property-management data to unrelated third parties in exchange for payment so that they can independently market their products or services.
8. Data Location and International Processing
Keyvia may use service providers located in Canada, the United States, or other jurisdictions.
As a result, some personal information or technical information may be processed or stored outside Alberta or outside Canada.
When information is processed in another jurisdiction, it may be accessible to courts, governments, law-enforcement agencies, or regulatory authorities in accordance with the laws of that jurisdiction.
We remain responsible for personal information transferred to service providers for processing as required by applicable Canadian privacy law and use contractual, organizational, and technical measures appropriate to the circumstances.
For information regarding our policies and practices concerning service providers outside Canada, contact our Privacy Officer at:
9. Data Retention
We retain personal information only for as long as reasonably necessary for the purposes for which it was collected and for legitimate legal, security, accounting, dispute-resolution, and compliance purposes.
Retention periods vary depending on the type of information.
For example, we may retain:
- Account information while an account is active
- Workspace information while required by the customer
- Billing and transaction records as required by financial and tax laws
- Verification and consent records where necessary to demonstrate compliance
- Security records where reasonably necessary to protect the Service
- Support records while required to resolve issues or disputes
- Backups for a limited period as part of normal system operations
When personal information is no longer reasonably required, we may delete, destroy, or anonymize it, subject to legal and technical requirements.
10. Security
Keyvia uses administrative, organizational, and technical safeguards intended to protect personal information against risks such as:
- Unauthorized access
- Unauthorized disclosure
- Loss
- Theft
- Misuse
- Alteration
- Destruction
Our safeguards may include account verification, authentication controls, anti-abuse systems, access permissions, role restrictions, assignment checks, and restrictions on internal support access.
Access to customer information by Keyvia personnel is limited to situations where access is reasonably necessary for authorized purposes such as support, security, maintenance, legal compliance, or investigation of misuse.
No internet-connected system can guarantee absolute security. We therefore cannot guarantee that unauthorized access, disclosure, alteration, or loss will never occur.
11. Privacy and Security Incidents
If Keyvia becomes aware of a privacy or security incident involving personal information, we will investigate the incident and take appropriate steps to contain and address it.
Where applicable law requires notification to affected individuals, the Office of the Information and Privacy Commissioner of Alberta, the Office of the Privacy Commissioner of Canada, or another authority, we will comply with those requirements.
12. Your Privacy Rights
Subject to applicable law and permitted exceptions, you may request to:
- Access personal information Keyvia holds about you
- Receive information about how your personal information has been used or disclosed
- Correct inaccurate or incomplete personal information
- Withdraw or vary consent where permitted
- Raise a concern regarding our privacy practices
- Ask about service providers that process information outside Canada
- Request deletion of personal information
- Request closure of your Keyvia account
- Request an available electronic copy of certain information
Some requests may be limited where information must be retained for legal, contractual, financial, security, dispute-resolution, or other lawful purposes.
If your information was provided to Keyvia by a property manager, employer, property owner, or other Keyvia customer, we may direct certain requests to that organization because it controls the relevant workspace information.
We may verify your identity before processing privacy requests.
Requests may be submitted to:
13. Account Closure and Deletion
You may request that your Keyvia account be closed.
Where appropriate and permitted by law, personal information associated with a closed account will be deleted or anonymized after applicable retention requirements have been satisfied.
Some information may remain temporarily in backups or be retained where reasonably necessary for:
- Legal obligations
- Tax or accounting requirements
- Fraud prevention
- Security
- Disputes
- Enforcement of agreements
- Regulatory requirements
A deletion request does not override information that Keyvia is legally required or reasonably permitted to retain.
14. Children's Privacy
Keyvia accounts are intended for individuals who are 18 years of age or older.
We do not knowingly permit individuals under 18 to independently create Keyvia accounts.
Because Keyvia is a property-management platform, customers may occasionally enter information concerning minors who reside at or are otherwise associated with a property.
Customers are responsible for ensuring they have appropriate authority and a legitimate property-management purpose before providing such information.
15. Third-Party Websites and Services
Keyvia may contain links to third-party websites, applications, payment services, integrations, or other services.
This Privacy Policy does not govern the independent privacy practices of those third parties.
We encourage users to review the privacy policies of third-party services before providing personal information to them.
16. Changes to This Privacy Policy
We may update this Privacy Policy as our Service, technology, service providers, business practices, or legal obligations change.
When we make changes, we will update the “Last Updated” date shown at the beginning of this Policy.
If a change materially affects how we handle personal information, we may provide additional notice through Keyvia, email, or another appropriate method.
Updating this Privacy Policy does not by itself authorize us to use personal information for a materially new purpose where applicable law requires additional consent.
17. Privacy Complaints
If you have a question, request, or complaint regarding Keyvia's handling of personal information, please contact us first so that we can investigate and respond.
Depending on the circumstances and applicable law, you may also have the right to contact the:
- Office of the Information and Privacy Commissioner of Alberta, or
- Office of the Privacy Commissioner of Canada
18. Contact Us
For privacy questions, requests, complaints, access or correction requests, or questions regarding processing outside Canada, contact:
Privacy Officer2583777 Alberta LTDOperating as Keyvia105-3003 37 ST SWCalgary, Alberta T3E 3B3CanadaEmail: privacy@keyvia.ca