Terms of Service

• 1. Who we are and who you are
• 2. Your account
• 3. What the service does
• 4. The AI assistant and phone line
• 5. Your responsibilities as a landlord
• 6. Tenant and applicant data
• 7. Electronic signatures
• 8. Rent tracking and money
• 9. Plans, billing and cancellation
• 10. Acceptable use
• 11. Your content and our software
• 12. Not legal, tax or financial advice
• 13. Warranties and limitation of liability
• 14. Indemnity
• 15. Suspension and termination
• 16. Changes to the service or these terms
• 17. Governing law and disputes
• 18. Contact

1. Who we are and who you are

KeyToRental ("KeyToRental", "we", "us") operates the website keytorental.com, the KeyToRental web application, the tenant portal, and the related phone, SMS and email services (together, the "Service"). KeyToRental is operated from Ontario, Canada.

"You" are the person or business that creates an account to manage rental properties. If you create an account on behalf of a company or partnership, you confirm you have authority to bind it, and "you" includes that entity. Tenants, applicants and other people who interact with the Service through links, the tenant portal, or your phone line are "Tenants" or "Contacts"; they are covered by section 6 and by our Privacy Policy, but they are not parties to these Terms unless they also create a landlord account.

By creating an account or using the Service you agree to these Terms and to the Privacy Policy. If you do not agree, do not use the Service.

2. Your account

• You must be at least 18 years old and able to enter a binding contract in your province.
• Keep your password and any API keys or forwarding addresses confidential. You are responsible for everything done through your account until you tell us it has been compromised.
• Give us accurate contact details and keep them current. We send important notices (billing, security, legal) to the email on your account.
• One account per organization. You may invite other users into your organization; you are responsible for their use of the Service.

3. What the service does

The Service provides tools for self-managing landlords, including property and tenant records, Ontario Standard Lease generation and electronic signature, a rent ledger with Interac e-Transfer email matching, maintenance requests with AI triage, inspections, document storage, tenant screening links, viewing scheduling, expense tracking and tax summaries, an in-app AI copilot, and — on eligible plans — a dedicated phone number with an AI assistant that answers calls and text messages. Features vary by plan and may change over time (section 16).

The Service is a tool that records and acts on information you and your Tenants provide. It is not a property-management company, a licensed paralegal, a law firm, an accountant, a payment processor, or a credit-reporting agency.

4. The AI assistant and phone line

4.1 What it does

On eligible plans we provision a phone number for your organization through a telecommunications provider. An automated assistant answers inbound calls and SMS on that number, can answer questions about your listings, pre-screen prospective tenants, book viewings into your calendar, take maintenance reports, and can place outbound calls or texts you request or schedule (for example, a rent reminder). Calls and messages are transcribed and summarised for you. The in-app copilot can also draft and, with your confirmation, perform actions in your account.

4.2 It is automated and can be wrong

The assistant uses large language models. It can misunderstand, misstate facts, or produce an answer that is incomplete or incorrect. You are responsible for reviewing what it says and does on your behalf. Do not rely on it for legal notices, eviction steps, or anything where a mistake would cause serious harm without checking it yourself. Where the Service asks you to confirm an action, the action is yours.

4.3 Recording, transcription and consent

Calls on your line are transcribed and may be recorded. The assistant announces that it is an automated assistant and that the call may be recorded or transcribed. You must not disable or alter that disclosure where the law requires it, and you must comply with all laws that apply to recording, transcription and automated calling or texting in your jurisdiction, including Canada's Unsolicited Telecommunications Rules and anti-spam legislation (CASL). You may only use outbound calling and texting to reach people who have contacted you, are your tenants or applicants, or have otherwise consented.

4.4 Minutes, numbers and fair use

Plans include a monthly allowance of voice minutes and messages. Usage beyond the allowance is billed at the overage rates shown in the app, or the assistant stops answering until you add minutes. Numbers are provided by our telecommunications provider under their terms; we may need to change or reclaim a number in rare cases (for example, if the provider withdraws it, or your account is closed). Numbers are not transferable to another provider through us unless we say otherwise in writing. Emergency calls (911) are not supported on assistant lines.

4.5 No guarantee of outcomes

We do not guarantee that the assistant will fill a vacancy, reach a lead within any particular time, or that any applicant it pre-screens is suitable. Tenant selection is your decision and must comply with the Ontario Human Rights Code and the Residential Tenancies Act, 2006.

5. Your responsibilities as a landlord

You remain solely responsible for your rental business, including: complying with the Residential Tenancies Act, 2006, the Ontario Human Rights Code, municipal by-laws, fire and safety codes and any licensing; the accuracy of notices, rent increases and other forms you issue (the Service helps with timing and templates, but you must check them); the content of your listings; how you treat applicants and tenants; and paying your own taxes. If you use the Service for properties outside Ontario, the Ontario-specific features may not be correct for that jurisdiction and you use them at your own risk.

6. Tenant and applicant data

When you enter information about Tenants and Contacts, or when they submit it through links, the portal or your phone line, you are the organization that collects that personal information and we process it on your behalf to provide the Service. You agree that:

• You have the right to collect the information and to give it to us, and you will give Tenants any notice required by law. Our Privacy Policy describes what we do with it and you may point Tenants to it.
• You will collect only what you reasonably need. Screening questions, ID uploads and credit or background checks must comply with Ontario law; the Service's screening score is advisory and must not be the sole basis for a decision.
• You will not upload government ID numbers, banking details or health information beyond what is lawfully necessary, and you will delete Tenant data you no longer need.
• You will respond to access and correction requests from your Tenants; we will help you locate the data.

