Legal
Privacy Policy
Last updated: June 2026
1. Who we are
This Privacy Policy explains how KEY PROPERTY INSIGHTS LTD collects, uses, stores and protects personal data when you use KeyWise.
In this Privacy Policy, "KeyWise", "we", "us" and "our" mean:
KEY PROPERTY INSIGHTS LTD
Registered office: 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ
Company number: 17018985
Contact email: hello@getkeywise.com
KeyWise is the data controller for the personal data described in this Privacy Policy, unless we tell you otherwise.
Where we process personal data on behalf of a business customer, such as an estate agent, lettings agent or other property professional using KeyWise on a business or enterprise basis, we may act as a data processor. In those cases, our processing will be governed by a separate Data Processing Agreement where required.
2. What this policy covers
This Privacy Policy applies to personal data processed through:
- -our website
- -our app and in-product features
- -account registration and login
- -property viewing, note-taking and checklist features
- -property reports and related outputs
- -AI-assisted analysis and decision-support features
- -customer support
- -payment and account administration
- -communications we send to you about your account, purchases or our services
- -optional partner or referral features where you choose to use them
This Privacy Policy should be read together with our Terms and Conditions and Cookie Policy.
3. What personal data we collect
Depending on how you use KeyWise, we may collect the following categories of personal data.
a. Account and contact data
This may include:
- -your name
- -email address
- -login and authentication data
- -account preferences
- -account settings
- -subscription or purchase status
- -communications preferences
b. Property and viewing data
This may include:
- -property links or addresses you submit
- -property details you enter or confirm
- -saved properties
- -viewing records
- -viewing notes
- -answers to property questions or checklists
- -property condition observations
- -room-by-room information
- -information about defects, repairs, risks or concerns
- -information you provide about your own buying preferences or property requirements
- -interactions with reports, saved outputs and in-product features
c. Photos, audio and related content
This may include:
- -photographs you upload
- -optional voice notes or audio recordings you choose to record or upload
- -transcripts generated from voice notes or audio recordings
- -image, text or audio content used to generate property outputs
- -metadata associated with uploaded content, where applicable
Voice note features are optional. Where you use voice note features, we process the recording to generate a transcript and related property observations or outputs.
Voice recordings are not used by KeyWise to identify you, authenticate you or create a biometric profile.
Where technically possible, voice recordings are deleted within 24 hours of transcription. Transcripts may be retained as part of your report, viewing record or account history unless deleted sooner in accordance with this Privacy Policy.
d. Device, technical and usage data
This may include:
- -device type
- -browser type
- -operating system
- -IP address
- -approximate location derived from IP address
- -app, log and diagnostic information
- -pages viewed
- -features used
- -timestamps
- -referral source
- -cookie and analytics identifiers
- -information about how users interact with our website, app, reports and communications
e. Communications data
This may include:
- -emails or messages you send to us
- -customer support requests
- -feedback
- -survey responses
- -complaints
- -records of communications with us
f. Payment and transaction data
Where you purchase paid features, we may process information relating to:
- -the product or feature purchased
- -purchase date
- -amount paid
- -payment status
- -invoice, receipt or transaction reference
- -refund or cancellation requests
Payment card details are usually processed by our payment provider and are not stored directly by KeyWise.
g. Generated outputs and inferred data
This may include:
- -AI-assisted property observations
- -risk flags
- -condition summaries
- -indicative repair cost ranges
- -indicative price estimates
- -offer considerations
- -report summaries
- -property comparison outputs
- -decision-support information generated from information you provide and other available data sources
These outputs are generated to support your own property review and decision-making. They are not professional advice, formal valuations, surveys, guarantees or instructions to act.
4. Special note about home viewings and third-party data
KeyWise is designed to help users assess properties. Because users may upload photos, notes or audio taken during or after property viewings, content submitted to KeyWise may incidentally include information about third parties, such as:
- -homeowners
- -occupiers
- -estate agents
- -letting agents
- -contractors
- -neighbours
- -visitors
- -other people present at or connected to a property
We do not ask users to upload personal documents, identify individuals, or deliberately collect unrelated private information.
