Privacy Policy

1. Scope and our role

This Policy applies to the Service and communications that link to it. It does not govern a third party's website, product, or service, even when the Service links to it.

For account, subscription, support, and direct website information, EASN generally determines why and how the information is processed. When a landlord or property operator enters personal information about tenants, applicants, contractors, or other people, that customer generally determines the purposes and means of that processing, and EASN processes the information to provide the Service. Those individuals should direct requests first to the customer that entered their information; we will assist that customer as required by applicable law and our agreement.

2. Information we collect

The information collected depends on how you use the Service and may include:

The Service is not designed to collect Social Security numbers, taxpayer identification numbers, banking credentials, full payment-card data, health information, biometric identifiers, or other unrelated highly sensitive information. Do not place that information in free-text fields or uploads. KeyFolioHQ's tax-preparation outputs intentionally leave taxpayer-identification fields for completion outside the Service.

3. Sources of information

• You: information submitted when you register, subscribe, maintain records, upload files, or contact support.
• Other customers: a landlord or property operator may enter information about a tenant, contractor, or other person.
• Automatically through the Service: essential authentication, request, device, and security data.
• Service providers: billing, authentication, hosting, storage, and email-delivery providers may return account status, delivery, fraud, or transaction metadata.

4. How we use information

• Provide, operate, maintain, and improve the Service and its reports and exports.
• Create and authenticate accounts; enforce plan limits and entitlements.
• Process subscriptions, invoices, cancellations, and payment-related events through Stripe.
• Respond to support, privacy, security, and account requests.
• Send transactional, security, legal, and Service-related notices.
• Detect, investigate, and prevent fraud, abuse, unauthorized access, and technical problems.
• Comply with law, enforce our agreements, and establish, exercise, or defend legal claims.
• Create aggregated or de-identified information for legitimate operations and product improvement, provided we do not use it to identify a person except as permitted by law.

We do not currently use customer content to train generative-artificial-intelligence models or to make decisions that produce legal or similarly significant effects about a person.

5. How we disclose information

We may disclose personal information in the following circumstances:

• Service providers. Vendors process information for hosting, database, authentication, file storage, payment processing, transactional email, support, security, and related operations under contractual or legal obligations.
• At your direction. When you initiate an export, access a linked provider, or otherwise ask us to disclose information.
• Legal and safety reasons. When we reasonably believe disclosure is required by law, valid legal process, or necessary to protect rights, safety, the Service, or users. We may challenge overbroad requests where appropriate.
• Business transactions. In connection with a financing, merger, acquisition, reorganization, sale of assets, or similar transaction, subject to appropriate confidentiality and any legally required notice.
• Professional advisers. Lawyers, auditors, insurers, accountants, and other advisers who need the information to provide services to us.

We do not sell personal information for money. We do not share personal information for cross-context behavioral advertising or use third-party advertising cookies on the Service. We also do not disclose personal information to third parties for their own direct marketing.

6. Primary service providers

Our current primary infrastructure and transaction providers include:

• Supabase: authentication, database, and object storage. Lease files use restricted signed access. The current receipts bucket produces public URLs for receipt and repair-image files.
• Vercel: application hosting, delivery, and server-side request processing.
• Stripe: subscription checkout, billing, invoices, and customer billing portal.
• Brevo: account verification and other essential Service email delivery.

These providers process information under their own contracts and privacy notices and may use subprocessors. Provider assignments can change as we maintain the Service; we will update this Policy when a change materially affects the disclosures here.

7. Cookies and local storage

The Service uses essential cookies or similar browser storage to maintain secure authentication sessions, protect requests, remember limited interface state (such as a dismissed notice), and operate account features. These technologies are necessary for requested functionality. We do not currently use advertising cookies, cross-site behavioral tracking, or third-party analytics pixels.

Browser settings can block or delete cookies and local storage, but doing so may prevent login or other Service features from working. Because we do not currently sell or share personal information for targeted advertising, a Global Privacy Control or "Do Not Track" signal does not change those practices; we will honor legally recognized browser opt-out signals if our practices later make them applicable.

8. Data retention

We retain information for as long as reasonably necessary to provide the Service, maintain and secure accounts, meet contractual obligations, comply with tax, accounting, payment, and legal requirements, resolve disputes, and enforce agreements. Retention depends on the information's nature, sensitivity, purpose, risk, account status, and legal requirements.

