Keyfolio is used by property managers and real-estate agents ("agents") to manage properties, bookings, guests, tenants, and owners on behalf of their own clients. That means we handle two categories of personal data differently:
Depending on how the app is used, Keyfolio stores:
For agent account data, we rely on these legal bases under Article 6 GDPR:
We don't use advertising SDKs, ad-tracking pixels, or non-essential cookies. The app uses only the technical data described in section 2 to run the service itself.
To provide the core functionality of the app: storing and displaying property and booking records, generating rental agreements, sending expiring-document and rent reminders, syncing calendars with Airbnb/Booking.com, powering the read-only owner portal and e-signature links, and — where an agent chooses to use it — extracting details from a photo or PDF using AI so the agent doesn't have to type them in by hand. We do not sell personal data, and we do not use it for advertising.
We share data only with the service providers that help us run Keyfolio, each acting as a processor under our instructions:
We may also disclose data where required by law, such as to comply with Spain's SES Hospedajes guest-registration obligations, which remain the agent's own responsibility to file.
Because Keyfolio is available internationally and our service providers operate globally, data may be processed outside the country where a property or guest is located, including outside the European Economic Area. Where that happens, we rely on our providers' standard contractual safeguards (such as the EU Standard Contractual Clauses).
We keep account, property, and booking data for as long as an agent's account is active, plus a reasonable period afterward to comply with legal, tax, or dispute-resolution obligations. An agent can delete individual records (properties, bookings, documents) at any time from within the app.
We use encryption in transit (HTTPS), hashed and salted passwords, and access controls that limit each agent to their own agency's data. No system is completely immune to risk, and we can't guarantee absolute security.
If Keyfolio is the controller of your data (i.e. it's your own agent account), you can access, correct, delete, or export it from within the app, or by emailing us. Under GDPR you also have the right to restrict or object to processing, and to lodge a complaint with your local data protection authority — in Spain, the AEPD, or the authority in your own EU country of residence. If your data was entered about you by an agent using Keyfolio (as a guest, tenant, or owner), please raise the request with that agent first, since they control that data; we'll assist them in fulfilling it.
If you're an agent based in or serving clients in the EU/EEA, you are the data controller for the guest, tenant, and owner data you enter into Keyfolio, and we act as your processor. A standard Data Processing Addendum (DPA) covering that relationship is available on request — email elevengroupspain@gmail.com and we'll send it over.
Keyfolio is a business tool for professional property managers and is not directed at children. We don't knowingly collect data from children as account holders.
We may update this policy from time to time. The current version is always available at this address, with the "last updated" date above reflecting the latest revision.
This policy is provided as general information and does not constitute legal advice. For anything business-critical, please have it reviewed by a lawyer qualified in your jurisdiction.