Terms of Service

1. Acceptance of Terms

By accessing or using KeyFlo AI's services, including but not limited to forwarding emails to [email protected], CCing [email protected] on email threads, accessing our website at keyflo.ai, or using any of our transaction management tools, you agree to be bound by these Terms of Service ("Terms"). If you do not agree to these Terms, do not use our services.

2. Service Description

KeyFlo AI ("KeyFlo," "we," "us," or "our") provides AI-powered transaction management assistance for real estate professionals. KeyFlo operates primarily through email—you forward documents to [email protected] or CC us on transaction threads, and we process and organize your transaction data.

2.1 Core Features

KeyFlo's services include:

Document Processing

• Receiving documents via email forward to [email protected]
• Splitting multi-page PDFs into individual documents
• Classifying and renaming documents automatically
• Extracting transaction data, dates, parties, and deadlines using AI

Deadline Management

• Extracting deadlines from contracts and amendments
• Calculating dates using business day rules
• Generating critical dates letters for distribution
• Sending reminder notifications before deadlines
• Calendar sync functionality (recipients can add dates to their calendars)
• Automatic calendar updates when dates change (requires recipient action to update)

Document Organization

• Tracking documents received vs. still needed
• State-specific compliance checklists (where supported)
• Forwarding organized documents to third-party platforms via email (see Section 2.4)
• Document retrieval via plain-language email requests

Task Management

• Assigning tasks to transaction parties
• Tracking task completion status
• Providing visibility into what each party needs to do

Broker Features (Brokerage Accounts)

• Roster view of all agent transactions
• Compliance status visibility across transactions
• Document progress tracking (e.g., 8/12 documents received)
• Risk status indicators (On Track, Needs Attention, At Risk)
• Deadline alerts at the brokerage level

2.2 Email-Based Workflow

KeyFlo is designed to work within your existing email workflow:

• Forwarding: Forward executed contracts and documents to [email protected]
• CC Method: CC [email protected] on transaction email threads and instruct parties to "Reply All" so KeyFlo stays updated
• Catch-Up: If someone forgets to Reply All, forward the email chain to KeyFlo—we will reconcile the updates

You are responsible for ensuring KeyFlo receives all relevant transaction communications.

2.3 AI-Powered Processing

KeyFlo uses artificial intelligence and machine learning to:

• Split combined PDF documents into individual files
• Classify document types (contracts, amendments, disclosures, etc.)
• Extract data fields (prices, dates, names, addresses, etc.)
• Calculate deadlines based on contract terms and business day rules

Confidence Scoring: Our system provides confidence scores for extracted data. Low-confidence extractions (due to handwritten notes, faded scans, unusual formats, or ambiguous language) are flagged for your review. You will see parsed data alongside highlighted source text for quick verification.

YOU ARE RESPONSIBLE FOR VERIFYING ALL EXTRACTED INFORMATION REGARDLESS OF CONFIDENCE SCORE.

2.4 Third-Party Platform Integration

KeyFlo integrates with third-party transaction management platforms (such as SkySlope, dotloop, and similar services) via email forwarding only. This means:

• You provide KeyFlo with the unique transaction email address generated by your brokerage's platform
• KeyFlo forwards organized, correctly named documents to that email address
• No API connection or direct integration is required
• We do not access your third-party platform accounts
• We are not responsible for how third-party platforms process forwarded documents
• Delivery to third-party platforms depends on email delivery, which can fail

2.5 What KeyFlo Is NOT

KeyFlo is NOT:

• A licensed real estate brokerage
• A law firm or provider of legal advice
• A financial advisory service
• A primary document storage or backup service
• A replacement for professional judgment
• A guarantee of transaction success
• A guarantee of 100% accurate data extraction
• A guarantee of deadline accuracy
• A wire transfer service or verification system
• A direct integration with MLS, title companies, or lenders

3. Founding Agent Program and Early Access

3.1 Waitlist and Access Queue

KeyFlo is currently in early access. By signing up, you join our waitlist. Users are granted access to the platform in the order they join the waitlist ("queue position").

