Privacy Policy

What this policy covers

This Privacy Policy explains how KeyLake Estates LLC ("KeyLake," "we," "us," or "our") handles personal information through keylakeestates.org, KeyLake-branded apps and portals, authenticated customer and workforce account surfaces, public forms, APIs, and other electronic interfaces we make available (collectively, the "Digital Services"). It also describes our general treatment of customer, property, service, applicant, workforce, vendor, and business-contact information handled through those systems.

More specific documents may also apply. A signed Service Authorization, Master Service Agreement or Service Terms, agreed Property Checklist, invoice terms, employment or contractor documents, vendor terms, or another written agreement controls the specific relationship it governs if it conflicts with this general policy.

Information we may collect

The information we handle depends on how you interact with KeyLake and what role you have.

• Contact and identity information: name, email address, phone number, mailing or service address, organization, relationship to a property or business, and stable customer, user, employee, candidate, vendor, or account identifiers.
• Customer and property information: property address or general location, service preferences, access/setup status, authorized contacts, agreements, scheduled and completed visits, factual observations, checklists, issues, reports, approved photos or other service media, customer requests, and service communications.
• Account and authorization information: account status, authentication/session information, assigned roles, capabilities, permitted scope, access/revocation status, and security events used to determine what an authenticated user may see or do.
• App and website activity: dates and times of requests or actions, IP or network information, browser/device information, pages or app surfaces used, system events, error information, audit history, security signals, and abuse-prevention information.
• Billing and transaction information: invoice numbers, billing status, payment status, amounts, and provider references needed to reconcile an authorized transaction. Ordinary KeyLake website forms, Sheets, and AppSheet records are not intended to store full card or bank-account credentials.
• Workforce and applicant information: when you interact with KeyLake as an applicant, employee, contractor, or authorized workforce user, we may handle contact information, candidate/employee identifiers, role and qualification information, assigned work, work status, training, availability, time and mileage records, approved reimbursements, performance or quality records, and other information reasonably needed for hiring, workforce administration, payroll support, security, or compliance.
• Communications and feedback: messages, call or outreach outcomes, support requests, service-change requests, referrals, notes you provide, survey or feedback responses, and related follow-up.

Where information comes from

We may receive information directly from you; from an authorized customer, property owner, representative, referral source, employer, worker, vendor, or business contact; from KeyLake personnel performing authorized work; from our service providers and connected business systems; and from system-generated logs, status records, or other records created as the Digital Services are used.

How KeyLake uses information

• Provide, operate, secure, support, and improve the Digital Services and KeyLake services.
• Authenticate users, maintain account sessions, apply current access permissions, and prevent unauthorized or cross-account access.
• Respond to questions; process service, referral, billing, change, support, hiring, vendor, and other authorized requests; and communicate about them.
• Schedule and perform authorized property-status work; create factual service records; complete quality review; prepare customer-safe reports; and maintain service history.
• Maintain customer, workforce, accounting, compliance, security, support, and business records and reconcile connected systems.
• Process or reconcile invoices, payments, payroll-support information, reimbursements, and other authorized financial workflows through the appropriate accounting or payment provider.
• Protect people, properties, accounts, and systems; investigate misuse, fraud, security events, or disputes; enforce agreements and company rules; and meet legal obligations.
• Analyze service quality, capacity, operational performance, reliability, customer feedback, and business outcomes using information appropriate to the purpose.

Apps, authentication, cookies, and device information

Authenticated KeyLake apps and account surfaces may use session tokens, cookies, device/browser information, or similar technologies needed for login, authorization, security, reliability, preferences, and abuse prevention. Access is intended to be tied to a named authorized user or customer account rather than a shared login.

KeyLake may record ordinary app actions, timestamps, assigned-work status, sync or error state, and related audit information. KeyLake's current role systems are not designed to collect keystrokes, screen contents, continuous GPS location, or unrelated personal-device telemetry merely to monitor a person's presence. A specific work feature may use location, camera, photo, file, or device capability when the user initiates or authorizes that feature and it is reasonably needed for the task.

Photos, files, and service records

Customer property photos, visit photos, reports, and customer-specific service records are private by default. We use them for the customer relationship, service delivery, reporting, recordkeeping, quality assurance, issue resolution, authorized follow-up, and other legitimate operational purposes. KeyLake does not use customer-specific property photos or service imagery in advertising, social media, portfolios, case studies, or other public promotion without separate permission for that public use.

Restricted files or evidence that should not be synchronized into ordinary app surfaces are handled through the approved restricted file or provider process when applicable.

Payments and other sensitive provider data

Online invoice payments are handled through the payment option associated with an authorized KeyLake invoice, with Intuit/QuickBooks or another approved payment provider handling payment credentials under its own terms and privacy practices. KeyLake may retain the minimum billing and provider references needed for accounting and reconciliation, but ordinary KeyLake forms and app records are not designed to collect full payment credentials.

Likewise, where payroll, identity verification, screening, tax/withholding, or another sensitive process requires information such as a Social Security number, bank information, identity documents, or raw provider reports, KeyLake may direct that information to an approved secure capture or provider-only process instead of storing the raw information in ordinary KeyLake app records.

Automation and AI-assisted features

KeyLake may use software automation or AI-assisted tools to help draft or translate text, classify or route work, detect anomalies, summarize authorized information, forecast capacity, or recommend a next action. These tools are used as support systems: they are not permitted to invent source facts or independently grant access, approve money, or make reserved legal, employment, safety, access, protected-data, or other decisions that require qualified human authority.

Who may receive information

Within KeyLake, information is intended to be available only to people and systems that need it for authorized work, subject to the applicable account, role, capability, scope, and record-state controls.

We also use service providers that support functions such as website hosting and security, app hosting and productivity tools, authentication, email and communications, file storage, accounting and payments, payroll or workforce administration, and other business operations. Depending on the function, these may include providers such as Cloudflare, Google Workspace/AppSheet, Intuit/QuickBooks, and communications or identity providers. They may process information as needed to provide the services we use and under their own applicable terms and privacy practices.

We may disclose information when reasonably necessary to comply with law or valid legal process; protect safety, rights, property, or systems; investigate misuse or fraud; resolve a dispute; enforce an agreement; complete an authorized business transaction; or carry out an action you requested or authorized. We may also transfer appropriate information as part of a merger, financing, reorganization, sale, or transfer of all or part of the business, subject to applicable law and appropriate confidentiality protections.

KeyLake does not operate a data-broker business and does not sell customer lists, customer property/service records, customer property imagery, or workforce records for money.

Data minimization, retention, and legal holds

We aim to collect and expose only the information reasonably needed for the relevant role, service, transaction, security, compliance, or business purpose. We retain information for as long as reasonably needed for the relationship or workflow involved and for legitimate service, accounting, tax, legal, security, audit, recordkeeping, recovery, or dispute purposes. Retention may differ by record type.

A deletion or routine retention schedule may be suspended when information is subject to a legal hold, required accounting/tax retention, security or evidence need, contractual obligation, dispute, or other lawful requirement. Completed history may be archived without changing the authoritative historical record.

Security

KeyLake uses administrative, technical, and physical safeguards appropriate to the information and systems involved. Current controls are designed around authenticated named accounts, least-privilege access, scoped role permissions, restricted handling of sensitive data, provider-owned handling for certain credentials, audit/readback practices, and security/recovery procedures. We also expect service providers handling sensitive information to maintain appropriate safeguards for their role.

No storage, network, authentication, or transmission method can be guaranteed completely secure. If KeyLake becomes aware of a security incident involving information for which notice is legally required, we will provide notices and take other steps required by applicable law.

Your choices and privacy requests

You may contact KeyLake to ask about personal information associated with you, request correction of inaccurate information, request deletion or restriction where applicable, ask for an appropriate copy or disclosure, or raise a privacy concern. The rights available depend on the law, the relationship, and the information involved.

Before disclosing, changing, or deleting information, we may need to verify your identity and authority and clarify the scope of the request. We may deny, limit, or retain information when necessary for another person's privacy, fraud prevention, security, legal holds, accounting/tax obligations, service documentation, disputes, legal requirements, or other lawful reasons. Where a request affects multiple KeyLake systems, we may coordinate the request across the applicable record owners rather than copying all information into one privacy database.

If you receive optional promotional communications from KeyLake, you may use the unsubscribe or opt-out method provided with the communication or contact us. Service, account, security, billing, or other transactional communications may still be sent when reasonably necessary for an active relationship or request.

Children

KeyLake's public customer and property-service Digital Services are intended for adults and authorized business or property representatives, not for children to use independently. We do not knowingly seek personal information from children under 13 through those public/customer surfaces. Any workforce use involving a person under 18, if applicable, is handled through the separate employment/onboarding process and applicable law.

Third-party links and services

The Digital Services may link to or integrate with third-party services. A third party's own terms and privacy practices apply to information it collects or controls. KeyLake is not responsible for an unrelated third party's independent privacy practices.

Policy updates

We may update this Privacy Policy as the Digital Services, KeyLake services, providers, laws, or our information practices change. We will post the current version here and update the effective date. If a change is material and additional notice is appropriate or legally required, we will provide that notice through a reasonable channel.

Contact

Privacy questions and privacy requests can be sent to [email protected] or discussed by phone at (607) 289-0107.

Effective / last updated: September 3, 2026.