Terms of Use

What these terms cover

These Terms of Use ("Terms") govern use of keylakeestates.org, KeyLake-branded apps and portals, authenticated customer and workforce account surfaces, public forms, APIs, and other electronic interfaces that KeyLake Estates LLC ("KeyLake," "we," "us," or "our") makes available (collectively, the "Digital Services"). By using a Digital Service, you agree to these Terms to the extent they apply to your use.

These Terms are general digital-use rules. They do not replace the documents governing a specific customer, employment, contractor, vendor, or other relationship. If a signed Service Authorization, Master Service Agreement or Service Terms, agreed Property Checklist, invoice terms, employment or contractor document, vendor agreement, or another specific written agreement conflicts with these Terms on a matter it governs, the more specific agreement controls for that matter.

Who may use the Digital Services

Public informational pages and forms may be used for their intended lawful purposes. Authenticated apps, portals, customer accounts, internal role surfaces, and restricted features may be used only by the person or organization to whom KeyLake has granted or recognized access and only within that user's current authorized scope.

Customer/account features are intended for adults and authorized property or business representatives. Internal workforce access is governed by KeyLake's current employment, contractor, confidentiality, security, and company policies in addition to these Terms.

Accounts, authentication, and access

When a Digital Service requires an account, you must use your own authorized account and keep authentication methods and devices reasonably secure. Shared logins, credential sharing, impersonation, or using another person's account are prohibited unless KeyLake has expressly provided an approved shared-access method for a specific non-personal system function.

Access to a screen, link, record, file, or technical endpoint does not itself grant permission to view or use the underlying information. You may access, change, export, download, photograph, copy, or disclose information only when your current KeyLake authorization and legitimate purpose permit it. Do not attempt to bypass security filters, account restrictions, role scope, approval gates, deep-link restrictions, rate limits, or other access controls.

You must promptly report suspected account compromise, unauthorized access, or material loss of a device or credential used for KeyLake work. KeyLake may revoke, suspend, narrow, or require re-verification of access when reasonably necessary for security, offboarding, role or relationship changes, misuse, legal requirements, or protection of people, property, customers, or systems.

Acceptable use

You may use the Digital Services only for legitimate KeyLake, customer, property, applicant, workforce, vendor, or business purposes for which the relevant surface was provided. You agree not to:

• use the Digital Services unlawfully, deceptively, fraudulently, or to harass, threaten, or harm another person;
• attempt unauthorized access, privilege escalation, security testing without permission, scraping, automated extraction, credential attacks, malware delivery, interference, denial of service, or circumvention of technical controls;
• access another customer, employee, candidate, vendor, property, account, or restricted record without authorization;
• copy, export, publish, post, sell, or disclose confidential, customer, property, workforce, security, or restricted information except for an authorized business purpose;
• submit information you know is false, misleading, unlawfully obtained, or outside your authority to provide;
• use KeyLake systems to store passwords, one-time/MFA codes, full payment or bank credentials, Social Security numbers, raw identity documents, access codes, or other highly sensitive information in an ordinary field, note, screenshot, email, or form when a separate approved secure process is required; or
• use KeyLake branding, content, data, or system access to imply authority, affiliation, endorsement, or service rights that you do not have.

Your submissions and records

You are responsible for information you submit and represent that you have the right or authority to provide it. Keep another person's or property's information limited to what is reasonably needed for the authorized purpose.

You retain any ownership rights you have in content you lawfully submit. You grant KeyLake a non-exclusive, worldwide, royalty-free license to host, store, reproduce, transmit, format, process, and use that content only as reasonably necessary to operate the Digital Services, provide or support the relevant KeyLake relationship, create authorized records and reports, protect the systems, comply with law, and exercise rights under applicable agreements. This license does not give KeyLake permission to use customer-specific property photos or service imagery for public marketing when separate permission is required.

System timestamps, audit history, submitted service facts, account/security records, provider readbacks, and similar records may be preserved even when later corrections are made. A correction may be recorded as a revision or additional controlled evidence rather than erasing the historical record.

Customer service still requires the service documents

Public and customer-facing Digital Services help with requests, account access, service status, reports, billing navigation, and other authorized interactions. They do not replace the signed documents required to create or change the property-service relationship. Before paid service begins, KeyLake and the customer must complete the applicable authorization, scope, plan/frequency, access arrangements, pricing, and other required terms.

A scheduled KeyLake property-status visit is a factual snapshot at a particular time. It is not a guarantee that every condition or loss will be discovered or prevented. KeyLake does not offer the standard service as security/guard/patrol or crime-prevention work; licensed home inspection, testing, diagnosis, certification, code/safety evaluation; property management; emergency response; trade or repair work; claims adjusting/appraisal; or another licensed or professional service KeyLake has not expressly agreed and been cleared to provide.

Internal and role-based app use

KeyLake role apps are work interfaces over the company's authorized records and systems. A role label, title, dashboard, hidden column, visual prominence, or technical access does not create business authority. Internal users must follow the current company policies, assigned scope, approval rules, recordkeeping requirements, security procedures, and instructions that apply to their work.

