Privacy
Last updated: October 9, 2026
KeyFlow is software that rental real-estate agents in Ontario use to answer enquiries, book viewings, collect application documents and prepare leases. This page says what KeyFlow handles, where it goes, and how to see, correct or delete it.
Who we are
KeyFlow is operated by Keshav Jindal in Toronto, Canada. For anything about your information, write to hello@keyflowrentals.com.
Whose information this is about
- People looking for a place to rent who write to an agent who uses KeyFlow.
- Listing agents and landlords an agent contacts about a viewing, an application or a lease.
- Agents who use KeyFlow.
- Visitors to this website.
If you wrote to an agent, that agent (and their brokerage) decides how your information is used. KeyFlow handles it for them, and only to do what this page describes.
What KeyFlow handles
- If you're looking for a place: the emails you send your agent, your name, email address and phone number if you give it, what you're looking for (budget, size, move-in date, areas), the places you ask about, whether you've signed an agreement with the agent, the viewings booked for you, and, if you apply for a place, the documents you choose to upload, what you agree to share with the listing agent, and the terms of your Agreement to Lease and lease.
- If you're a listing agent or landlord: your name, brokerage, email address and phone number, as given on a listing or in your own emails, the viewing requests sent to you and your answers, and, if you are a landlord asked for the lease, the details you type on your own page (such as your name and address for notices).
- If you're an agent using KeyFlow: your name, brokerage, email address, phone number and business mailing address, your working hours, and the busy times in your calendar (never what your calendar entries say), and your KeyFlow subscription (your card is typed on Stripe's page and never reaches KeyFlow).
What KeyFlow never records. Race, ancestry, place of origin, colour, ethnic origin, citizenship, religion, sex, sexual orientation, gender identity or expression, age, marital or family status, disability, pregnancy, receipt of public assistance, source of income or immigration status, even if you mention them. It never records a Social Insurance Number.
Application documents
- Your agent may ask you for up to four documents to apply for a place: proof of income, a credit report, a rental reference and photo ID. KeyFlow never asks for anything else, and never for a Social Insurance Number. You upload them on your own private page, and only after you agree to the consent shown there.
- Your photo ID is checked by your agent and then deleted at once; only a note that it was checked is kept.
- A summary goes to a listing agent only if you approve it, line by line, and its link stops working when you take it back or after the period shown.
- Your documents are deleted automatically a set time after your agent's deal with you ends (30 to 180 days, as your agent chooses; 90 unless they change it), and you can delete them yourself at any time on your page.
- If your agent turns on the automatic check of PDF documents, and you agreed to it, only the text of a document (with anything that looks like an ID, bank account or Social Insurance Number blanked) is read by an AI, which answers a few yes-or-no questions about whether the document looks complete. It never approves or rejects anyone.
What it's used for
- So your agent can answer you, book viewings and keep track of your search.
- An artificial-intelligence (AI) tool reads each email that reaches the agent through KeyFlow. It writes a one-line summary and notes the details above, so nothing you asked for gets missed. It doesn't open attachments.
- The AI doesn't decide anything about you. It doesn't score, rank, approve or reject anyone. Your agent makes every decision.
- Your information is never sold, and never used for advertising.
- Agents who use KeyFlow pay for it with a subscription, handled by Stripe. Tenants, listing agents and landlords never pay KeyFlow, and nothing about them goes to Stripe.
Emails from KeyFlow
- KeyFlow sends email for an agent: the agent's own replies, and automatic messages about your own enquiry or viewing, such as a first reply, a link to book a viewing, a confirmation or a reminder.
- It writes only to people who wrote to the agent first, and to listing agents about a viewing at their own listing. It doesn't send marketing email and doesn't use mailing lists.
- Every automatic email to a tenant says which agent and brokerage it's from, with their mailing address, and has an unsubscribe link. Unsubscribing works at once and stops all automatic emails from that agent.
- An email to a listing agent is only ever about a viewing at their own listing, and is signed by the agent who sent it. A listing agent who reports one as spam gets no more through KeyFlow.
Where your information goes
Everything KeyFlow keeps is stored in Canada. Some of it is handled outside Canada, or by companies based outside Canada, on its way in or out:
| What | Who | What happens |
|---|---|---|
| Reading emails with AI | Amazon Web Services | The text of each email is read by an AI model on Amazon's computers in the United States or Canada. Amazon keeps no copy and doesn't use it to train AI. The company that makes the AI (Anthropic) doesn't receive it. |
| Checking PDF documents with AI (only if your agent turns it on and you agreed) | Amazon Web Services | Only the text of the document, with ID, bank account and Social Insurance numbers blanked, is read by an AI model in the United States or Canada. Never your photo ID, never the file itself. Amazon keeps no copy. |
| Addresses and maps | Addresses of rental properties, and an agent's own business address, are checked with Google Maps. Nothing about a tenant is sent. | |
| Receiving email and serving these pages | Cloudflare | Emails to an agent's KeyFlow address pass through Cloudflare's network on their way to KeyFlow in Canada; KeyFlow keeps nothing there. Cloudflare also serves KeyFlow's pages and, like any web host, sees visitors' IP addresses. |
| The database | Supabase | Supabase, a US company, runs KeyFlow's database in Canada. Its own technical logs record that requests happened, not what your emails say. |
| Sending email | Amazon Web Services, then your email provider | KeyFlow sends email from Amazon's Canadian data centre. Once delivered, an email sits wherever your own email provider keeps it. |
| Agents' subscriptions | Stripe | Stripe, a US company, handles agents' payments: the agent's name, email, billing address and card. Never anything about a tenant, a listing agent or a landlord. |
| The previous version of KeyFlow (being retired) | Supabase (United States) and Anthropic | An earlier version of KeyFlow, still in use by its operator until it is retired, keeps its data in the United States and uses Anthropic's AI to draft replies. |
While information is in the United States, it may be subject to the laws of the United States.
How long it's kept
Application documents: as described above (deleted automatically a set time after the deal ends, or sooner if you delete them). Everything else: for as long as the agent is working with you, and afterwards for as long as the agent needs their records. You can ask for it to be deleted sooner, and your agent can delete everything about you in one step.
Your choices
- Ask what is kept about you, ask for it to be corrected, or ask for it to be deleted: write to your agent, or to hello@keyflowrentals.com.
- Stop automatic emails at any time with the unsubscribe link in any of them.
- If you aren't satisfied with an answer, you can contact the Office of the Privacy Commissioner of Canada.
How it's protected
- Each agent can reach only their own records. KeyFlow tests this after every change to its database.
- Agents sign in with a link sent to their email address; there are no passwords to steal.
- KeyFlow's pages, and its connections to the companies above, are encrypted.
This website
This website uses no cookies, no analytics and no trackers, and loads nothing from other companies.
Changes
When what KeyFlow does changes, this page changes with it, and the date at the top is updated.