Keys Booking | Privacy Policy

Last Updated: 10/10/24

Keys Booking aims to foster connections among people and create a platform that is inclusive, welcoming, and trusted. Our mission is to build a community where anyone can feel at home in the Florida Keys. Central to this goal is maintaining your trust by being transparent about how we use your information and safeguarding your right to privacy.

This Privacy Policy outlines how Keys Booking, along with its partners ("we," "us," or "Keys Booking"), handles personal information in relation to your use of our platform. Since we operate exclusively in Florida, this policy applies to all users engaging with our services in that region.

Personal Information We Collect

Information Needed to Use Keys Booking. We gather personal data about you when you engage with the Keys Booking platform. If we are unable to collect this information, we may be unable to offer all of the services you request. The information we collect includes:

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Contact, Account, and Profile Details: This includes information like your first and last name, phone number, mailing address, email, date of birth, and profile photo, depending on the features you utilize.

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Identity Verification: We may request an image of your government-issued ID: where permitted by law) or other verification data, along with a selfie to confirm your identity. If you provide your ID, we will gather relevant details from it. For more information, refer to our Help Center article on verifying your identity.

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Payment Details: This includes your payment account or banking information. If you're not a Keys Booking user, we may still receive payment details related to you, such as when a user enters your card information to complete a booking. For more on this, see our Help Center article on making payments on behalf of someone else.

Information You Voluntarily Provide. You may opt to share additional personal information with us, including:

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Extra Profile Details: This could include information like your gender, preferred language(s), city, and a personal bio.

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Information About Others: You might provide details such as another person’s payment method or contact information, or details about a co-traveler. By sharing this information, you confirm that you have the necessary permission to do so and that you have informed them about this Privacy Policy.

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Biometric Data: This includes facial recognition data collected from photos or ID documents submitted for verification purposes, where available, and with your consent as required by law.

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Additional Information: This can include filling out forms, updating your account, participating in surveys, posting on forums, engaging in promotions, communicating with support or other Members, importing contacts, sharing your location or address, or giving feedback about your experiences. If you choose to do so, this may also include health-related information.

Information Automatically Gathered While Using the Keys Booking Platform and Payment Services. When you access the Keys Booking platform or utilize our payment services, we automatically collect specific details. This may include:

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Location Data: This can be either precise or estimated, determined by your device’s GPS, IP address, or other shared information, depending on your device settings. We may also gather this information when the app is not in use, if you’ve allowed this through your settings or permissions.

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Activity Data: This includes searches for rental properties, bookings, additional services selected, times and dates of access, pages visited or interacted with before and after using the platform, and other actions like viewing content or clicking links to third-party apps. We may capture this information even if you haven’t created an account or logged in.

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Device Details. Information such as your IP address, software and hardware details, device specifications, unique identifiers, event data, crash reports, and read receipts. This data may be collected regardless of account creation or login status.

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Cookies and Similar Technologies: We use cookies and similar technologies to improve platform functionality, enhance user experience, and track certain activities on our site, such as preferences and interactions.

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Payment Transaction Details: Information related to payment methods used, date and time of payment, amount, card expiration dates, billing zip code, PayPal email, IBAN, and other related transaction specifics.

Information We Collect from External Sources. We may gather personal data from various third-party sources, such as:

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Linked Third-Party Services: If you decide to connect or sign in to the Keys Booking platform using a third-party service (e.g., Google, Facebook), you authorize the service to send us details like your registration info, friends list, and profile data, which is managed by the service or as set by your privacy preferences. If you link a smart lock or similar device to your Keys Booking account, we may collect data related to the device, such as event logs and device information.

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Background Check Services: Where allowed by law, we may obtain criminal background reports, sex offender registrations, or other relevant information. In some regions, such as India, Hosts may undergo criminal background checks. Outside the U.S., we may request background or police checks, contingent on local laws and your consent.

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Referrals and Co-Guests: If someone invites you to join a booking on the Keys Booking platform (e.g., as a co-traveler), they may share personal details about you with us.

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Guest Travel Insurance Providers: Should you file a claim under a Guest Travel Insurance policy, we may receive details of your claim to improve customer support and enhance our platform.

