Privacy Policy

1. About KLYR & this policy

KLYR is a property-health management tool operated by Ashley Sutherland and Anjali Sehgal ("we", "us", "our"), trading as KLYR. It is designed for New Zealand landlords and tenants. This Privacy Policy explains how we collect, use, store, and protect your personal information in accordance with the Privacy Act 2020 (New Zealand), and sets out the terms under which you may use the KLYR application.

2. Business tool & expected use

KLYR is a business-related tool for property management. If you are a tenant, your tenancy agreement may require you to use KLYR to report maintenance issues, record inspections, and communicate with your landlord or property manager. You are expected to use the app and report property issues as soon as they are noticed. Failure to report issues in a timely manner may affect your responsibilities under your tenancy agreement.

3. Information we collect

• Account information: name, email address, and role (landlord or tenant).
• Property information: addresses, nicknames, notes, and inspection records you or your landlord add.
• Maintenance reports: issue descriptions, photos, severity ratings, and related communications.
• Usage data: device type, browser, and in-app activity logs to improve performance and security.
• Calendar & event data: inspection dates, maintenance appointments, and reminders you create.

4. How we use your information & legal basis

We process your personal data for the following purposes and legal bases:

• Service provision: To provide and maintain the KLYR service, connect landlords with tenants, and facilitate property management tasks. Legal basis: contract performance.
• Communications: To send notifications about maintenance issues, inspections, and calendar events. Legal basis: contract performance (service messages) and legitimate interests (support).
• Product improvement: To analyse usage and improve our product.Legal basis: legitimate interests.
• Legal compliance: To comply with legal obligations, including New Zealand tenancy law.Legal basis: legal obligation.
• Security & fraud prevention: To prevent fraud, abuse, and security incidents.Legal basis: legitimate interests and legal obligation.
• Marketing: To send you updates, tips, or offers about KLYR — only where you have opted in. Legal basis: consent (you may withdraw at any time).

5. NZ Privacy Act 2020 — your rights

Under the Privacy Act 2020, you have the following rights regarding your personal information:

• Access: You can request access to the personal information we hold about you.
• Correction: You can request that we correct any inaccurate or outdated information.
• Retention & disposal: We keep personal information only as long as necessary and securely dispose of it when no longer needed.
• Security: We are required to protect your information from unauthorised access, use, modification, or disclosure.
• Complaints: If you believe we have breached your privacy, you can complain to the Office of the Privacy Commissioner.

6. Information sharing

We do not sell your personal information, and we never share it with advertisers. We only share data with the following categories of recipients:

• Between landlords and tenants: Property details, maintenance reports, and inspection records are shared between the landlord and tenant(s) of a property.
• Service providers: We use trusted third-party providers (e.g., cloud hosting, authentication, email) who are bound by confidentiality and data-protection obligations.
• Merchant of Record (Paddle): We share your name, email address, and transaction details with Paddle so they can process payments, manage subscriptions, handle tax compliance, and issue invoices on our behalf. Paddle acts as a data processor for this purpose.
• Legal requirements: We may disclose information if required by New Zealand law or a court order.

7. Data storage & security — how we protect you

We treat your data — including emails, property records, maintenance reports, photos, and personal details — as confidential and apply strict safeguards so you can trust that your information is safe with KLYR:

• Hosted in Australia / New Zealand on enterprise-grade infrastructure with 24/7 monitoring and physical security controls.
• Encrypted in transit using TLS 1.2+ on every connection, and encrypted at rest using AES-256 on our databases, backups, and file storage.
• Row-level access controls enforce that you can only see properties, reports, and messages that belong to you or are shared with you by your landlord or tenant.
• Email addresses are never sold, rented, shared, or used for marketing by third parties. We only email you about your account, your properties, or pilot feedback you have opted into.
• Passwords are hashed using industry-standard one-way algorithms — not even KLYR staff can read them.
• Principle of least privilege: only a small number of authorised KLYR personnel can access production systems, and only when necessary to operate, support, or secure the service. All such access is logged.
• Regular backups with point-in-time recovery, plus security patching, dependency scanning, and ongoing review of our systems.
• Breach notification: if a notifiable privacy breach occurs, we will notify affected users and the Office of the Privacy Commissioner as required by the Privacy Act 2020.