• Joining the waitlist does not guarantee immediate access
• We grant access incrementally to ensure service quality
• Your queue position determines when you receive access
• We may limit active users at any time

3.2 Founding Agent Pricing

Users who join during the founding period ("Founding Agents") receive discounted pricing:

• Founding Rate: $10/month for Pro Plan (standard rate: $49/month)
• Included: 1 transaction per month with Pro Plan
• Additional Transactions: $35 each

Founding Rates are available until March 1, 2026, or until capacity is reached, whichever comes first. We reserve the right to modify or end the Founding Agent program at our discretion.

Once locked in, Founding Rates remain in effect for that user as long as:

• The account remains in good standing
• Subscription remains continuously active (no lapses)
• User does not violate these Terms

3.3 Free Until Launch

Founding Agents who sign up before official launch receive complimentary access during the pre-launch period. Billing begins when:

• The platform officially launches, OR
• We notify you that billing will commence

We will provide at least 14 days notice before billing begins.

3.4 Early Access Limitations

During early access:

• Services may be limited, interrupted, or modified without notice
• Features may be added, changed, or removed
• We do not guarantee uptime or availability
• Support response times may vary

4. User Types and Eligibility

4.1 General Eligibility

You must be at least 18 years old to use KeyFlo.

4.2 User Types

Agents: Licensed real estate agents or salespersons using KeyFlo for their own transactions.

Brokers: Licensed real estate brokers using KeyFlo for brokerage oversight and/or their own transactions. Broker accounts include roster visibility features.

Transaction Coordinators (TCs): Licensed or unlicensed individuals providing transaction coordination services. TCs using KeyFlo must comply with their state's regulations regarding unlicensed activity (see Section 7.2).

4.3 Your Responsibilities

You acknowledge and agree that you are solely responsible for:

• Verification: Verifying ALL AI-extracted data including dates, amounts, names, addresses, and deadlines before relying on it or sharing it with others
• Document Accuracy: Confirming the accuracy and completeness of all contracts and documents forwarded to KeyFlo
• Deadline Confirmation: Independently confirming all calculated deadlines before acting on them or communicating them to clients
• Legal Compliance: Maintaining compliance with all applicable federal, state, and local laws
• Regulatory Compliance: Compliance with your state's real estate commission rules and regulations
• Client Relationships: All client communications and maintaining client relationships
• Decision Making: Making all decisions regarding transactions—KeyFlo provides information, not advice
• Backups: Maintaining independent backups of all documents (KeyFlo is not a backup service)
• Licensing: Ensuring proper licensing for all activities you perform
• Account Security: Protecting access to your account and transaction data
• Document Delivery: Ensuring all parties who need documents actually receive them
• Email Monitoring: Detecting and resolving email delivery failures
• Third-Party Platforms: Ensuring documents forwarded to third-party platforms are received and processed correctly

5. Real Estate Transaction Liability

5.1 No Advisory Role

KeyFlo provides information and automation tools only. KeyFlo does not provide advice regarding:

• Contract negotiations or terms
• Transaction strategy or tactics
• Legal implications of contract provisions
• Whether to sign or not sign any document
• Financial aspects of transactions
• Property valuations or conditions
• Vendor selection or recommendations
• Whether to proceed with any transaction
• How to handle disputes or issues
• Interpretation of contract language

5.2 Timeline and Deadline Disclaimer

While we strive for accuracy in timeline calculations:

• All deadlines are for reference only
• You must independently verify all deadlines against source documents
• Business day calculations may vary by jurisdiction, title company, or lender
• Holiday schedules may differ by locality
• Contract amendments may affect deadlines in ways our AI does not detect
• Handwritten changes may not be extracted correctly
• Ambiguous contract language may be interpreted incorrectly
• KeyFlo is not liable for miscalculated or missed deadlines
• KeyFlo is not liable for lost earnest money, deposits, or other funds
• KeyFlo is not liable for failed or delayed transactions

5.3 Calendar Sync Disclaimer

KeyFlo's calendar sync feature:

• Generates calendar invites that recipients can add to their calendars
• May send updated invites when dates change
• Does not guarantee recipients will add or update their calendars
• Does not guarantee calendar software compatibility
• Is not a substitute for direct communication about deadlines

5.4 Document Tracking Disclaimer

• Document tracking is provided for convenience only
• Checklists may not include all documents required for your specific transaction
• You remain responsible for knowing what documents are legally required
• KeyFlo does not verify document completeness, accuracy, or legal sufficiency
• Email forwarding to third-party platforms may fail without notice
• You are responsible for confirming document delivery

5.5 AI Extraction Disclaimer

• AI extraction is not 100% accurate
• Handwritten notes, poor scans, unusual formats, and non-standard contracts may not extract correctly
• Multiple contracts or amendments in a single file may cause extraction errors
• You must review extracted data against source documents
• Confidence scores are estimates, not guarantees of accuracy
• We do not guarantee that all relevant information will be extracted
• Fields not present in our extraction schema will not be captured

5.6 Critical Dates Letter Disclaimer

KeyFlo may generate critical dates letters or similar summaries for distribution. These documents:

• Are generated from AI-extracted data
• Must be reviewed for accuracy before distribution
• Are not legal documents
• Do not constitute advice
• May contain errors

6. Wire Fraud Warning

7. State-Specific Compliance

7.1 Oklahoma (OREC) Compliance

For Oklahoma transactions, KeyFlo provides:

• Oklahoma-specific contract parsing
• OREC deadline rules and business day calculations
• Oklahoma compliance checklists

In accordance with Oklahoma Real Estate Commission regulations:

• KeyFlo maintains transaction documents for five (5) years unless you request earlier deletion or unless required longer by law
• KeyFlo's services do not replace broker oversight requirements
• Agents remain responsible for OREC compliance

7.2 Unlicensed Assistant Restrictions

If you are an unlicensed assistant or unlicensed TC using KeyFlo, you acknowledge that state laws may prohibit you from:

• Negotiating any terms
• Providing advice or recommendations to clients
• Explaining contract provisions
• Making decisions affecting transaction terms
• Showing property
• Quoting prices or terms
• Other activities restricted to licensed professionals

KeyFlo does not enable you to perform activities beyond your licensing scope. You are solely responsible for understanding and complying with your state's restrictions on unlicensed activity.

7.3 Other States

KeyFlo is expanding state-specific support over time. If you are in a state without full state-specific support:

• Default business day and deadline calculations may not reflect your state's specific rules
• You are responsible for adjusting calculations to match local requirements
• Document checklists may not include all state-required documents
• Contract parsing may not recognize state-specific forms or provisions

We will work with you during onboarding to customize features for your state where possible.

7.4 Broker Oversight

If you are an agent, your broker maintains supervisory responsibility over your transactions. KeyFlo's services:

• Do not replace broker oversight
• Do not substitute for broker review of documents
• Do not ensure compliance with brokerage policies
• Provide tools that may assist with compliance, but do not guarantee it

8. Accuracy of Information

You represent and warrant that:

• All contracts and documents you provide are accurate and complete
• You have authority to share all information provided to KeyFlo
• You have obtained necessary consents from transaction parties to share their information with KeyFlo
• You have authority to CC KeyFlo on email threads involving other parties
• All information is provided in compliance with applicable laws
• You will promptly notify us of any errors in extracted data
• You will promptly forward amendments or changes that affect transaction terms
• You will not submit fraudulent, forged, or unauthorized documents

9. Payment Terms

9.1 Pricing Structure

Pro Plan:

• Founding Rate: $10/month (available until March 1, 2026)
• Standard Rate: $49/month
• Includes: 1 transaction per month

Additional Transactions: $35 each

Brokerage/Enterprise Pricing: Custom pricing by agreement. Contact us for brokerage pricing.

A "transaction" means one real estate transaction from executed contract through closing, regardless of the number of documents or emails processed.

