HouseKeys Privacy Policy

HouseKeys is committed to protecting your privacy and maintaining the security of your personal information. This Privacy Policy explains how we collect, use, share, and protect your data when you interact with us on housekeys.org, myhousekeys.com, or through other communication channels, including SMS messages.

1. Collection of Personal Information

We collect personal information to provide you with tailored services and ensure compliance with housing programs. This may include:

  • Contact Information: Name, address, email, and phone number.

  • Program-Related Details: Household size, income, and other eligibility information.

  • Communication Preferences: Opt-in or opt-out preferences for email, SMS, and other notifications.

This information is collected when you register on our platforms, submit program applications, or otherwise engage with HouseKeys.

2. Use of Personal Information

We use your information to:

  • Facilitate your participation in housing programs.

  • Communicate essential updates, including reminders, notifications, and deadlines.

  • Provide personalized recommendations for housing opportunities.

  • Maintain compliance with applicable laws and program requirements.

SMS Communication: If you have opted in to receive SMS messages, we will use your phone number to send timely updates about your program status, upcoming events, and important deadlines. Refer to our SMS Communication Policy for additional details.

3. SMS Communication Policy

Our SMS Communication Policy provides detailed information about how we handle text messages, including:

  • Consent and opt-in procedures.

  • Message frequency and content.

  • Cost notifications (standard messaging rates may apply).

  • Opt-out instructions.

We encourage you to review the SMS Communication Policy to understand how we use SMS as part of our broader communication strategy.

4. Sharing of Personal Information

HouseKeys does not sell your personal information to third parties. However, we may share your data:

  • With program partners or third-party service providers directly involved in delivering housing services.

  • As required by law or to comply with legal obligations.

  • With your consent, for purposes such as additional housing opportunities.

All shared information is protected by confidentiality agreements and used solely for the purposes outlined above.

5. Data Security

We implement robust security measures to protect your personal information against unauthorized access, use, or disclosure. These measures include:

  • Encryption of sensitive data during transmission.

  • Regular audits of our security practices.

  • Access controls to ensure that only authorized personnel can view your data.

However, no security system is completely foolproof. We encourage you to use secure passwords and protect your account credentials.

6. Communication Preferences

You have control over how we communicate with you. You can:

  • Opt in or out of SMS messages by updating your preferences on myhousekeys.com or replying "STOP" to any text message.

  • Adjust email preferences through your account settings.

  • Contact our support team for further assistance with communication preferences.

7. Updating or Correcting Your Information

You may update your personal information by logging into your account on myhousekeys.com or contacting our support team. It is your responsibility to keep your contact information accurate to ensure seamless communication.

8. Retention of Personal Information

We retain personal information only as long as necessary to fulfill program requirements, provide services, or comply with legal obligations. Once no longer needed, your data will be securely deleted or anonymized.

9. Cookies and Tracking Technologies

Our websites use cookies and similar technologies to:

  • Enhance your browsing experience.

  • Analyze site usage and performance.

  • Customize content and recommendations.

You can manage your cookie preferences through your browser settings. Some features of our sites may not function properly without cookies.

10. Third-Party Links

Our websites may contain links to third-party sites. HouseKeys is not responsible for the privacy practices or content of these external websites. We recommend reviewing the privacy policies of any third-party sites you visit.

11. Children’s Privacy

HouseKeys does not knowingly collect or solicit personal information from children under the age of 13. If we discover that we have inadvertently collected such information, we will take steps to delete it promptly.

12. Data Access and Use for Program Providers and Authorized Affiliates

This section governs how local government agencies, developers, property managers, and other authorized affiliates (“Program Providers”) may access and use applicant data submitted through the HouseKeys platform.

12.1 Role-Based and Program ID–Scoped Access

Program Providers may be granted administrative access to applicant data only for programs specifically associated with the Program ID(s) for which they are an approved administrator or partner. This access is provided under formal agreement with HouseKeys and is intended to fulfill compliance, monitoring, and underwriting responsibilities as defined in the contract scope.

Program Providers agree to access, use, and retain applicant data exclusively for the program(s) and purpose(s) under which the data was originally submitted.

12.2 Data Ownership and Communication Rights

Local government agencies and other public sector partners retain ownership rights over applicant information submitted for programs they sponsor, regulate, or fund. These agencies may:

  • Access and review data for the Program ID(s) they manage;

  • Communicate directly with applicants for matters related to those specific programs;

  • Use data to ensure proper oversight, reporting, and compliance within the intended scope.

12.3 Restrictions on Cross-Program Data Sharing

Program Providers may not:

  • Export, transmit, or otherwise share applicant data with unrelated third parties;

  • Repurpose data submitted for one program to market or recruit for another program without the applicant’s prior written consent;

  • Use data across programs or for general outreach unless the applicant has opted in via HouseKeys’ structured consent process.

These restrictions exist to preserve applicant trust, ensure compliance with federal and state privacy standards, and avoid unlawful secondary use of data obtained under a government or benefit-related pretext.

12.4 HouseKeys Enforcement and Oversight

HouseKeys reserves the right to:

  • Monitor all Program Provider activity within the platform to ensure data is accessed appropriately;

  • Log and audit usage patterns to detect potential misuse or violations of scope;

  • Revoke access or suspend accounts that violate these Terms or our internal data governance policies.

If misuse is detected, HouseKeys may notify the affected applicants, withhold further data transmission, and coordinate corrective actions with the Program Provider and/or its governing agency.

12.5 Third-Party Vendors and Consultants

Where a Program Provider engages third-party vendors (e.g., consultants, legal counsel, or technology providers) to assist in program administration, the following conditions must be met:

  1. The vendor must be formally authorized by the Program Provider for the specific Program ID;

  2. The use of applicant data must be necessary for fulfillment of program obligations;

  3. A data-sharing agreement, nondisclosure clause, or confidentiality agreement must be in place and available upon request;

  4. HouseKeys must be informed of the vendor relationship and have the opportunity to vet and/or monitor interactions as needed.

Any vendor use outside of the approved Program ID context will be treated as a violation of this policy.

12.6 Applicant Rights and Consent Mechanisms

Applicants retain the right to:

  • Know how their data is used;

  • Revoke consent to be contacted for non-program-related matters;

  • Request a record of all parties who have accessed their data within the HouseKeys platform.

Program Providers wishing to engage applicants for additional opportunities (e.g., future housing developments, related city programs) must either:

  • Ensure those efforts fall within the scope of the original Program ID, or

  • Utilize the HouseKeys outreach and consent engine to obtain affirmative opt-in.

12.7 Policy Violations and Consequences

Violations of this section may result in:

  • Suspension or revocation of platform access for individual users or entire organizations;

  • Notification to the governing agency or City Attorney overseeing the program;

  • Legal or regulatory action if misuse results in material harm to applicants or violates applicable data protection laws.

Changes to This Privacy Policy

HouseKeys reserves the right to modify this Privacy Policy at any time to reflect updates to our practices, technology, or legal requirements. Changes will be posted on this page, along with a link to the SMS Communication Policy for clarity. Continued use of our services constitutes acceptance of any updates to this policy.

Contact Us

For questions, concerns, or requests regarding this Privacy Policy, please contact us at:

  • Email: customerservice@housekeys.org

  • Phone: 1-877-460-5397 (KEYS)

  • Mail: 409 Tennant Station #495, Morgan Hill, CA 95037

 

Click on any of the Municipality Links below to go directly to the Program Website. Some sites are restricted as they are still under construction.