Users should avoid capturing or uploading:
- -people, especially children
- -personal documents
- -financial information
- -passport, driving licence or ID information
- -medical information or medication labels
- -computer screens
- -private correspondence
- -security codes
- -unrelated private possessions
- -any other unrelated private or sensitive material
If you believe information relating to you has been uploaded to KeyWise without your knowledge, contact us at hello@getkeywise.com.
5. How we use personal data
We use personal data to:
- -create and manage user accounts
- -provide our website, app and core service features
- -allow users to save property information and viewing records
- -process property links, addresses and user-submitted property information
- -generate reports, observations, indicative estimates, cost ranges and decision-support outputs requested by users
- -process and analyse uploaded text, photos and optional audio
- -generate transcripts from optional voice notes
- -provide support and respond to user queries
- -process payments, purchases, refunds and account administration
- -maintain security and prevent misuse
- -detect fraud, abuse, unauthorised access or technical issues
- -troubleshoot and improve the performance of our services
- -understand how people use our website, app and reports
- -test, improve and develop our services
- -communicate with users about their accounts, purchases, service updates and support requests
- -comply with legal and regulatory obligations
- -establish, exercise or defend legal claims
We may also use anonymised or aggregated information for analytics, research, product development, investor reporting, commercial planning and service improvement. Where information has been anonymised, it no longer identifies you.
6. Our lawful bases for processing
Under UK data protection law, we must have a lawful basis for processing personal data. The lawful basis we rely on depends on the activity.
a. Contract
We process personal data where necessary to provide the services you have asked us to provide.
This includes processing needed to:
- -create and manage your account
- -store your viewing records and saved properties
- -generate reports and outputs you request
- -provide paid features
- -process purchases
- -deliver customer support relating to your use of KeyWise
b. Legitimate interests
We process personal data where necessary for our legitimate interests, provided those interests are not overridden by your rights and freedoms.
Our legitimate interests include:
- -operating and improving KeyWise
- -maintaining the security and integrity of our systems
- -detecting abuse, fraud or misuse
- -responding to support issues
- -handling complaints and disputes
- -improving website and app performance
- -carrying out limited internal analytics and service improvement
- -developing new features
- -protecting our business and legal rights
Where we rely on legitimate interests, we consider the impact on individuals and balance our interests against their rights.
A summary of our Legitimate Interests Assessment may be requested by contacting hello@getkeywise.com.
c. Consent
We rely on consent where required, including for:
- -non-essential cookies and similar technologies
- -optional marketing communications where consent is required
- -optional features where the law requires consent
Where we rely on consent, you may withdraw consent at any time.
d. Legal obligation
We may process personal data where necessary to comply with legal or regulatory obligations, including accounting, tax, company law, consumer protection, data protection and law enforcement obligations.
e. Legal claims
We may process personal data where necessary to establish, exercise or defend legal claims.
7. AI-assisted analysis and automated processing
KeyWise uses AI-assisted tools and automated processing to help analyse information submitted by users and generate property-related outputs.
These outputs may include:
- -property observations
- -condition flags
- -risk summaries
- -indicative repair cost ranges
- -indicative price estimates
- -report summaries
- -offer considerations
- -decision-support information
KeyWise outputs are generated using information you provide, available property data, public or licensed reference sources, third-party services and automated processing.
KeyWise outputs are intended to support your own review and decision-making. They are not legal advice, financial advice, mortgage advice, surveying advice, valuation advice, estate agency advice, insurance advice or any other form of professional advice.
KeyWise does not make legally binding decisions about you. KeyWise does not decide whether you can buy a property, obtain a mortgage, obtain insurance, proceed with a transaction or access a legal right.
However, KeyWise outputs may influence decisions you choose to make about a property. You should review all outputs carefully, use your own judgement and seek independent professional advice where appropriate.
You may contact us at hello@getkeywise.com if you believe an output is materially inaccurate or if you want us to review how a particular output was generated.
8. Where we get data from
We collect personal data and property-related information from:
- -you directly
- -information you submit through the website or app
- -property links, addresses or details you provide
- -uploaded photos, notes or optional audio
- -your use of our website, app and reports
- -your communications with us
- -payment and account administration systems
- -public or licensed reference sources that help us enrich property-related outputs
Reference sources may include, where applicable:
- -HM Land Registry
- -local authority information
- -planning datasets
- -police or crime datasets
- -transport datasets
- -environmental datasets
- -flood risk data
- -energy performance data
- -school and local area datasets
- -broadband and mobile coverage datasets
- -property listing and market data
- -title, tenure or property attribute datasets
- -other public or licensed property, locality or infrastructure datasets
These sources are used to support property-related features and outputs. We do not treat these reference sources as account recipients.
