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Key Data processes personal data to provide analytics, benchmarking, and related services to Property Managers, Destination Marketing Organizations, Enterprise customers, and other users who engage with our Services. This Privacy Policy explains what personal data we collect, how we use it, how we share it, and the rights available to individuals under applicable privacy laws. Key Data may act as a controller or processor depending on context.
We collect the following categories of information:
• Data provided through Property Management System (PMS) integrations, including reservation information, property information, operational data, and Guest Personal Data.
• Contact information from customers, prospective customers, vendors, and partners.
• Website visitor information, including IP address, browser type, approximate geolocation (derived from IP), device identifiers, cookies, and usage analytics.
• Communications sent to us directly.
Key Data receives certain Guest Personal Data from Property Managers when they enable certain PMS integrations. Guest Personal Data may include guest name, email address, phone number, physical address, reservation identifiers, and related booking information.
Key Data processes this data solely to provide contracted services to the Property Manager, ensure data quality, support system operations, derive operational or performance insights (such as identifying repeat guests percentages), and maintain system security. Key Data does not disclose Guest Personal Data to third parties unless the Property Manager provides separate explicit written authorization identifying the intended recipient or purpose.
Key Data may use Customer Shared Data to create aggregated, anonymized, de-identified, or statistical datasets and may use, publish, distribute, commercialize, license, or otherwise exploit such datasets without restriction. Such datasets will not be provided in a form that reasonably enables a third party to isolate, identify, or reverse engineer Customer’s specific property-level data from the dataset.
When you visit our website, we may collect information using cookies and similar technologies. This includes IP address, browser type, pages viewed, and interactions with our site. We may use analytics tools such as Google Analytics to improve site functionality and user experience.
You may disable cookies through your browser settings. Third-party analytics providers may receive certain technical identifiers as part of this process.
For Guest Personal Data received through PMS integrations, Key Data acts as a processor on behalf of the Property Manager, who acts as the controller. The Property Manager is responsible for determining the lawful basis for transferring Guest Personal Data to Key Data and for providing required notices to guests.
Key Data processes such data under the Property Manager’s instructions for the purpose of delivering contracted services, ensuring data quality, performing operational functions, and maintaining system integrity. The lawful bases for this processing include the performance of a contract and the legitimate interests of Property Managers.
For website visitor data and business contact information, Key Data acts as a controller and processes personal data based on legitimate interests, consent (where applicable), or as necessary to perform requested interactions.
Individuals in the EU and UK have the right to lodge complaints with their local data protection authority.
We retain personal data only for as long as necessary to provide our Services, comply with legal obligations, resolve disputes, and enforce our agreements. Retention periods may vary depending on the type of data and the purpose of processing.
Key Data uses reasonable administrative, technical, and organizational measures to protect personal data from unauthorized access, loss, misuse, or disclosure. Access to personal data is limited to personnel who require it to perform their roles and are bound by confidentiality obligations.
Depending on your jurisdiction, you may have rights related to your personal data, including:
• Access
• Correction
• Deletion
• Restriction of processing
• Objection to processing
• Data portability
Residents of California, Colorado, Virginia, Connecticut, and Utah may have additional rights under their respective state privacy laws. Key Data does not sell or share personal information as defined under these laws.
Key Data may transfer personal data to countries outside your jurisdiction. Where required, we use Standard Contractual Clauses or other lawful mechanisms to protect such transfers.
We may share personal data with third-party vendors who assist in operating our Services, subject to confidentiality and data protection obligations. We do not permit these service providers to use personal data for their own purposes.
Our Services are not directed to children under 16, and we do not knowingly collect personal data from children.
Some browsers include a Do Not Track feature. We do not currently respond to Do Not Track signals.
We may update this Privacy Policy from time to time. All updates will be posted on this page with an updated effective date.
If you have questions about this Privacy Policy or wish to exercise your rights, you may contact us at:
legal@keydatadashboard.com
Key Data
Attn: Legal Department
Effective Date: November 14, 2025