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Complaint Filers: If a Host, Guest, or another party lodges a complaint involving you, we may receive specific information related to the complaint to better understand and address the issue.

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Financial Institutions: When choosing to pay directly from your bank account, we may receive information from your bank, including account details and available balance.

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Flexible Payment and Financing Services: If you opt to pay in installments, we may collect information from the third-party financing provider regarding payment schedules and actual payments.

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Additional Third-Party Sources: To the extent permitted by law, we may obtain further information about you, such as demographic data, references, and details to detect potential fraud. This information may come from third-party service providers, partners, government authorities, and others. For example, identity verification services might provide background checks or fraud warnings, assisting us with security investigations and risk assessments. We could also receive health-related information, including details on contagious diseases, or reports from public or governmental bodies related to your activities on and off the Keys Booking platform.

How We Use The Information We Collect

Operating and Enhancing the Keys Booking Platform. We use this information to:

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Provide you access to the platform and manage payments,

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Facilitate communication between hosts and guests,

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Process and manage booking requests,

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Perform analytics, debug issues, and conduct research,

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Improve and develop our services,

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Provide customer support and training for staff,

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Send important updates, security alerts, and account-related notifications,

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Handle claims related to insurance or similar matters,

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Verify your location based on your account activity,

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Customize your experience based on your search history, bookings, and preferences,

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Support your use of our products and services.

Ensuring Safety and Integrity of the Keys Booking Community. We may use your information to:

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Identify and prevent fraud or security threats,

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Verify details you provide, such as identity information,

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Conduct checks through third-party databases, including criminal background checks when required,

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Comply with legal obligations and protect the health and safety of users and the public,

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Resolve conflicts with other users, including co-hosts or guests,

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Enforce agreements with third-party service providers,

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Ensure eligibility for certain bookings or services like Instant Book,

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Respond to legal requests and protect our legal rights,

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Enforce our Terms and other platform policies, and

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Assess your interactions on the platform to maintain a safe and trustworthy environment.

In some cases, we may use automated systems to review account activity and behaviors both on and off the platform. If risks are detected, access to the platform may be limited or suspended. Contact us if you wish to dispute such automated decisions.

Tailoring and Improving Advertising and Marketing. We may process your data to:

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Send promotional or marketing content,

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Display personalized advertisements and evaluate their effectiveness,

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Administer referral programs, affiliates, contests, or promotions,

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Analyze preferences to deliver relevant marketing messages, and

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Invite you to events or activities that might interest you.

Reviewing and Monitoring Communications. We may review your communications on the platform to:

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Prevent fraud, assess risks, and ensure security,

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Comply with legal obligations and regulatory standards,

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Improve products, research, and customer support, and

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Enforce our Terms of Service.

Managing Payment Services. We use personal information to facilitate payment services, including:

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Detecting and preventing money laundering, fraud, and other security risks,

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Complying with legal obligations such as anti-money laundering laws,

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Enforcing payment-related terms and policies, and

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Enhancing the payment services offered to users.

Sharing And Disclosure

Sharing With Your Consent or Direction. We share your personal data when you provide explicit consent or direct us to, such as when you authorize a third-party application or service to access your Keys Booking account, or when you take part in promotional events and activities run by our partners.

Who We Share With. We may share your information with:

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Other Users. To facilitate bookings or communication between guests and hosts, we may share information such as your profile, contact details, and booking information with relevant parties, like hosts or co-guests.

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Service Providers for Hosts. Hosts often rely on third-party services, such as cleaning or maintenance companies, to assist with their rental operations. Hosts may share your information with these providers to fulfill their services. Other members may use external tools or services to manage reservations or communications, which are not controlled by Keys Booking and are subject to their own privacy policies.

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Property Management. For rentals in buildings or complexes, we may share relevant information with property managers, homeowner associations, or building operators. This could include contact details, booking information, and other data necessary for security, billing, or regulatory purposes.

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Service Providers. We use various service providers to help run Keys Booking’s operations. These providers are bound by contracts to protect your information and may only use it for the tasks they are performing for us. They may include payment processors, customer service tools, fraud prevention services, or background check providers.