9.2 Free Trial Period

Founding Agents receive complimentary access during the pre-launch period. No payment is required until:

• Official platform launch, OR
• We notify you that billing will commence (with at least 14 days notice)

9.3 Billing Terms

• Monthly billing in advance
• Automatic renewal unless cancelled before renewal date
• No refunds for partial months
• Unused included transactions do not roll over
• Prices subject to change with 30 days notice (Founding Rates protected per Section 3.2)

9.4 Refund Policy

• Refunds available within 30 days of initial payment if service does not perform as described
• No refunds after 30 days
• No refunds after processing 3 or more transactions
• Refund requests: [email protected]

10. Pro Plan Features

The Pro Plan includes:

• AI Extraction: Automated contract parsing and data extraction
• Deadline Alerts: Notifications before upcoming deadlines
• Calendar Sync: Generate calendar invites for transaction parties
• Auto Drafting: Automated generation of critical dates letters and summaries
• Priority Support: Faster response times for support requests
• 1 Transaction/Month: One transaction included; additional at $35 each

Feature availability may vary during early access. We reserve the right to modify features with notice.

11. Intellectual Property

KeyFlo AI and all associated content, features, functionality, technology, and branding are owned by KeyFlo AI and protected by copyright, trademark, and other intellectual property laws.

You may not:

• Copy, modify, or distribute any part of our services
• Reverse engineer our technology or AI models
• Use our branding without permission
• Scrape or automatically extract data from our platform
• Resell or sublicense access to our services

You retain ownership of your documents and transaction data. By using KeyFlo, you grant us a license to process your data as necessary to provide our services.

12. Privacy and Data Use

Your use of KeyFlo is subject to our Privacy Policy, incorporated herein by reference. By using our services, you consent to our data practices as described in the Privacy Policy.

12.1 Document Handling Summary

• Documents you send to KeyFlo are processed to provide our services
• We maintain documents according to applicable retention requirements (5 years for Oklahoma, or as required by law)
• We use industry-standard security measures to protect your data
• We do not sell your transaction data to third parties

12.2 AI Training

We do not use your specific transaction documents, contracts, or personal information to train AI models that would be used for other customers. Your transaction data remains associated with your account.

We may use anonymized, aggregated data (with all personally identifiable information removed) to improve our services generally.

12.3 Third-Party Sharing

We share your data only:

• With third-party platforms you direct us to (e.g., SkySlope email addresses you provide)
• With service providers necessary to operate KeyFlo (hosting, email delivery, etc.)
• As required by law
• As described in our Privacy Policy

13. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW:

13.1 Cap on Liability

KEYFLO AI'S TOTAL LIABILITY FOR ALL CLAIMS ARISING FROM OR RELATED TO THESE TERMS OR YOUR USE OF THE SERVICES SHALL NOT EXCEED THE GREATER OF:

• THE FEES PAID BY YOU IN THE THREE (3) MONTHS PRECEDING THE CLAIM, OR
• ONE HUNDRED DOLLARS ($100)

13.2 Excluded Damages

KEYFLO AI SHALL NOT BE LIABLE FOR:

• Indirect, incidental, special, consequential, or punitive damages
• Lost profits, revenue, or business opportunities
• Lost earnest money, deposits, or other funds
• Failed transactions or deals that do not close
• Missed deadlines or deadline-related losses
• AI extraction errors, omissions, or inaccuracies
• Calculation errors of any kind
• Communication or email delivery failures
• Third-party platform failures or errors
• Actions or inactions of other transaction parties
• Actions you take based on AI-extracted data
• Damages arising from your failure to verify information
• Damages arising from wire fraud
• Loss of data or documents
• Service interruptions or unavailability

13.3 Applicability

THESE LIMITATIONS APPLY:

• REGARDLESS OF THE THEORY OF LIABILITY (CONTRACT, TORT, NEGLIGENCE, STRICT LIABILITY, OR OTHERWISE)
• EVEN IF KEYFLO HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES
• EVEN IF A REMEDY FAILS OF ITS ESSENTIAL PURPOSE

13.4 Jurisdictional Limitations

SOME JURISDICTIONS DO NOT ALLOW LIMITATION OF LIABILITY FOR CERTAIN DAMAGES. IN SUCH JURISDICTIONS, OUR LIABILITY IS LIMITED TO THE MAXIMUM EXTENT PERMITTED BY LAW.