No online service can guarantee absolute security, but we continuously work to keep your information safe and to minimise risk.

8. Cookies & tracking

We use essential cookies to keep you signed in and maintain your session. We do not use third-party advertising or cross-site tracking cookies.

9. Children's privacy

KLYR is not intended for children under 16. We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, please contact us immediately.

10. Acceptable use

When using KLYR, you agree that you will not:

• Submit false, misleading, defamatory, or harassing content about any person or property.
• Upload content you do not have the right to share, or that infringes another person's privacy or intellectual property.
• Attempt to access accounts, properties, or data that are not yours.
• Reverse-engineer, scrape, overload, or interfere with the security or operation of KLYR.
• Use KLYR for any unlawful purpose or in breach of the Residential Tenancies Act 1986 or other applicable NZ law.

We may suspend or terminate accounts that breach these rules in order to protect other users and the integrity of the service.

11. Your responsibilities

You are responsible for the accuracy of the information you enter into KLYR, for keeping your login credentials secure, and for the activity that occurs under your account. You must notify us promptly of any suspected unauthorised access.

12. KLYR's role — disclaimer & limitation of liability

KLYR is a communication and record-keeping tool. KLYR is not a landlord, property manager, real estate agent, lawyer, tradesperson, or insurer, and does not provide legal, financial, tenancy, or building advice. Decisions about tenancies, repairs, inspections, and property management remain the responsibility of the landlord, property manager, and tenant.

To the maximum extent permitted by law:

• KLYR is provided "as is" and "as available", without warranties of any kind beyond those that cannot be excluded under New Zealand law.
• KLYR is not liable for loss or damage arising from a user's reliance on, or use of, the information entered into or generated by the app, including AI-generated severity rankings and suggestions, which are guidance only.
• KLYR is not liable for delays, omissions, or failures by landlords, tenants, or tradespeople to act on reports submitted through the app.
• KLYR is not liable for indirect, incidental, or consequential loss, loss of profit, loss of data, or business interruption.
• Where liability cannot be excluded, our total aggregate liability to you for any claim is limited to the amount you have paid to KLYR in the 12 months before the event giving rise to the claim, or NZ$100, whichever is greater.
• If you use KLYR for business purposes (including as a landlord or property manager), you agree that the Consumer Guarantees Act 1993 does not apply to that use.

13. Indemnity

You agree to indemnify KLYR and its team against any claims, losses, or costs arising from content you submit, your breach of these terms, or your misuse of the app — including claims by other users, tenants, landlords, or third parties relating to information you have entered.

14. Pilot programme terms

While KLYR is in pilot testing, the service is provided free of charge or at a discounted rate. We will not change or revoke your pilot access without notice provided you remain an active participant and comply with the reasonable expectations of the programme — specifically: using the app actively to report issues and manage your properties, and providing feedback when requested or when issues arise. If a pilot participant is not actively using the app or is not reasonably responsive to feedback requests, we reserve the right to adjust or end their pilot access with reasonable notice. The pilot may contain bugs or incomplete features; by participating you accept that pilot service levels are not guaranteed.

15. Changes to this policy

We may update this Privacy Policy from time to time. If we make material changes, we will notify you via email or through the app. Your continued use of KLYR after changes constitutes acceptance of the revised policy.

16. Governing law

This policy and your use of KLYR are governed by the laws of New Zealand, and you submit to the exclusive jurisdiction of the New Zealand courts.

17. Contact us

If you have any questions, concerns, or requests regarding your privacy, please contact us at: klyr@outlook.co.nz.