Ordinary internal app surfaces are not approved repositories for highly sensitive credentials, protected legal or employment evidence, raw background reports, full identity documents, or other restricted information that KeyLake directs to a separate secure process or provider.

Automated and AI-assisted features

The Digital Services may contain automated status, routing, summaries, drafts, translations, anomaly alerts, forecasts, recommendations, or other AI-assisted features. These are operational aids, not independent authority. They may be incomplete or require human review. Source records, current permissions, signed agreements, provider readbacks, and authorized human decisions control when they conflict with a draft, recommendation, summary, or predicted result.

Keep sensitive information in the approved channel

Do not submit passwords, reusable authentication secrets, MFA/one-time codes, lockbox/alarm/gate/door/smart-lock codes, key locations, full card or bank credentials, Social Security numbers, full identity-document numbers/images, raw background-report contents, or exact absence schedules through public website forms, ordinary email, ordinary notes, or other non-approved fields. If KeyLake needs sensitive information, use only the separate secure process or provider identified for that purpose.

Information, pricing, records, and availability

We work to keep the Digital Services accurate and useful, but content, data displays, routes, availability, pricing information, policies, or system status may change. General digital content does not override a signed customer-specific or relationship-specific document. If an authorized invoice, signed agreement, official provider record, or current authoritative KeyLake record conflicts with a general informational display, the record or agreement that legally or operationally controls the matter takes precedence.

The Digital Services may be updated, maintained, suspended, unavailable, delayed by connectivity or provider issues, or discontinued in whole or in part. Unless KeyLake expressly states otherwise in a specific written agreement, the Digital Services are not emergency communication, security monitoring, life-safety, or guaranteed real-time systems.

Third-party platforms, links, and providers

Some Digital Services use or connect to third-party platforms for hosting, app functionality, authentication, communications, file storage, accounting, payments, payroll, or other business functions. Examples may include Cloudflare, Google Workspace/AppSheet, Intuit/QuickBooks, and other approved providers. A provider may apply its own terms, privacy practices, availability limits, and technical rules to its service.

Links to unrelated third-party sites are provided for convenience or a business function. A link does not mean KeyLake controls, endorses, or accepts responsibility for all content or practices of that site.

KeyLake name, content, and systems

KeyLake owns or licenses its branding, original website/app content, designs, documentation, software/configuration, reports/templates, and other materials, subject to any third-party rights. Except for normal authorized use of the Digital Services, you may not copy, reverse engineer, republish, resell, remove ownership notices from, or create a misleading derivative of KeyLake materials or systems without permission, except where applicable law expressly allows otherwise.

Privacy

KeyLake's Privacy Policy explains how we handle personal information through the Digital Services. Your use of the Digital Services is also subject to appropriate confidentiality, security, and data-handling rules that apply to your specific role or relationship.

Suspension and termination of digital access

KeyLake may suspend, restrict, or terminate access to a Digital Service when reasonably necessary because of security risk, suspected compromise, misuse, unauthorized access, offboarding, termination or change of the underlying relationship, legal requirements, provider limitations, or material violation of these Terms or applicable company rules. Ending digital access does not erase obligations, rights, payments, records, or historical information that must remain under another agreement or applicable law.

Disclaimers

To the fullest extent permitted by law, the Digital Services are provided on an "as available" basis. KeyLake does not promise that every Digital Service will be uninterrupted, error-free, compatible with every device, or free from all security threats. Nothing in these Terms excludes warranties, rights, remedies, or liability that cannot lawfully be excluded or limited.

Digital content, status displays, reminders, forecasts, automated suggestions, and general information are not legal, tax, accounting, medical, engineering, inspection, security, or other professional advice unless KeyLake expressly agrees in writing to provide a service it is legally qualified and authorized to provide.

Responsibility for misuse

You are responsible for losses or consequences caused by your intentional misuse of the Digital Services, unauthorized disclosure of information, use of another person's credentials, or knowing violation of these Terms or applicable law, subject to any rights and limitations that cannot lawfully be waived. Customer service liability and remedies remain governed by the applicable signed customer documents rather than this general digital-use section where those documents control.

Changes to these Terms

We may update these Terms as the Digital Services, KeyLake services, providers, or legal requirements change. The current version and effective date will be posted here. Changes apply prospectively from the posted effective date unless another legally permitted effective date or specific agreement applies. If a material change requires additional notice or consent, KeyLake will provide it through an appropriate channel.

New York law; specific agreements control

These Terms are governed by the laws of the State of New York, without regard to conflict-of-law principles, except to the extent another law must apply. A signed customer, employment, contractor, vendor, or other specific agreement may contain additional dispute, venue, notice, or governing provisions; those specific provisions control the relationship they govern.

If a provision of these Terms is found unenforceable, the remaining provisions remain in effect to the extent permitted by law. A failure to enforce a provision once is not a waiver of the right to enforce it later.

Contact

Questions about these Terms can be sent to [email protected] or discussed at (607) 289-0107.

Effective / last updated: September 3, 2026.