14. Indemnification

You agree to indemnify, defend, and hold harmless KeyFlo AI, its officers, directors, employees, contractors, and agents from any claims, damages, losses, liabilities, costs, and expenses (including reasonable attorneys' fees) arising from:

• Your use of the services
• Your violation of these Terms
• Your violation of any laws or regulations
• Your negligence, errors, or misconduct
• Any transaction you handle using KeyFlo
• Your failure to verify AI-extracted information
• Your failure to meet deadlines or transaction obligations
• Claims by your clients, customers, brokers, or other transaction parties
• Your sharing of information without proper authorization
• Your use of KeyFlo beyond your licensing scope
• Wire fraud or other fraud affecting your transactions

15. Disclaimer of Warranties

THE SERVICES ARE PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO:

• WARRANTIES OF MERCHANTABILITY
• FITNESS FOR A PARTICULAR PURPOSE
• NON-INFRINGEMENT
• ACCURACY OR COMPLETENESS OF AI EXTRACTION
• ACCURACY OF DEADLINE CALCULATIONS
• RELIABILITY OF CALENDAR SYNC
• UNINTERRUPTED OR ERROR-FREE OPERATION
• AVAILABILITY OR UPTIME
• SUITABILITY FOR ANY PARTICULAR TRANSACTION
• COMPLIANCE WITH ANY SPECIFIC REGULATIONS

WE DO NOT WARRANT THAT THE SERVICES WILL MEET YOUR REQUIREMENTS OR THAT ANY ERRORS WILL BE CORRECTED.

16. Acceptable Use

You agree not to:

• Use the services for any illegal purpose
• Share access credentials with unauthorized parties
• Allow others to access your account
• Attempt to reverse engineer the services or AI models
• Use the services to harass or harm others
• Submit false, misleading, or fraudulent information or documents
• Violate any professional ethical standards
• Use the services beyond your licensing scope
• Attempt to circumvent usage limits or billing
• Use the services in ways that could harm other users
• Scrape, data mine, or automatically extract data from our platform
• Use the services to compete with KeyFlo
• Misrepresent your relationship with KeyFlo to clients or others
• Represent that KeyFlo's outputs are guaranteed accurate

17. Termination

17.1 Termination by You

You may terminate these Terms at any time by:

• Cancelling your subscription through your account settings, OR
• Emailing [email protected]

17.2 Termination by Us

We may suspend or terminate your access immediately if:

• You violate these Terms
• You fail to pay fees when due
• We believe your use poses a risk to us or other users
• Required by law

We may also discontinue the service entirely with 30 days notice.

17.3 Effect of Termination

Upon termination:

• Your access to services will cease
• Pending transactions may be completed at our discretion
• You should download any data you wish to retain before termination
• Data retention continues per legal requirements and our Privacy Policy
• Payment obligations for services already rendered remain due
• Sections of these Terms that should survive termination will survive (including limitations of liability, indemnification, and dispute resolution)

18. Modifications to Terms

We may modify these Terms at any time. We will notify you of material changes via:

• Email to your registered address, AND/OR
• Notice on our website

Continued use of the services after changes constitutes acceptance. If you do not agree to modified Terms, you must stop using the services.

19. Governing Law and Disputes

19.1 Governing Law

These Terms are governed by the laws of the State of Oklahoma, without regard to conflict of law principles.

19.2 Dispute Resolution

Any disputes arising from these Terms or your use of KeyFlo shall be resolved in the state or federal courts located in Oklahoma County, Oklahoma. You consent to personal jurisdiction in those courts.

19.3 Informal Resolution

Before filing any claim, you agree to contact us at [email protected] and attempt to resolve the dispute informally for at least 30 days.

20. General Provisions

20.1 Severability

If any provision of these Terms is found unenforceable, the remaining provisions continue in full force and effect. The unenforceable provision will be modified to the minimum extent necessary to make it enforceable.

20.2 Entire Agreement

These Terms, together with the Privacy Policy, constitute the entire agreement between you and KeyFlo AI regarding your use of the services.

20.3 No Waiver

Our failure to enforce any provision of these Terms is not a waiver of that provision or our right to enforce it later.

20.4 Assignment

You may not assign these Terms without our consent. We may assign these Terms freely.

20.5 Notices

Notices to you will be sent to your registered email address. Notices to us should be sent to [email protected].