7. Electronic signatures

The e-signature feature lets you send lease documents for signature and produces a signed document and a certificate recording who signed, when, and from what address. You are responsible for confirming the identity of signers, for the content of the documents, and for determining whether an electronic signature is appropriate for a given document. We believe the process is consistent with Ontario's Electronic Commerce Act, 2000, but we do not guarantee that any document will be enforceable or accepted by any tribunal.

8. Rent tracking and money

The Service does not hold, move or process rent. The rent ledger records payments you or your Tenants report, and matches Interac e-Transfer notification emails you forward to it. Matching is automated and can be wrong; confirm each entry. Receipts the Service generates are issued by you. Where we integrate a third-party payment service in the future, its terms will apply to those transactions.

9. Plans, billing and cancellation

• Free plan. Some features are free, with limits shown in the app. We may change free-plan limits on notice.
• Paid plans are billed monthly in advance in Canadian dollars through our payment processor (Stripe) and renew automatically until cancelled. Prices are shown before you subscribe; applicable taxes are added.
• Usage charges (for example, voice minutes beyond your allowance, or minute packs you buy) are billed as shown in the app.
• Cancel anytime from Your plan in the app. Cancellation takes effect at the end of the current billing period; we do not prorate or refund partial months except where the law requires. Downgrading may disable features, including your phone number, and may require you to reduce the number of units on the account.
• Price changes take effect on your next renewal after at least 30 days' notice by email.
• Failed payments. If a charge fails we will retry and notify you; if it remains unpaid we may downgrade the account to the free plan.

10. Acceptable use

You must not use the Service to: break any law; discriminate against applicants or tenants on a protected ground; send unsolicited marketing calls or messages; harass anyone; upload malware or attempt to access other organizations' data; scrape, resell or sublicense the Service; reverse engineer it except where the law allows; or use the AI features to impersonate a human where disclosure is required, or to generate content that is defamatory, deceptive or infringes others' rights. We may remove content or suspend accounts that violate this section.

11. Your content and our software

You own the data, documents and content you put into the Service ("Your Content"). You grant us a licence to host, process, transmit, display and back up Your Content solely to provide and improve the Service for you, and to the extent the Privacy Policy allows. We own the Service, its software, designs, and any templates we provide; we grant you a limited, non-exclusive, non-transferable licence to use them through the Service while your account is active. You may export Your Content at any time using the export tools in the app, and you may ask us for a copy after closing your account for up to 30 days.

You may send us feedback; we can use it without obligation to you.

12. Not legal, tax or financial advice

Templates, timelines, guideline percentages, screening scores, tax summaries and anything the AI says are provided for general information and convenience. They are not legal, tax, accounting or financial advice and may be out of date or wrong for your situation. Laws change; for example, notice periods and the rent-increase guideline change from year to year. Consult a licensed professional for advice about your circumstances.

13. Warranties and limitation of liability

The Service is provided "as is" and "as available". To the fullest extent permitted by law, we disclaim all warranties, express or implied, including merchantability, fitness for a particular purpose, accuracy and non-infringement. We do not warrant that the Service will be uninterrupted, error-free, or that the AI assistant will be accurate.

To the fullest extent permitted by law, KeyToRental and its owners, employees and suppliers will not be liable for any indirect, incidental, special, consequential or punitive damages, or for lost rent, lost profits, lost data, or the cost of substitute services, arising out of or relating to the Service, even if advised of the possibility. Our total liability for all claims relating to the Service in any 12-month period is limited to the greater of $100 CAD and the amount you paid us for the Service in that period. Some jurisdictions do not allow certain limitations; in those places our liability is limited to the maximum extent the law allows. Nothing in these Terms limits liability for fraud, or for anything that cannot be limited by law.

14. Indemnity

You will defend and indemnify KeyToRental against claims, losses and reasonable legal costs arising from Your Content, your rental business, your treatment of Tenants and Contacts, your breach of these Terms or of any law (including privacy, human-rights, tenancy, telecommunications and anti-spam law), or your use of the AI assistant or phone line.

15. Suspension and termination

You may close your account at any time from Settings. We may suspend or terminate your account on notice if you materially breach these Terms, if required by law or a provider, if your account is unpaid, or if we discontinue the Service (with at least 60 days' notice where practical). After closure we delete or anonymise Your Content within the periods described in the Privacy Policy, except where we must keep it by law. Sections that by their nature should survive (including 11–14 and 17) survive termination.

16. Changes to the service or these terms

We improve the Service continuously and may add, change or retire features. We may update these Terms; if a change is material we will email you and/or show a notice in the app at least 30 days before it takes effect (or sooner where required by law or to address a security or legal issue). Continuing to use the Service after the effective date means you accept the updated Terms.

17. Governing law and disputes

These Terms are governed by the laws of the Province of Ontario and the federal laws of Canada applicable there. Before starting any formal proceeding, you agree to contact us and try in good faith to resolve the issue for at least 30 days. Subject to that, the courts of Ontario have exclusive jurisdiction, and you consent to their jurisdiction — except that either party may seek injunctive relief in any court to protect its intellectual property or confidential information. Nothing in this section prevents you from using a small-claims court or a consumer-protection remedy available to you by law.

18. Contact

Questions about these Terms: hello@keytorental.com. Privacy questions: privacy@keytorental.com (see the Privacy Policy).

These Terms were drafted for KeyToRental's launch and reviewed for plain language, not by a lawyer. If any provision is found unenforceable, the rest remains in effect. Our failure to enforce a provision is not a waiver. These Terms, the Privacy Policy and any plan-specific terms shown at checkout are the entire agreement between you and KeyToRental about the Service.