1. About these Terms
These Terms govern your use of the KeyAccess website at keyaccess-ai.com and the KeyAccess application, including its workspaces, bots, integrations, seller portal, subscriptions and credits (the “Service”). The Service is provided by the operator of KeyAccess (“KeyAccess”, “we”, “us”). “Customer”, “you” and “your” mean the agency or other organisation using the Service and, where the context requires, each person who uses it on that organisation’s behalf.
You accept these Terms by ticking the acceptance box when you create an account, or when you are asked to accept an updated version. If you accept for an organisation, you confirm you are authorised to bind it. Every user must be at least 18 years old.
The Service is designed for businesses, including sole traders, working in property. Where the law treats you as a consumer, you keep every right the law gives you, whatever these Terms say.
A written order form signed by both parties overrides these Terms only where it expressly says so. A data processing agreement, where one is in place, prevails on the processing of personal data. Our privacy notice explains how we handle personal data; accepting these Terms is not consent to marketing.
2. What KeyAccess does
KeyAccess gives estate agents and their teams bots: AI tools that draft replies to enquiries, organise viewing notes, check property details, suggest buyer matches, write listings and seller updates, track deals and promises, and carry out supported work in connected apps and websites. Which features you have depends on your package and on what is available at the time.
We rely on suppliers to provide parts of the Service, including AI model providers (such as Anthropic, OpenAI and xAI), Composio for app connections, Orgo for secure remote computers, and Paddle for payments. We remain responsible for the Service we provide to you.
KeyAccess is not your employee, adviser or agent, and is not a party to any transaction with your clients. You stay in charge of your business and its decisions. We do not promise any particular sales, revenue, savings or other outcome.
We will provide the Service with reasonable care and skill. Service levels apply only if agreed in writing. Demonstrations and sample work show how the Service works; they do not promise an identical result for every task.
3. Accounts, organisations and roles
Give accurate account and billing details and keep them up to date. Keep your password private, use the security features available to you, and tell us promptly if you suspect your account has been compromised. Each person must use their own account.
Owners and admins manage their organisation’s members, roles, shared connections, packages and billing. Managers and employees have the access their role allows. Your organisation is responsible for who it invites, the roles it gives them, and removing access promptly when someone leaves.
Each person’s personal connections, website logins and personal bots are private to them; admins cannot see or use them. Shared connections can be used by the organisation’s shared bots. Before you share an account with your organisation, make sure you are allowed to.
Each person has their own secure computer for website logins in each organisation. Computers are never shared between people.
4. Bots, instructions and approvals
You direct the Service through your requests, your bots’ settings, the connections you allow each bot to use, your approvals, and any automations you set up. A bot can never have more access than the person who created it.
By default, anything that leaves KeyAccess, such as an email, a message or a change in another system, waits for your approval, and you see what will happen first. An approval applies to the exact version you approved: if the content changes materially, it must be approved again.
Where you set up work to run without approval at each step, you are responsible for setting sensible limits, such as who it may contact and how much it may spend, and for reviewing it when circumstances change. Instructions that appear inside emails, documents or web pages are not instructions from you.
You are responsible for the business decisions you make and the actions you approve. You must not authorise actions on another person’s behalf without their permission. Whether an action was authorised is decided by these Terms and the law, not simply by what was technically possible.
5. Checking results
AI can misunderstand, choose the wrong record, or describe something as done when it is not. Websites change, and content can be misleading or contain hidden instructions. KeyAccess checks results where it can and stops when something looks wrong, but you should check important results in the system they affect.
Use human review for anything significant, including payments, publishing, contracts, prices, permission changes, deletions and decisions that affect people. Try new work on low-risk records first. Keep your own backups of important information.
Spending limits and budgets you set in KeyAccess are enforced by the Service. A written instruction such as “don’t spend more than…” is not a spending limit. Stopping work may not undo an action already sent; check the other system for anything pending.
6. Connected apps and website logins
Direct connections use the app’s own sign-in: you approve access on the app’s page, and KeyAccess never sees your password. Grant only the access you need.
Website logins work differently. KeyAccess opens a secure computer of your own, you log in to the website yourself, and your password goes straight to that website. KeyAccess does not ask for, see or store website passwords. Your logged-in session is sealed on your computer and can be used only for the supported work you approve.
Logging out or removing a connection in KeyAccess stops its use straight away; removing a website login destroys its saved session. Deleting a bot does not remove the connections it used. You can also revoke access from the app or website itself.