9. Who we share personal data with
We do not sell personal data.
We only share personal data where necessary to operate KeyWise, provide requested features, process payments, maintain security, comply with law, or where you choose to use an optional partner feature.
We may share personal data with the following categories of providers:
| Provider / category | What they do |
|---|---|
| Supabase | Database, authentication, file storage and backend infrastructure |
| OpenAI | AI analysis and generation of user-requested outputs. Data submitted via the OpenAI API is not used by OpenAI to train or improve its models unless KeyWise expressly opts in |
| ElevenLabs or other voice-processing provider | Voice-related processing features where enabled, such as transcription or audio processing |
| Resend or similar email provider | Transactional email delivery |
| Google Analytics | Website and app analytics, where enabled and consented to where required |
| Microsoft Clarity | Product analytics, session replay and behaviour analytics, where enabled and consented to where required |
| Hosting, deployment and development providers | Website or application hosting, deployment and development tooling |
| Payment processors | Payment processing, fraud checks, refunds, invoices and transaction records |
| Professional advisers | Legal, accounting, tax, insurance or compliance advisers where necessary |
| Law enforcement, regulators or public authorities | Where required by law or necessary to protect rights, safety or security |
Where you choose to request contractor referrals, repair quotes or similar partner services, we may share relevant information with the partner you select or authorise.
For example, if KeyWise offers an optional contractor referral or repair quote feature, we may share information such as your property defect summary, indicative repair cost range, postcode and contact details with the relevant partner only where you choose to request that referral or quote.
We do not share personal data with estate agents, sellers, brokers, advertisers or other third parties for their own marketing purposes unless we clearly tell you and have an appropriate lawful basis.
10. International transfers
Some of our service providers may process personal data outside the United Kingdom.
Where personal data is transferred internationally, we take steps required by UK data protection law to ensure appropriate safeguards are in place.
These safeguards may include:
- -adequacy regulations
- -the UK International Data Transfer Agreement
- -the UK Addendum to the EU Standard Contractual Clauses
- -contractual safeguards with service providers
- -other lawful transfer mechanisms recognised under UK data protection law
You may contact us at hello@getkeywise.com for more information about international transfer safeguards.
11. How long we keep personal data
We keep personal data only for as long as reasonably necessary for the purposes described in this Privacy Policy.
Our retention periods may vary depending on the type of data, the purpose for which it is used, legal requirements and whether the data is needed for security, support, accounting, tax, fraud prevention, dispute resolution or legal claims.
Unless a longer period is required or permitted by law, our standard retention approach is:
| Data type | Retention period |
|---|---|
| Account and profile data | For as long as your account remains active, then up to 6 years after account closure where needed for legal, accounting, tax, fraud prevention or dispute purposes |
| Payment and transaction records | Up to 6 years from the transaction date |
| Property reports and generated outputs | Up to 3 years from creation, or until deleted by the user, whichever is earlier, unless retention is required for legal, security or dispute purposes |
| Saved property records and viewing notes | For as long as they remain saved in your account, then deleted or anonymised following account deletion subject to legal retention needs |
| Uploaded photos and raw viewing content | Kept only for as long as needed to provide the requested feature, then deleted within 30 days unless you save them to your account or retention is required for support, security or legal reasons |
| Voice recordings | Deleted within 24 hours of transcription where technically possible, unless retention is required for security, support or legal reasons |
| Transcripts from voice notes | Retained with the related viewing record, report or account content unless deleted sooner |
| Support and complaint communications | Up to 6 years from the date of the communication |
| Cookie and analytics data | Usually up to 13 months, unless a shorter or longer period is specified in our Cookie Policy or by the relevant provider |
| Security, fraud and technical logs | Kept for as long as needed for security, troubleshooting, fraud prevention and legal protection |
| Marketing preferences | Until you unsubscribe, withdraw consent or your details are deleted |
We may anonymise or aggregate personal data so it no longer identifies you. We may use anonymised or aggregated information for analytics, research, product development and service improvement.
