Our Core Privacy Promise
KeyLedger exists to simplify boarding house management while respecting your privacy and safeguarding your financial and tenant records. We never sell your personal data or tenant information to third parties.
1. Overview & Commitment
This Privacy Policy describes how KeyLedger (“we,” “us,” or “our”) collects, uses, stores, and protects personal information when you use our website, application, and administrative tools.
We are committed to operating in full compliance with the Personal Data Protection Act (PDPA No. 9 of 2022) of Sri Lanka and applicable global data privacy standards.
2. Information We Collect
To provide our services, we process two categories of data:
- Full name and contact details (email, mobile number).
- Boarding house address, city, and capacity.
- Account authentication credentials (hashed passwords).
- Subscription billing history and plan status.
- Student/boarder names and NIC / Passport details.
- Guardian or emergency contact phone numbers.
- Room allocations, move-in/out dates.
- Monthly fee payments, key money deposits, and digital receipt history.
3. How We Use Information
We use the collected information exclusively for legitimate business purposes:
- Service Operation: Generating rent receipts, ledger records, and key money calculations.
- Automated Notifications: Delivering rent reminders and payment confirmations via SMS or WhatsApp as requested by owners.
- Support & Communication: Responding to help requests and system maintenance updates.
- Platform Integrity & Security: Preventing fraudulent transactions and unauthorized system access.
4. Third-Party Sharing & Services
We do not sell, rent, or trade your personal or tenant data. We share limited data only with trusted service providers who assist in operating our platform under strict confidentiality agreements:
- Telecommunications & Messaging: SMS aggregators for sending SMS rent reminders within Sri Lanka.
- Payment Gateways: Secured Sri Lankan payment providers for processing subscription payments (e.g., PayHere/Bank transfers).
- Infrastructure: Encrypted cloud hosting providers with ISO 27001 data center security certifications.
5. Data Security & Storage
We implement robust technical and organizational security measures to protect data against unauthorized access, loss, or alteration:
- Encryption of data in transit (TLS 1.3/HTTPS) and at rest (AES-256).
- Regular automated database backups with geographically segregated storage.
- Strict role-based access controls for internal operations staff.
6. Sri Lanka PDPA Compliance
In accordance with the Sri Lankan Personal Data Protection Act No. 9 of 2022, users have the right to request access to their personal data, demand corrections of inaccurate records, or request erasure of data where processing is no longer required.
7. Tenant / Boarder Data Rights
As a Data Processor for boarding house owners, KeyLedger provides owners with built-in export and deletion features so they can comply with boarders' requests to view or erase their historical records upon departure.
9. Data Retention & Deletion
We retain your account data for as long as your subscription is active. Upon account cancellation, you may download your complete boarding ledger in CSV/PDF format. After 90 days of account cancellation, tenant records are permanently purged from active databases.
10. Policy Updates
We may update this Privacy Policy periodically to reflect enhancements to our service or legal requirements. Material changes will be communicated via email or an in-app notice prior to taking effect.
11. Data Protection Contact
If you have any questions, privacy concerns, or data requests, please contact our Data Protection Officer:
KeyLedger Privacy Office
Email: privacy@keyledger.lk
Location: Colombo, Sri Lanka