Terms & Conditions

2.1 Eligibility

You must be a licensed real estate agent or authorised staff of a real estate agency to use KeydIn.

2.2 Account Responsibility

You are responsible for maintaining the confidentiality of your account credentials and for all activity that occurs under your account. KeydIn offers optional two-factor authentication (MFA) to enhance account security. Enabling MFA is recommended but not required.

2.3 Mobile App Use

KeydIn is available as a native mobile application on Android and iOS. By using the mobile app, you agree to these Terms in the same way as the web platform. The mobile app accesses the same KeydIn account and data. You are responsible for keeping your device secure and for any activity that occurs through the mobile app under your account.

Push notifications.The mobile app may send push notifications for new leads, upcoming meetings, and AI-generated morning and evening suggestions. You can enable or disable each category individually in Settings → Notifications, and adjust the meeting-reminder lead time (5, 15, 30, or 60 minutes). On first use, iOS will ask for your permission before any push is sent. If you decline or revoke that permission later, push notifications stop entirely; you can re-enable them in iOS Settings → KeydIn → Notifications. Notifications may include lead names, property addresses, and short context lines in their preview text on the lock screen, so do not enable push on a shared or unlocked device if that disclosure would be inappropriate for your context.

Open home walk-in capture. The mobile app includes a walk-in registration flow used at live open homes. By running this flow you confirm that you have informed each attendee, at the time of registration, that their name, phone number, and email are being collected by you and stored in KeydIn for follow-up purposes. You are responsible for compliance with the New Zealand Privacy Act 2020, the Australian Privacy Principles, and any other applicable jurisdictional collection-notice requirements. KeydIn provides the tooling but does not display a collection notice to attendees on your behalf.

Appraisal capture.The mobile app includes an appraisal flow used on-site during a vendor property appraisal. By running this flow you confirm that you have informed the vendor that photos of their property may be taken, voice memos of the conversation may be recorded and transcribed, and structured notes about the visit will be stored in KeydIn for the purpose of preparing your listing proposal. You are responsible for obtaining any consent your local laws require for audio recording of in-person conversations (NZ's one-party consent rule applies in New Zealand; rules vary across Australian states). KeydIn does not display a consent notice to the vendor on your behalf.

2.4 REA Act 2008 Compliance & Email Signatures

New Zealand's Real Estate Agents Act 2008 requires every advertisement and communication a licensee sends to identify themselves as a licensee, name the agency they act on behalf of, and make the agency relationship explicit. KeydIn helps you meet these obligations by collecting the following fields from you and embedding them into every transactional email sent through the platform:

• Licensee status— e.g. “Licensed Salesperson”, “Branch Manager”, “Licensee Agent”.
• Licence number(optional) — the identifier listed on the public REA register.
• Agency relationship statement— an explicit “Acting on behalf of [Agency]” phrase that appears at the top and bottom of every email so the recipient cannot mistake it for a private-seller pitch.
• Agency banner image— your agency's brand mark, embedded inside the signature card of every transactional email.

These fields are mandatory— KeydIn will not let you save your agent profile or send transactional email until they are filled in. You are responsible for ensuring the information you enter is accurate, current, and authorised by your office. You are also responsible for any trademark or copyright clearance on the banner image you upload — KeydIn does not verify branding rights on your behalf.

KeydIn provides this scaffolding as a convenience and does not warrant that the resulting emails meet all REA Act 2008 obligations in every situation. You remain legally responsible for the content of any communication sent through KeydIn under your name, and for any disciplinary action taken by the Real Estate Authority arising from non-compliant content.

2.5 Proper Use

You agree to use KeydIn only for lawful business purposes. You may not:

• Attempt to access unauthorised data
• Interfere with other users’ accounts
• Misuse AI-generated content in ways that violate laws or third-party rights

4.1 Email Integration

KeydIn may access your connected email account(s) (Gmail or Outlook) to automatically detect and parse property enquiry emails into structured leads.

4.2 Email Sending

KeydIn may send emails on your behalf in two ways: (a) when you manually approve AI-drafted responses, or (b) automatically when AI Auto-Reply is enabled. Auto-Reply sends responses, booking confirmations, and follow-up emails autonomously without requiring manual approval. Emails are sent via KeydIn’s email delivery service.

4.3 Calendar Integration

KeydIn may access your connected calendar (Google Calendar or Outlook Calendar) to sync appointments, check availability, and create meeting events such as property inspections.

4.4 Data Use

Only parsed data required for leads, conversations, calendar scheduling, and AI suggestions is stored. Full email inboxes and unrelated messages are not retained.

4.5 Consent

By connecting your email and calendar accounts, you consent to automated reading, processing, and sending of data through those accounts for KeydIn features.

4.6 Security

OAuth access tokens are encrypted using AES-256-GCM before storage. Sensitive credentials are never stored in plaintext.

