Terms and Conditions

Terms and conditions for using Keyhive services

Last Updated: November 27, 2025

1. Introduction / Acceptance of Terms

Welcome to Keyhive.io Ltd (“Keyhive”, “we”, “us”, or “our”). By accessing our website (keyhive.io), creating an account, or using our SaaS platform (the “Service”), you agree to be bound by these Terms and Conditions.

If you are entering into this agreement on behalf of a company, you represent that you have the authority to bind that entity to these terms. If you do not agree to these terms, you must not use the Service.

Note: If you are a paying subscriber, your use of the Keyhive Platform is also governed by the specific Keyhive Licence Agreement you sign with us. In the event of any conflict, the signed Licence Agreement shall prevail.

2. Description of Service

“Keyhive” is a software solution designed to facilitate the administration of keys, assets, and associated services. The Service includes:

  • The Keyhive Web Portal (Dashboard).
  • The Keyhive Mobile Application (App).
  • Any Keyhive Hardware (e.g., Kiosks, Fobs) loaned or supplied by us.

We grant you a non-exclusive, non-transferable licence to use the Service solely for the purpose of logging keys and associated tools/services in the lettings industry.

3. User Accounts and Responsibilities

  • Account Security: You are responsible for maintaining the confidentiality of your login credentials. You must not allow any other person (outside of your authorised employees) to use your access rights.
  • Responsibility for Users: You are solely responsible for the use of Keyhive by your staff, agents, and any third-party users you authorise (e.g., landlords or contractors).
  • Data Accuracy: You warrant that the information you provide to us is accurate. If you provide material information that is inaccurate, we reserve the right to terminate your licence.
  • Prohibited Actions: You must not use the Service in any unlawful manner or for any unlawful purpose.

4. Fees and Payment

  • Invoicing: Fees are billed monthly or as set out in your specific Schedule.
  • Due Date: All invoices are due for payment within 14 days of receipt.
  • Late Payment: If payment is not received by the due date, we reserve the right to suspend your access and take measures to recover overdue fees, including deducting monies from any funds we may hold for you without prior notice.
  • Taxes: All fees are exclusive of VAT, which will be charged at the prevailing rate.

5. Intellectual Property

  • Ownership: Keyhive.io Ltd remains the sole owner of all Intellectual Property rights in the Service, including software, designs, trademarks, and know-how.
  • Restrictions: You must not:
    • Claim or register any intellectual property right in Keyhive.
    • Use the “Keyhive” name or logo in marketing material without our written permission.
    • Reverse engineer, decompile, or copy the software.
    • Remove any identification or proprietary notices embedded in the software or hardware.

6. Limitation of Liability

To the maximum extent permitted by law:

  • Cap on Liability: Our total liability to you for any claim arising out of this agreement is strictly limited to the total Licence Fees paid by you in the one (1) month period immediately preceding the claim.
  • Exclusions: We are not liable for any indirect loss, consequential loss, loss of turnover, profits, business, or goodwill.
  • Service Warranties: We use reasonable endeavours to ensure the Service performs as described, but we do not warrant that it will be uninterrupted, error-free, or fit for a particular purpose.

7. Termination

  • Notice Period: Unless otherwise specified in your Licence Agreement, either party may terminate the agreement by giving at least one (1) month’s written notice.
  • Immediate Termination: We may terminate your access immediately if:
    • You fail to pay fees when due.
    • You breach any material term of this agreement.
  • Effect of Termination: Upon termination, you must return all Loaned Equipment (e.g., Kiosks) within 30 days. Failure to do so will incur a Non-return Charge.

8. Data Protection and Privacy

  • Compliance: You agree to comply with the Data Protection Act 2018 (UK GDPR) and not use data inputted into Keyhive for unauthorised marketing purposes.
  • Privacy Policy: Your use of the Service is subject to our Privacy Policy, which explains how we collect, use, and protect your personal data.
  • Data Processing Agreement: Where we process personal data on your behalf, such processing is governed by our Data Processing Agreement (DPA), which forms part of your Licence Agreement.

9. Third-Party Integrations

A. General

Keyhive offers integrations with third-party property management and CRM systems to enhance the Service and reduce duplicate data entry. When you enable an integration, you authorise us to access and retrieve data from the connected third-party system in accordance with our Privacy Policy.

When connected, the following types of data may be synced into Keyhive:

  • Contacts: Individuals from your system who may be potential key holders (e.g., landlords, tenants, applicants, contractors, or other third parties who may need to collect or return keys).
  • Assets: Active assets from your system for which you wish to track keys (e.g., properties, units, vehicles, or other items requiring key management).
  • Staff: Staff members and users from your system who may check keys in or out.

This data is used solely to associate keys with the correct assets and individuals, enabling accurate key tracking and audit trails.

B. Integration Availability

We do not guarantee that any third-party integration will remain available. Integrations may be modified, suspended, or discontinued at any time due to changes made by us or the third-party provider. We accept no liability for any loss or disruption caused by the modification, suspension, or discontinuation of any third-party integration.

C. Reapit

If you connect Keyhive to Reapit, please note:

Keyhive is an independent application and has not been developed by Reapit Limited. Reapit Limited bears no responsibility or liability for Keyhive and does not warrant that the Keyhive integration does, or will in the future, function or integrate with Reapit software.

10. General Provisions

  • Confidentiality: Both parties agree to keep confidential all non-public information (e.g., staff details, business plans) disclosed during the relationship.
  • Entire Agreement: These Terms and Conditions, together with the Privacy Policy, any applicable Data Processing Agreement, and your signed Licence Agreement (if applicable), constitute the entire agreement between you and Keyhive.
  • Severability: If any provision of these terms is found to be invalid or unenforceable, the remaining provisions shall continue in full force and effect.
  • Governing Law: These terms are governed by the laws of England and Wales. Any disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.
  • Changes: We may update these terms from time to time. We will provide at least 30 days’ written notice of material changes.
  • Contact: For legal notices, please contact us at: Keyhive.io Ltd, 110 Westgate, Southwell, NG25 0LT.