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Acceptable Use Policy

Last updated: March 2026

Contents

1. Introduction

This Acceptable Use Policy (“Policy”) sets out the rules and guidelines for using Keel. By using the Service, you agree to comply with this Policy. Violation of these rules may result in suspension or termination of your account.

2. Prohibited Activities

2.1 Illegal Activities

You must not use Keel to:

  • Conduct unlawful activities or breach any law
  • Discriminate against tenants or other persons on grounds prohibited by the Human Rights Act 1993 (including race, gender, religion, disability, age, sexual orientation, or other protected characteristics)
  • Breach the Residential Tenancies Act 1986 or other property management legislation
  • Violate the Consumer Guarantees Act 1993 or Fair Trading Act 1986
  • Engage in fraud, theft, or unauthorized access
  • Facilitate money laundering or financial crimes

2.2 Abusive and Harmful Conduct

You must not:

  • Harass, threaten, bully, or intimidate other users, tenants, or support staff
  • Send unsolicited communications or spam
  • Intentionally cause distress or harm to others
  • Create hostile or abusive interactions through the Service

2.3 Technical Misuse

You must not:

  • Attempt to gain unauthorized access to the Service or other users’ accounts
  • Intercept, reverse-engineer, or extract source code
  • Deploy malware, viruses, or harmful code
  • Use automated tools to scrape data or conduct denial-of-service attacks
  • Attempt to bypass security measures or exploit vulnerabilities
  • Overload our servers with excessive requests
  • Interfere with the Service’s operation or infrastructure

2.4 Data Misuse

You must not:

  • Upload or distribute malware or harmful files
  • Collect or use others’ personal information unlawfully
  • Store information beyond what is necessary for property management
  • Sell, trade, or share tenant data with unauthorized third parties
  • Use the Service to send unsolicited bulk communications to tenants

2.5 Impersonation

You must not:

  • Impersonate Keel staff or other users
  • Falsely claim authority or credentials
  • Misrepresent your identity or business status

3. Content Guidelines

3.1 Acceptable Content

You may upload and store content related to property management, including:

  • Property descriptions and photographs
  • Lease agreements and tenancy documentation
  • Maintenance records and repair requests
  • Financial records and expense tracking
  • Tenant communication and correspondence
  • Property inspection reports

3.2 Prohibited Content

You must not upload or create content that:

  • Is illegal, obscene, or defamatory
  • Violates intellectual property rights
  • Exposes personal information of tenants without consent
  • Contains hateful speech or discrimination
  • Is sexually explicit or abusive
  • Infringes privacy rights
  • Breaches confidentiality obligations

3.3 Tenant Privacy in Content

When storing tenant information, you must:

  • Collect information lawfully and transparently
  • Limit data to what is necessary for property management
  • Protect tenant privacy and comply with the Privacy Act 2020
  • Not share tenant data with unauthorized parties
  • Inform tenants how their data is used and stored
  • Obtain consent where required by law

4. Account Security Responsibilities

4.1 Your Obligations

You are responsible for:

  • Maintaining the confidentiality of your login credentials
  • Changing your password regularly
  • Using a strong, unique password (minimum 12 characters recommended)
  • Notifying us immediately if you suspect unauthorized access
  • Not sharing your account with other users
  • Logging out after each session, especially on shared devices

4.2 Unauthorized Access

If you suspect your account has been compromised:

  1. Change your password immediately
  2. Contact sam@onkeel.co.nz with details
  3. Do not attempt to access your account if it appears compromised
  4. Cooperate with any investigation we conduct

5. Compliance with Laws and Regulations

5.1 Residential Tenancies Act 1986

You must not use Keel in ways that breach the Residential Tenancies Act 1986, including:

  • Unlawfully evicting or threatening tenants
  • Retaliating against tenants for legitimate complaints
  • Failing to maintain insurable standard properties
  • Breaching fit for purpose or healthy home standards
  • Taking unauthorized deductions from bonds
  • Failing to return bonds within required timeframes

5.2 Fair Trading Act 1986

You must not:

  • Make false or misleading representations about properties
  • Engage in conduct that is unfair, misleading, or deceptive
  • Fail to disclose material information to tenants

5.3 Human Rights Act 1993

You must not:

  • Discriminate against tenants based on protected characteristics
  • Create hostile treatment or unequal conditions
  • Refuse services based on unlawful grounds

5.4 Privacy Act 2020

You must:

  • Collect tenant information lawfully
  • Use information only for the purpose collected
  • Protect tenant privacy and security
  • Allow tenants access to their information
  • Comply with Information Privacy Principles

6. AI-Generated Content Compliance

6.1 Your Responsibility

Keel provides AI-generated suggestions and content to assist property management. You acknowledge:

  • All AI-generated content must be reviewed before use
  • You are responsible for ensuring AI-generated documents comply with law
  • You must verify accuracy and appropriateness before implementing suggestions
  • AI content is not legal advice
  • You alone make final decisions on all actions

6.2 Prohibited Uses of AI

You must not:

  • Use AI-generated content without review or modification
  • Apply AI suggestions that breach tenancy law
  • Use AI output to create discriminatory or unlawful communications
  • Rely on AI-generated legal advice without consulting a lawyer
  • Distribute AI-generated content claiming it as professional legal work

7. Intellectual Property

7.1 Your Content

You retain ownership of property and tenancy data you input into Keel. You grant Keel a license to use this data to provide the Service, including for anonymized analytics and service improvement.

7.2 Our Intellectual Property

You must not:

  • Copy or modify Keel’s software or features
  • Reproduce or distribute Keel’s interface or documentation
  • Use Keel’s trademarks or branding without permission

8. Enforcement and Consequences

8.1 Monitoring

Keel monitors compliance with this Policy through:

  • Automated systems to detect suspicious activity
  • User reports and complaints
  • Regular security audits and reviews
  • Support team investigations

8.2 Enforcement Actions

If you breach this Policy, Keel may:

  • Issue a written warning
  • Suspend your account temporarily
  • Restrict access to certain features
  • Terminate your account and access

8.3 Immediate Termination

Keel may immediately terminate your account without notice if:

  • You engage in illegal activities
  • You cause harm to other users or the Service
  • You repeatedly breach this Policy
  • Your account poses a security risk
  • You breach our Terms of Service

8.4 Appeal Process

If your account is suspended or terminated, you may:

  1. Contact sam@onkeel.co.nz with details
  2. Explain why the action should be reversed
  3. Await our review and decision

9. Reporting Violations

If you become aware of violations of this Policy, please report them to sam@onkeel.co.nz with:

  • A description of the violation
  • Relevant details and evidence
  • The user account involved (if known)
  • Your contact information

10. Policy Updates

Keel may update this Policy at any time. We will notify you of significant changes via email or by posting the updated policy on our website. Your continued use of the Service following notice constitutes acceptance.

11. Contact Us

For questions about this Policy or to report violations: