Privacy Policy
This Privacy Policy applies to the Keyhold website, enquiry forms, audit requests, WhatsApp, email, calls, and property management work arranged through Keyhold. References to "Keyhold", "we", "us", and "our" mean the Keyhold property management business operating keyhold.in and providing Mumbai property management services.
1. Information we collect
We collect information that is reasonably needed to respond to enquiries, assess whether Keyhold can help, coordinate property work, and maintain records for owners, tenants, vendors, and service partners.
Contact and identity information
- Name, phone number, WhatsApp number, email address, city, country, and preferred contact method.
- Owner, tenant, family representative, broker, society contact, vendor, or other role connected with the property.
- Identity, address, ownership, authorization, or representative documents where you choose to share them or where they are needed for a service.
Property and service information
- Property location, building or society details, flat type, occupancy status, tenant status, rent status, maintenance issues, access instructions, photos, videos, inspection notes, agreements, NOCs, society requirements, invoices, and service history.
- Information about tenants, prospective tenants, vendors, society offices, registration agents, or other local coordinators when needed for an authorized property task.
- Communications and records from forms, WhatsApp, email, calls, messages, documents, and in-person coordination.
Payments and billing information
- Invoices, receipts, payment references, reimbursement records, vendor bills, pass-through costs, tax-related service records, and account reconciliation notes.
- We do not intentionally collect card PINs, banking passwords, OTPs, or payment credentials.
Website and analytics information
- Pages viewed, links clicked, form events, device type, browser type, approximate location derived from network information, referrer, and basic technical logs.
- Google Tag Manager is installed. Analytics and advertising tags may process usage information when configured. We do not use analytics data to sell personal information.
2. How we collect information
- Directly from you when you submit a form, call, email, WhatsApp, share documents, or ask us to coordinate a property task.
- From authorized representatives, tenants, family members, vendors, brokers, society offices, registration agents, and other people involved in the property workflow.
- From website and communication tools used to host the site, receive enquiries, send notifications, manage records, and measure website performance.
3. Why we use information
- To respond to enquiries and decide whether a free property audit or service discussion is appropriate.
- To coordinate audits, inspections, tenant handovers, move-in and move-out tasks, repairs, vendor visits, rent follow-up, society communication, and owner updates.
- To prepare, review, store, and share service records, property notes, documents, photographs, invoices, and task status updates.
- To communicate with owners, tenants, vendors, society offices, registration agents, advisers, and service partners.
- To process billing, reimbursements, refunds, accounting, tax, audit, legal, compliance, and dispute records.
- To keep the website secure, understand usage, improve content, measure enquiries, prevent spam, and troubleshoot errors.
- To send service-related messages and, where applicable, marketing or follow-up messages that you can ask us to stop.
4. Legal basis and consent
We use personal information for specific and lawful purposes connected with enquiries, requested services, authorized property work, recordkeeping, legal compliance, and legitimate business operations. Where consent is required, we request it through an affirmative action such as submitting a form, sending us information, approving a task, or confirming an engagement. You may withdraw consent for optional processing, but we may still retain or use information where needed for completed work, disputes, legal obligations, accounting, security, or other permitted purposes.
5. Who we share information with
We do not sell personal information. We share information only when reasonably needed for the purposes described in this policy.
- Internal Keyhold team members and authorized representatives who need the information to handle enquiries or property work.
- Vendors, contractors, brokers, inspection partners, cleaners, repair teams, registration agents, legal/accounting advisers, payment or bookkeeping providers, and other service partners.
- Tenants, prospective tenants, building managers, society offices, security desks, resident welfare contacts, and local coordinators where needed for the property task.
- Cloud hosting, form handling, notification, email, WhatsApp, analytics, spreadsheet, document, storage, and security providers that support our operations.
- Government departments, regulators, courts, law enforcement, tax authorities, or dispute-resolution bodies when required by law or needed to protect rights, safety, or property.
6. Documents, photos, and property records
Property management can involve sensitive records such as ownership documents, tenant identity documents, rent agreements, society approvals, inspection photographs, repair invoices, and access instructions. Share only what is relevant to the requested work. We use these records to perform authorized tasks, maintain evidence of work completed, support owner updates, and handle disputes or compliance questions.
7. Children and tenant information
The website and services are intended for adults. We do not intentionally collect children's personal data through the website. If a property workflow requires information about a minor occupant or dependent, it should be shared only by a parent, guardian, tenant, owner, or authorized representative and only where relevant to the service.
8. Cookies, analytics, and tracking
The website may use cookies, pixels, tags, scripts, server logs, and similar technologies for site operation, spam prevention, analytics, advertising measurement, and performance monitoring. You can restrict cookies through your browser settings. Some website features may not work properly if required cookies or scripts are blocked.
9. Storage, transfers, and security
We use reasonable technical and organizational safeguards to protect information against unauthorized access, disclosure, alteration, and loss. These include access controls, limited sharing, secure cloud tools, and internal handling practices. No online or communication system is completely secure, so avoid sending highly sensitive information unless it is necessary for the requested service.
Some service providers may store or process information outside Maharashtra or outside India. Where we use such providers, we do so for the purposes described in this policy and subject to applicable law.
10. Retention
- Website enquiries: retained for follow-up, service quality, spam prevention, and business records.
- Audit and inspection records: retained while a service discussion, property task, dispute, or owner reference may reasonably require them.
- Managed property records: retained during the engagement and afterwards for accounting, legal, tax, dispute, warranty, vendor, tenant, and owner-reference purposes.
- Invoices and payment records: retained for accounting, tax, audit, and compliance purposes.
- Marketing and analytics records: retained as needed for campaign measurement, opt-out handling, and website improvement.
We may delete, archive, anonymize, or aggregate information when it is no longer reasonably needed.
11. Your privacy requests
Subject to applicable law, you may ask us to access, correct, update, complete, erase, or restrict use of your personal information. You may also withdraw consent for optional processing, ask us to stop marketing messages, or nominate another person to exercise rights where permitted by law.
Send requests to [email protected] or through the contact page. We may need to verify your identity or authority before acting on a request. We aim to acknowledge privacy requests promptly and resolve them within the period required by applicable law.
12. Grievance contact
For privacy complaints or service-data concerns, contact:
- Designation: Keyhold Grievance Contact
- Email: [email protected]
- WhatsApp / phone: +91 8419 91 8149
- Location: Mumbai, Maharashtra, India
13. Policy changes
We may update this Privacy Policy as our services, tools, laws, or operating processes change. The latest version will be posted on this page with the updated date.