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Business Partners. When using certain features or programs, like insurance or flexible payment plans, we may share necessary details with the partner involved in offering the service. These partners are required to comply with applicable laws regarding personal data use.

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Corporate Affiliates. To manage payments and platform services, we may share your information with affiliated companies that help provide infrastructure and operational support for Keys Booking. All information shared within our corporate family adheres to the same privacy standards.

Why We May Share Your Information. We may share your information to:

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Build Your Public Profile. Information you choose to make public, such as profile details or reviews, may be displayed on third-party platforms or search engines. You can control some of this sharing through your account settings.

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Comply With Legal Obligations. We may share your personal data to comply with legal requests or obligations. This may involve disclosing information to government authorities, law enforcement, or courts when required by law, such as responding to subpoenas or complying with tax obligations for rentals. We may also share information to protect Keys Booking, our users, or the public, or to respond to claims against us.

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Effectuate Business Transactions. In the event of a merger, acquisition, or sale of Keys Booking’s assets, your personal information may be part of the transferred assets. If such a transaction occurs, we will inform you and provide you with any changes to how your data is managed.

Information Automatically Gathered While Using the Keys Booking Platform and Payment Services: When you access the Keys Booking platform or utilize our payment services, we automatically collect specific details. This may include:

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Third-Party Partners and Integrations

Connecting to Third-Party Services. You may have the option to link your Keys Booking account with third-party services, like social media or other platforms. When you establish this connection:

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certain details shared through the linked accounts may appear on your public profile, information transferred from these linked accounts may be used for purposes such as fraud detection, security monitoring, and risk assessment, we may share information regarding your bookings with third-party travel partners or rewards programs, and how information is displayed or shared on the Keys Booking platform and the third-party service depends on your privacy settings and permissions within both platforms.

Terms of Third-Party Services. Keys Booking may include links or integrate services provided by third-party partners. We do not own or control these external services, and when you choose to interact with them, your personal data is shared directly with them. Your interaction with these services is governed by their respective privacy policies, including those of payment providers or mapping services like Stripe, PayPal, Google Maps, or any other third-party platforms you may choose to link with your Keys Booking account.

Your Rights

You have certain rights regarding your personal information, which you may exercise in accordance with applicable laws. We may ask you to verify your identity before processing your request.

Managing Your Information. You can access or update your personal details through your account settings on Keys Booking. It is your responsibility to ensure your information is accurate and up to date.

Access and Data Portability. You may have the right to request copies of your personal data or details about how we handle your information. You may also request that we provide you with personal data in a structured, commonly used, and machine-readable format, or transfer this data to another service provider where feasible.

Deletion Requests. You may request the deletion of your personal information. Keep in mind, if you request the deletion of your data or if your account is suspended, terminated, or closed voluntarily:

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Business Purposes. We may retain personal information as needed for legitimate business reasons, such as to detect and prevent fraud or ensure security. For instance, if your account is suspended due to fraud or safety issues, we might keep some of your information to prevent you from creating a new account.

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Compliance Obligations. Your personal data may be retained and used as required for legal, tax, reporting, and auditing purposes.

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Shared Content. Information you’ve shared with others, like reviews or public posts, may remain visible on the Keys Booking platform, even if your account is closed.

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Backup Copies. Due to our data protection measures, residual copies of your personal information may be retained in backup systems for a limited time, even after you request deletion.

Security

Although no system can ensure absolute security, we are committed to continually enhancing and updating our administrative, technical, and physical safeguards to protect your information from unauthorized access, loss, destruction, or alteration.

Changes to Privacy Policy

We retain the right to update this Privacy Policy at any time, in line with applicable laws. Should changes be made, the revised Privacy Policy will be posted, and the "Last Updated" date at the top will be refreshed. For significant changes, we will also notify you by email at least thirty (30) days before they take effect. If you disagree with the updated Privacy Policy, you have the option to cancel your account. If you do not cancel your account before the new Privacy Policy takes effect, your continued use of the Keys Booking platform will be governed by the updated terms.

Contact Information

For any questions or concerns regarding this Privacy Policy or how Keys Booking handles personal information, please contact us via email at support@keysbooking.com.