The Service does not currently provide self-service account deletion. We review account-closure and deletion requests manually after verifying identity and authority, and fulfill them where required by applicable law or otherwise approved. A request does not automatically cancel a Stripe subscription. Deleting a repair, expense, property, or related database record does not currently delete associated receipt or repair-image objects from storage, so identify any uploaded files you also want reviewed for removal when submitting a request. We may retain information needed for legal holds, fraud and security, billing, taxes, disputes, and enforcing agreements. Residual copies may remain in provider-managed backups or logs until removed in the ordinary course; EASN does not publish or promise a fixed backup-deletion period.

9. Security

We use administrative, technical, and organizational safeguards designed to protect information, including encrypted network transport, authentication controls, tenant-scoped database access rules, restricted lease-file access, restricted service credentials, logging, and access limitation. Receipt and repair-image links are not access-restricted and may be opened by anyone who obtains the URL. We evaluate safeguards in light of the Service's size, nature, and risk.

No internet transmission, system, or storage method is completely secure. You are responsible for a strong unique password, safeguarding account credentials, securing devices, and notifying us promptly of suspected unauthorized access. We will provide legally required security-incident notices.

10. Your responsibilities for other people's information

Customers decide what tenant, contractor, and property information to enter. Before providing that information, you must have a lawful basis, authority, and any required notices or consents. You must use it only for lawful property-management purposes, limit it to what is reasonably necessary, keep it accurate, and honor applicable privacy, housing, employment, tax, recordkeeping, and data-security laws.

Do not use the Service to build unlawful profiles, discriminate, make prohibited housing decisions, or store data for an unrelated purpose. If you receive a privacy request relating to information you entered, you are responsible for responding and may contact us for reasonable assistance.

11. Your choices

• Review and update available account and property records through the Service.
• Use available CSV and PDF/print exports for supported records and reports.
• Manage payment methods, invoices, and cancellation through the Stripe customer portal exposed in account settings.
• Request account access, correction, export, or deletion by contacting us.
• Unsubscribe from optional marketing messages using the message instructions, if we offer them. Transactional and legal messages may still be sent while an account remains active.

12. U.S. state privacy rights

Depending on your residence and whether a law applies to EASN, you may have rights to confirm processing; access, correct, delete, or obtain a portable copy of personal information; opt out of sale, targeted advertising, or certain profiling; limit certain sensitive-data uses; withdraw consent; or appeal a denied request. Our current practices do not include sale, targeted advertising, or legally significant automated profiling.

Submit a request to customersupport@easnsolutions.com. Use the subject "Privacy Request" or "Privacy Appeal" and identify the account and right involved. We may verify your identity and authority before acting, may ask an authorized agent for proof of authorization, and may deny or limit a request where the law permits. We will not unlawfully discriminate against you for exercising an applicable privacy right.

If EASN processes the relevant information only for a customer, we may direct you to that customer. We respond within the period required by applicable law and explain any available appeal process.

13. Children

The Service is for adults managing rental-property operations and is not directed to anyone under 18. We do not knowingly collect personal information directly from children. Do not create an account for a minor or upload a child's information unless it is lawfully necessary for a legitimate rental record and you have authority to do so. Contact us if you believe a child provided information directly to us without appropriate authorization.

14. Processing location and international use

EASN is based in the United States, and the Service and its providers may process information in the United States and other locations where they operate. Those locations may have privacy laws different from those where you live. Where legally required, we use an approved transfer mechanism or other safeguard. The Service is not intentionally marketed to jurisdictions where our offering would be unlawful.

15. Changes to this Policy

We may update this Policy as the Service, providers, or law changes. We will post the revised version here and update the date above. If a change materially reduces privacy protections or requires consent, we will provide additional notice or obtain consent as required by law. Prior versions may be requested from support where reasonably available.

16. Contact us

EASN Solutions, LLC
Operator of KeyFolioHQ
Website: https://keyfoliohq.com
Email: customersupport@easnsolutions.com

Use the subject "Privacy Request" for privacy matters. We may request information reasonably necessary to verify identity, protect accounts, and locate relevant records.