4.7 Bulk Delete

The Re-engage workspace includes a Delete all contactsaction that permanently removes every imported Contact in your agency along with their conversation history, draft messages, and activity events. Contacts that have been promoted to Leads are excluded and remain untouched. The action is restricted to ADMIN and AGENT roles, gated behind a typed confirmation, and audit-logged with the deleter's user ID and the deleted-row count.

This delete is permanent and unrecoverable.KeydIn does not maintain a recycle bin or undo timer. The audit log entry is retained but does not allow data recovery. Sent emails already in your inbox or your recipients' inboxes are not affected. You are responsible for exporting or backing up any contact data you wish to retain before triggering the action.

4.8 Push Notification Delivery

Mobile push notifications are delivered through the Expo Push Notification service, which routes through Apple’s APNs (iOS) and Google’s FCM (Android). KeydIn shares only the push token, your platform identifier, and the notification payload itself with these services; we do not share your contact lists, conversation content, or pricing data beyond what appears in the visible notification text. Delivery is best-effort and subject to the availability of these third-party services and of your device's network connectivity. KeydIn does not guarantee instant or reliable delivery of any individual push notification.

6.1 Access

KeydIn provides a vendor transparency portal that allows property vendors (sellers) to view campaign performance, buyer feedback summaries, and agent recommendations without creating an account. Access is granted via a time-limited secure token (valid for 30 days).

6.2 Data Shared

The vendor portal displays sanitised data only. Sensitive internal fields such as commission rates and agent-only notes are not exposed. Vendors can view AI-generated summaries, campaign metrics, and market insights for their property.

7.1 Recipient Consent & Compliance

When using KeydIn’s AI Newsletter Generator, AI Open Home Generator, re-engagement campaigns, or any other bulk email feature, you are solely responsible for ensuring that every recipient has provided lawful consent to receive marketing communications from you (including open-home invitations). You must comply with all applicable laws, including the New Zealand Privacy Act and Unsolicited Electronic Messages Act, the Australian Spam Act, the United States CAN-SPAM Act, the EU GDPR, and any equivalent regulation in your jurisdiction. This applies to recipients drawn from your Contacts and Leads as well as ad-hoc email addresses you type directly into a send.

7.2 Sending Caps

To protect deliverability and prevent abuse, KeydIn enforces per-batch, per-day, and per-month sending caps that vary by subscription plan. Newsletters and open-home invitation emails share a single rolling-24-hour and rolling-30-day budget at the agency level — sending an open-home invitation consumes from the same allowance as sending a newsletter. Indicative limits at the time of writing:

• Starter plan: up to 50 recipients per batch, 200 per rolling 24 hours, 1,000 per rolling 30 days (newsletters and open-home emails combined).
• Growth plan: up to 200 recipients per batch, 1,000 per rolling 24 hours, 5,000 per rolling 30 days (newsletters and open-home emails combined).
• Re-engagement campaigns are additionally capped at 20 per batch and 50 per day.

Ad-hoc typed email addresses count toward the same caps as recipients drawn from your address book. Caps are subject to change; the limits enforced in-product at the time of sending are authoritative.

7.3 AI Generation Rate Limits

To prevent abuse of AI infrastructure, each user is limited to 10 newsletter generations and 25 regenerations per rolling hour, with equivalent per-hour limits applied to AI Open Home email drafting and redrafting. These limits apply per individual user account, not per agency.

7.4 Branding & Footer

All newsletters and open-home invitation emails sent through KeydIn include your profile photo, an accent colour you select, and a “Generated by KeydIn” footer linking to www.keydin.ai. You may not remove or alter the footer.

7.5 Uploaded Source Material

You represent and warrant that you have the rights to upload, extract, and redistribute any PDFs, CSVs, images, property details, or other source material you provide to KeydIn for newsletter, open-home email, or re-engagement use, including market reports, suburb statistics, property addresses, and contact lists.

8.1 Payment Processing

Subscription payments are processed securely through Stripe. KeydIn does not store credit card numbers or sensitive payment details on its servers.

8.2 Subscription Renewal

Subscriptions renew automatically at the end of each billing period unless cancelled.

8.3 Free Trial

New agencies may receive a 14-day free trial of the Growth plan. During the trial period, all Growth plan features are fully available including AI Auto-Reply, smart booking, and social content generation.

• No credit card is required to start a free trial.
• If you do not subscribe to a paid plan before the trial ends, AI features will be disabled. Your data (leads, conversations, listings) will be retained and accessible in read-only mode.
• You may upgrade to a paid plan at any time during or after the trial via Settings → Billing.

8.4 Cancellation

You may cancel your subscription at any time via Settings → Billing. Cancellations are processed through Stripe using thecancel_at_period_endmechanism: your subscription is flagged for cancellation but you retain full access to all paid features until the end of the current billing period, at which point your account is automatically downgraded. No refunds are issued for unused time within the final billing period.