Only connect accounts you are entitled to use, and don’t use the Service to get around a website’s security checks, access restrictions or terms. Connected apps and websites have their own terms, and their providers may change, limit or suspend them. We don’t control those providers, but we remain responsible for our own obligations to you.
7. Communications, property information and fair treatment
Before you send messages through the Service, make sure you have the right to contact the recipients, give any required notices, and honour opt-outs. Do not send spam or pretend to be someone else. Messages sent by bots can be signed as coming from an AI assistant, and you must not hide that where the law requires it to be disclosed.
You are responsible for the accuracy of the property information you publish or share, including prices, sizes and features. KeyAccess flags figures and claims that aren’t in a property’s agreed facts, but it is your listing and your decision to publish.
You must not use the Service to treat buyers, tenants or sellers unfairly or unlawfully, including discrimination based on protected characteristics. Buyer matching uses only the requirements you have confirmed, and the Service refuses requirements about a person rather than a property.
What you share with sellers through the seller portal is your responsibility. Share only what you are allowed to share.
8. Things you must not do
You must not use the Service to:
- access accounts, systems or information without permission;
- commit fraud, impersonate anyone, harass anyone or discriminate unlawfully;
- infringe anyone’s intellectual property or privacy;
- spread malware, steal credentials, attack systems or interfere with other customers;
- get around access controls, billing, usage limits or our suppliers’ safeguards;
- carry out unlawful surveillance, or record people without the disclosure the law requires;
- carry out regulated activity without the authorisation it needs; or
- resell access to the Service, or claim a partnership with KeyAccess, without our written agreement.
Don’t rely on the Service alone for legal, financial, credit, employment, housing or other decisions with serious consequences for people, and don’t use it for emergencies or anything safety-critical.
9. Your content and results
You keep your rights in the information you put into the Service or connect to it. You give KeyAccess and its suppliers permission to host, process and transmit it only as needed to provide and support the Service, keep it secure and meet legal obligations.
You may use the results the Service produces for you, and you own any rights in them that we can pass on. This does not give you our software, templates or other materials, or rights that belong to others. AI results may be similar to results produced for others and may not be protected by copyright, so check rights before publishing them.
KeyAccess keeps all rights in its software, brand and materials. While you have an account, you may use the Service for your lawful business within your package.
10. Confidentiality and personal data
Each of us will keep the other’s non-public information confidential, share it only with people and suppliers who need it for the Service and are bound to keep it confidential, and use it only for this agreement. This doesn’t apply to information that is public, independently developed or lawfully received without restriction. Either of us may disclose information where the law requires, with notice where allowed.
You are responsible for having a lawful basis, and giving any required notices, for the personal data of your clients and contacts that you use with the Service. Where we process that data on your behalf, we do so as your processor. Our data processing agreement, available on request and forming part of this agreement, covers instructions, security, suppliers, transfers, incidents, and return or deletion of data.
KeyAccess does not use your content, or content from your connected accounts, to train AI models or for advertising.
11. Packages, credits and payment
Before you buy, we show the package, price, currency, billing period, included credits and any expiry rules. Your order confirmation records what you bought.
Payments are processed by Paddle, which acts as our reseller and merchant of record. Paddle’s checkout terms apply to the payment itself; these Terms apply to the Service.
Work uses credits at the rates shown in the Service, which may include AI use and secure computer time. Work can use credits even if it fails or you don’t use its result. If you think you have been charged in error, contact us and we will investigate.
If your organisation pays for its own AI with its own keys, the AI provider bills you directly, and that AI work uses no KeyAccess credits. If none of your keys works, the work pauses; KeyAccess never switches to its own AI instead.
Credits are a right to use the Service. They are not money, cannot be transferred, and have no cash value. Purchased credits won’t expire sooner than the rule shown when you bought them. Complimentary credits may have their own conditions.
Subscriptions renew automatically for the period shown until cancelled. You can cancel future renewals in Usage & billing, or by contacting us. Cancellation takes effect at the end of the period you have paid for. Stopping using the Service, or disconnecting an app, does not cancel billing.
Except where the law, a billing error, our failure to provide the Service or an express promise in these Terms says otherwise, credits you have used and subscription periods that have passed are not refundable. Nothing here limits any legal right to cancel, get a refund or dispute a payment.
We will give at least 30 days’ notice of a price increase, and you can cancel before it applies. Price changes never affect usage already incurred or reduce credits already bought. If an undisputed payment is overdue, we may suspend the Service after giving reasonable notice.
