Privacy Policy

Account and contact details

Name, work email, phone number, company name, role, the number of properties you manage and the PMS you use, for example when you book a demo or create an account.

Reservation data from your PMS

When a customer connects a property management system, we receive the details needed to schedule work: property address, check-in and check-out times, and the guest name and booking reference attached to the reservation.

Location data from the mobile app

Remôtkey uses the device's location to tell whether a field team member is inside a property's geofence. The property boundary starts and stops the job clock, so recorded hours reflect time on site. We collect location [only while a job is in progress and location access is enabled; confirm exact collection window]. We do not use location to track people outside their work for a customer.

Job records

Checklists, photos of each room, damage reports, notes, timestamps and the status of each task.

Payment and payout information

Invoice amounts, rates, hours, materials, profit share, commission and referral earnings. Payouts are processed by Stripe Connect; bank account and identity details needed for payouts are collected and held by Stripe under its own privacy policy, not stored by Remôtkey.

Website and device information

Basic technical data such as browser type, pages visited and approximate region from your IP address, collected through server logs and essential cookies. [List any analytics or advertising tools before launch; none are installed today.]

• Create tasks from reservations and assign them to the right person.
• Verify arrival, time on site and departure using the geofence.
• Store checklists, photos and damage reports as the record of each job, and tie damage to the previous guest for insurance claims.
• Generate invoices and send payouts once a customer approves the work.
• Answer questions, provide support and schedule demos.
• Keep the service secure, prevent fraud and fix problems.
• Meet legal, tax and accounting obligations.

We do not sell personal information, share it for cross-context behavioural advertising, or use location data for any purpose unrelated to verifying work.

Where the GDPR or UK GDPR applies, we rely on: performance of a contract (providing the service to customers); legitimate interests (verifying work, preventing billing disputes, securing the service), balanced against the rights of field team members; legal obligation (tax and accounting records); and consent where required, for example for device location permissions.

• With the customer: job records, hours, location check-ins and photos are visible to the management company the work was done for. That is the purpose of the product.
• With service providers that run parts of Remôtkey for us, such as hosting, email and Stripe for payouts, under contracts that limit their use of the data.
• With connected tools a customer chooses, such as their PMS.
• When required by law, or to protect the rights, safety and property of Remôtkey, our customers or others.
• As part of a merger, acquisition or sale of assets, with notice where required.

We keep information for as long as a customer's account is active and as needed to provide the service. Precise location points are kept [for N days; confirm], after which we keep only the check-in, check-out and duration attached to each job. Job records, invoices and payout records are kept for [N years; confirm] to meet tax and accounting requirements and to support damage and billing disputes. When information is no longer needed we delete or anonymise it.

We use administrative, technical and physical safeguards appropriate to the information we hold, including encryption in transit, access controls and limiting who can view location data. [Describe encryption at rest, hosting region and any certifications only once confirmed.] No method of transmission or storage is completely secure; if a breach affects your information we will notify you as required by law.

Depending on where you live, you may have the right to:

• Know what personal information we hold about you and get a copy.
• Correct information that is inaccurate.
• Delete information, subject to records we must keep.
• Limit the use of sensitive information such as precise location.
• Object to or restrict certain processing, and withdraw consent.
• Not be treated differently for exercising these rights.

Residents of California and other U.S. states with privacy laws, and people in the EEA and UK, can exercise these rights by emailing [privacy@your-domain]. We will verify your request and respond within the time the law requires. If your information is held for a customer, we may refer your request to them.

You can turn off location access in your device settings at any time. Geofenced check-ins will stop working until it is turned back on.

Remôtkey is operated in [country of hosting; confirm]. If you use it from elsewhere, your information may be transferred to and processed in that country. Where required, we use appropriate safeguards such as standard contractual clauses.

Remôtkey is a business tool and is not directed to children under 16. We do not knowingly collect their personal information.

We will update this page when our practices change and revise the date at the top. If a change is material, we will tell customers by email or in the app before it takes effect.

Questions or requests: [privacy@your-domain], or write to [Remôtkey legal entity name], [Registered business address]. You can also call us at 931-652-7295.