12. Account deletion
You may request deletion of your account by using the account settings, where available, or by contacting hello@getkeywise.com.
Following account deletion:
- -your personal profile and login data will be deleted or deactivated within a reasonable period
- -saved reports, property records and viewing records may be deleted and may not be recoverable
- -you should download any reports you wish to keep before requesting deletion
- -some data may be retained where required for legal, accounting, tax, security, fraud prevention, complaints or dispute-resolution purposes
- -anonymised or aggregated data may be retained where it no longer identifies you
13. Security
We use appropriate technical and organisational measures designed to protect personal data against unauthorised access, loss, misuse, alteration or disclosure.
These measures may include access controls, authentication, encryption, secure hosting, monitoring, backups, internal policies and supplier due diligence.
However, no internet-based service can be completely secure. We cannot guarantee absolute security.
If you believe your account or personal data may have been compromised, contact us immediately at hello@getkeywise.com.
14. Personal data breaches
If we become aware of a personal data breach that is likely to result in a risk to your rights and freedoms, we will notify the Information Commissioner's Office within 72 hours of becoming aware of it, where required by law.
Where a breach is likely to result in a high risk to your rights and freedoms, we will also notify you directly without undue delay, where required by law.
Where appropriate, our notification will describe the nature of the breach, the likely consequences, and the measures we have taken or propose to take in response.
15. Your rights
Depending on the circumstances, you may have the right to:
- -request access to your personal data
- -request correction of inaccurate or incomplete personal data
- -request deletion of your personal data
- -object to certain processing
- -request restriction of processing
- -request transfer of your data where applicable
- -withdraw consent where we rely on consent
- -object to direct marketing
- -complain to the Information Commissioner's Office
To exercise your rights, contact us at hello@getkeywise.com.
We may need to verify your identity before responding to a request.
Some rights are subject to legal limitations. For example, we may need to retain certain information for legal, accounting, fraud prevention, dispute-resolution or security purposes.
16. Marketing communications
We may send you service-related communications about your account, purchases, reports, security, support requests or important changes to KeyWise.
Where permitted by law, we may also send marketing communications about KeyWise products, features, updates or offers.
You can opt out of marketing communications at any time by using the unsubscribe link in our emails or by contacting hello@getkeywise.com.
Even if you opt out of marketing, we may still send service-related communications where necessary.
17. Cookies and analytics
We use cookies and similar technologies to operate, secure, measure and improve our website and app.
Some cookies are necessary for the service to work. Others, such as analytics cookies, are used only where permitted by law and, where required, with your consent.
We may use Google Analytics or similar analytics tools to understand how users interact with KeyWise.
For more information, please see our Cookie Policy.
18. Information for homeowners, occupiers, estate agents and other third parties
If you are a homeowner, occupier, estate agent, letting agent, contractor, neighbour or another person who believes information relating to you has been uploaded to KeyWise by a user, you may contact us at hello@getkeywise.com.
Please explain:
- -who you are
- -why you believe the information relates to you
- -what information you believe has been uploaded
- -what action you are requesting
We will review requests in line with applicable data protection law.
We may need further information to verify the request and assess whether we are able or required to take action.
19. Children
KeyWise is not intended for use by children.
You must not create an account or use KeyWise if you are under 18.
Users should avoid capturing or uploading images, audio or information relating to children during property viewings unless strictly necessary and lawful.
If you believe a child's personal data has been uploaded to KeyWise, contact us at hello@getkeywise.com.
20. Third-party links and services
Our website, app or reports may contain links to third-party websites, services or partners.
We are not responsible for the privacy practices, content or security of third-party websites or services.
You should read their privacy policies before using them.
21. Changes to this Privacy Policy
We may update this Privacy Policy from time to time.
When we make changes, we will update the "Last updated" date at the top of this page.
Where changes are material, we may notify you by email, in-app notice, website notice or another reasonable method.
22. Contact and complaints
If you have questions about this Privacy Policy or how we process personal data, contact:
KEY PROPERTY INSIGHTS LTD71-75 Shelton Street, Covent Garden, London, WC2H 9JQ
United Kingdom
hello@getkeywise.com
You also have the right to complain to the Information Commissioner's Office if you believe your data protection rights have been infringed.
The Information Commissioner's Office is the UK regulator for data protection.