Data processing agreement.

1. Parties and roles

This agreement is between you, the landlord or business with a Keymews account (the controller), and Keymews Ltd, a company registered in England and Wales (company number 17569958), whose registered office is at 13 Pontypool Walk, Romford, England, RM3 8YD (the processor). It applies to personal data you or your team put into Keymews, or ask tenants and contractors to put into it, and that we process for you (your data). Words such as “personal data”, “processing” and “personal data breach” have the meanings in the UK GDPR and the Data Protection Act 2018.

2. What we process

• Purpose: to provide Keymews to you under the terms of service.
• Duration: while you have an account, and until your data is deleted under section 10.
• People: your tenants and other occupiers, guarantors you record, contractors, your team members and accountants, and anyone else you record. If you use Keymews as a contractor or accountant, also your own customers and clients, the documents they upload through your requests, and the reminder emails we send them for you.
• Types of data: names and contact details; tenancy details, rent, payments, arrears and deposits; records of tenancy checks, such as Right to Rent (which may include nationality or immigration status); documents and photos you upload; repair details and access notes; messages; and online payment records.
• Special category data: Keymews isn’t designed for it. Only record it, for example health information about a tenant’s needs, when you have a lawful basis and it’s necessary.

3. Your instructions

We process your data only on your documented instructions. Using Keymews’ features, and the terms of service, are your instructions. We won’t process it for any other purpose unless the law requires us to, in which case we’ll tell you first unless the law prevents it. If we think an instruction breaks data protection law, we’ll tell you.

4. Your responsibilities

You’re responsible for having a lawful basis for recording your data, for telling the people concerned (for example in your own privacy notice to tenants), and for the accuracy of what you record.

5. Confidentiality

Everyone at Keymews who can access your data is bound by confidentiality, and access is limited to what they need to provide and support the service.

6. Security

We take appropriate technical and organisational measures to protect your data, including:

• encryption in transit (TLS) and at rest, by our hosting provider;
• database rules that limit each user to what their role allows: tenants to their own tenancy, contractors to jobs given to them, accountants to what you share;
• two-step sign-in, and an audit log of changes in your organisation;
• encrypted backups (AES-256), normally taken daily and kept for 30 days.

7. Sub-processors

You authorise us to use the sub-processors listed in the annex. We’ll give you at least 30 days’ notice by email before adding or replacing one. If you object on reasonable data protection grounds and we can’t address the objection, you may close your account and we’ll refund any amount paid for time after it closes. Each sub-processor is bound by written terms that protect your data at least as well as this agreement does, and we remain responsible to you for them.

8. Transfers outside the UK

Where a sub-processor processes your data outside the UK, the transfer is made under UK adequacy regulations or protected by the UK International Data Transfer Agreement or Addendum, or another safeguard permitted by UK law.

9. Helping you

• Requests from individuals: Keymews lets you find, correct, export (Settings → Data) and delete your data. If someone contacts us directly about your data, we’ll pass the request to you without undue delay and won’t respond ourselves unless you ask us to.
• Breaches: we’ll tell you without undue delay, and within 48 hours, of becoming aware of a personal data breach affecting your data, with the information you need to meet your own obligations.
• Assessments: we’ll give reasonable help with data protection impact assessments and consultations with the ICO about Keymews.

10. When your account ends

You can export your data at any time before your account closes. After it closes we delete your data within 90 days, and from backups within a further 30 days, unless the law requires us to keep it.

11. Audits

We’ll make available the information reasonably needed to show that we meet this agreement. You may audit our compliance once a year, with at least 30 days’ notice, at your cost, in a way that doesn’t compromise other customers’ data.

12. Liability and law

The limits of liability in the terms of service apply to this agreement, as far as the law allows. This agreement is governed by the law of England and Wales.

Annex: sub-processors

• Supabase Inc.: database, sign-in and file storage. London (UK).
• Cloudflare, Inc.: hosting and security. Global network.
• Resend: email delivery. European Union (Ireland).
• Cloudflare, Inc. (Workers AI): Keymews AI answers and listing descriptions, when your team uses them. Global network, which may include the United States.
• Groq, Inc.: reading receipt and gas safety certificate photos, and the same Keymews AI tasks when Cloudflare Workers AI can’t answer. United States and other countries where Groq has data centres.
• Ideal Postcodes: address lookup; what’s typed in an address search (a postcode or the start of an address). UK.
• postcodes.io (run by Ideal Postcodes): the position of listed homes in property search, from their postcodes; postcodes only. UK.
• Browser push services (such as Apple, Google, Mozilla and Microsoft): delivering notifications to the devices your team and tenants turn them on for. Each notification is encrypted end to end, so the service can’t read it. Depends on the browser; may include the United States.
• Stripe: plan payments. For online rent payments, and contractors’ card payments for their invoices, Stripe processes payment data for your own Stripe account as a controller under your agreement with Stripe, not as our sub-processor.