12. Changes to the Service and suspension
We improve the Service over time and may change it for maintenance, security, legal reasons or product development. If we materially remove a core paid feature during a period you have prepaid, you may end the affected Service and receive a fair refund for the unused part, unless we provide a reasonable replacement you accept.
We may restrict or suspend use that we reasonably believe is unlawful, a material breach of these Terms, a security risk or a substantial risk to others. We will tell you and give you a chance to put things right where practical, but may act straight away when urgent. Any restriction will be proportionate, and you can challenge it by contacting us.
13. Ending the agreement
You can stop using the Service and cancel at any time. Either of us may end this agreement if the other commits a material breach that isn’t put right within 14 days of notice, or immediately if the breach can’t be put right or the law requires it. We may stop providing the Service on at least 30 days’ notice, with a refund of unused prepaid fees and purchased credits unless we are ending it because of your material breach.
Before your data is deleted after the agreement ends, we will give you a reasonable opportunity to get a copy of it, by export or on request, where that is lawful and safe. Keep your own copies of important information throughout.
Ending the agreement does not cancel amounts already owed, undo actions already sent, or end your agreements with other providers. Terms that by their nature should continue, including confidentiality, payment, intellectual property, liability and disputes, continue.
14. Our responsibility to you
Apart from what these Terms expressly promise and rights the law doesn’t allow us to exclude, we don’t promise that every result will be correct, that every integration will stay available, or that the Service will suit every purpose you have in mind. Features marked as in testing should not be used for critical work.
For business customers, as far as the law allows, we are not liable for indirect or consequential loss, or for loss of profit, savings, business opportunity, goodwill or business interruption.
For business customers, our total liability arising from the Service is limited to the greater of the fees you paid or owed to KeyAccess for the Service in the 12 months before the first event giving rise to the claim, and USD 100. Charges paid to other providers are not KeyAccess fees. Related events count as one. This limit does not reduce refunds we expressly owe under these Terms.
Nothing in these Terms limits liability for fraud, deliberate misconduct, gross negligence, death or personal injury caused by negligence, or anything else that cannot lawfully be limited, and nothing affects the rights of individuals under data protection law. A signed order form or data processing agreement may set a different limit.
If you are a consumer, the limits above for business customers don’t apply to you, and you keep all your legal rights. We remain responsible for our own breaches, even where AI or a supplier was involved.
15. Claims caused by your use
If you use the Service for business, you will cover our reasonable defence costs, damages awarded by a court, and settlements you approve, for any claim by a third party caused by your unlawful instructions, your material breach of these Terms, or content you supplied without the necessary rights. This applies only to the extent the claim is caused by you, and not where it results from our own breach, negligence or misconduct.
We will tell you promptly about the claim, let you control the defence with competent lawyers, and cooperate at your reasonable cost. Neither of us will settle in a way that makes admissions for, or places obligations on, the other without their agreement, which won’t be unreasonably withheld. This section does not apply to consumers or to fines that the law doesn’t allow to be passed on.
16. Complaints, notices and the law
If something goes wrong, contact us through the support contact published at keyaccess-ai.com, describing the problem and what you would like us to do. We will try in good faith to resolve it. This doesn’t stop either of us seeking urgent help from a court or contacting a regulator.
These Terms are governed by the law that applies to the parties and the transaction under the applicable conflict-of-laws rules, unless a signed order form chooses otherwise. If you are a consumer, you keep the protection of the mandatory laws of the country where you live.
We will send notices to the email address on your account or show them in the Service. Send notices to us through the support contact published at keyaccess-ai.com.
17. Changes to these Terms and general points
We will give at least 30 days’ notice of changes that are materially worse for you, unless a change is needed sooner for legal or urgent security reasons. A change never decides a dispute that already exists. If you don’t accept a materially adverse change, you can end the affected Service before it applies and receive a fair refund for any unused prepaid period. Where an update needs your agreement, we will ask you to accept it when you next sign in, and you can read every earlier version.
If any part of these Terms can’t be enforced, the rest still applies. Not enforcing a right straight away doesn’t mean giving it up. Neither of us may transfer this agreement in a way that unlawfully reduces the other’s rights; we may transfer it as part of a genuine reorganisation or sale of our business if the new owner takes on our obligations, and we will tell you.
Neither of us is responsible for delays caused by events beyond our reasonable control, as long as we take reasonable steps to limit the effect. This doesn’t excuse payments already due. If such an event stops you using a paid Service for more than 30 days, you may end it and receive a refund of unused prepaid fees.
These Terms, together with any order form and data processing agreement, are the whole agreement for the Service. Nothing excludes liability for a statement where that would be unlawful.