Introduction
1.1 Privacy Commitment
We are dedicated to safeguarding the privacy of our service users and website visitors.
1.2 Policy Scope
This policy applies when we act as a data controller, determining the purposes and methods of processing personal data of our website visitors and service users.
1.3 Cookie Usage
We use cookies on our website. For cookies that are not essential to the functionality of our website and services, we will seek your consent when you first visit.
1.4 About Us
In this policy, “we,” “us,” and “our” refer to Keey Limited. For further information about our company, see Section 9.
How We Use Your Personal Data
2.1 Overview
In this section, we outline:
(a) the general categories of personal data we may process;
(b) the source and specific categories of personal data that we did not obtain directly from you;
(c) the purposes for which we may process personal data; and
(d) the legal bases for processing the data.
2.2 Usage Data
We may process data regarding your use of our website and services (“usage data”). This data may include your IP address, geographic location, browser type and version, operating system, referral source, duration of visit, page views, and website navigation paths, as well as information about the timing, frequency, and pattern of your service use. We process this data to analyze the use of our website and services. The legal basis for this processing is your consent.
2.3 Account Data
We may process your account data (“account data”). This may include your name and email address. The source of this data is you. We process this data to operate our website, provide our services, ensure the security of our website and services, maintain backups of our databases, and communicate with you. The legal basis for this processing is the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract.
2.4 Service Data
We may process your personal data provided during the use of our services (“service data”). This may include information related to your property, such as the address and access instructions. The source of this data is you. We process this data to operate our website, provide our services, ensure the security of our website and services, maintain backups of our databases, and communicate with you. The legal basis for this processing is the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract.
2.5 Customer Relationship Data
We may process information related to our customer relationships, including customer contact details (“customer relationship data”). This may include your name, your employer, your job title or role, your contact information, and details of communications between you and us or your employer. The source of this data is you. We process this data to manage our relationships with customers, communicate with customers, keep records of those communications, and promote our products and services. The legal basis for this processing is our legitimate interests, namely the proper management of our customer relationships.
2.6 Enquiry Data
We may process information contained in any enquiry you submit regarding our goods and/or services (“enquiry data”). We process this data to offer, market, and sell relevant goods and/or services to you. The legal basis for this processing is your consent.
2.7 Transaction Data
We may process information related to transactions, including purchases of goods and services, that you enter into with us and/or through our website (“transaction data”). This may include your contact details, card details, and transaction details. We process this data to supply the purchased goods and services and maintain proper records of those transactions. The legal basis for this processing is the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract, and our legitimate interests, namely the proper administration of our website and business.
2.8 Notification Data
We may process information you provide to us for subscribing to our email notifications and/or newsletters (“notification data”). We process this data to send you the relevant notifications and/or newsletters. The legal basis for this processing is the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract.
2.9 Correspondence Data
We may process information contained in or related to any communication that you send to us (“correspondence data”). This may include the communication content and metadata associated with the communication. Our website generates the metadata associated with communications made using the website contact forms. We process this data for the purposes of communicating with you and keeping records. The legal basis for this processing is our legitimate interests, namely the proper administration of our website and business, and communications with users.
2.10 Legal Claims Data
We may process any of your personal data identified in this policy when necessary for establishing, exercising, or defending legal claims, whether in court proceedings or in an administrative or out-of-court procedure. The legal basis for this processing is our legitimate interests, namely the protection and assertion of our legal rights, your legal rights, and the legal rights of others.
2.11 Insurance and Risk Management Data
We may process any of your personal data mentioned in this policy when necessary for obtaining or maintaining insurance coverage, managing risks, or obtaining professional advice. The legal basis for this processing is our legitimate interests, namely the proper protection of our business against risks.
2.12 Compliance and Vital Interests Data
In addition to the specific purposes outlined in this Section 2, we may also process any of your personal data where such processing is necessary to comply with a legal obligation to which we are subject, or to protect your vital interests or the vital interests of another person.
2.13 Third-Party Data
Please do not supply any other person’s personal data to us unless we request it. The only exception is the Refer-a-Friend form. As a referrer, you must have obtained consent from the referee to provide their contact information to us so we can communicate with them as if they had provided their contact information directly to us.
Providing Your Personal Data to Others
3.1 We may share your personal data with any company within our corporate group (including our subsidiaries, parent company, and its subsidiaries) as reasonably required for the purposes and on the legal grounds outlined in this policy.
3.2 Your personal data may be disclosed to our insurers and professional advisers as necessary for obtaining or maintaining insurance coverage, managing risks, obtaining professional advice, or for the establishment, exercise, or defense of legal claims, whether in judicial or non-judicial proceedings.
3.3 We may share your property details, such as postcode and full address, with our suppliers or subcontractors as necessary to provide maintenance services and manage properties and bookings.
3.4 In addition to the specific disclosures mentioned in this Section 3, we may also disclose your personal data if required to comply with a legal obligation, to protect your vital interests or those of another individual. We may also disclose your personal data if necessary for the establishment, exercise, or defense of legal claims, whether in court proceedings or in administrative or non-judicial processes.
Retaining and Deleting Personal Data
4.1 This Section 4 outlines our policies and procedures for data retention, designed to ensure that we meet our legal obligations regarding the storage and deletion of personal data.
4.2 We will not keep personal data for longer than necessary for the purpose(s) for which it was processed.
4.3 We will retain your personal data as follows:
(a) Contact information will be stored for at least 3 years after the initial contact (e.g., website visit) and for up to 10 years after the initial contact or the end of the contract.
(b) Identifiable property data will be retained for at least 3 years after the initial contact (e.g., website visit) and for up to 3 years after the end of the contract.
4.4 In some instances, we may not be able to specify exact retention periods in advance. When this occurs, we will determine the retention period based on factors related to the legitimate interests of the data subject.
4.5 Regardless of the other provisions in this Section 4, we may retain your personal data if required to meet legal obligations, or to protect your vital interests or those of another individual.
Amendments
5.1 We may revise this policy periodically by posting a new version on our website.
5.2 It is advisable to review this page periodically to ensure you are comfortable with any modifications to this policy.
5.3 We may alert you to important updates to this policy via email.
Your Rights
6.1 This Section 6 summarizes your rights under data protection laws. These rights can be complex, and this summary may not cover all aspects. For a comprehensive understanding, please refer to the relevant laws and regulatory guidance.
6.2 Your main rights under data protection law include:
(a) The right to access your data;
(b) The right to correct inaccurate data;
(c) The right to delete data;
(d) The right to limit the processing of your data;
(e) The right to object to data processing;
(f) The right to data portability;
(g) The right to file a complaint with a regulatory authority;
(h) The right to withdraw consent.
6.3 You have the right to know whether we process your personal data and, if so, to access it along with certain additional information. This includes details on the processing purposes, data categories, and recipients. We will provide a copy of your data free of charge, though additional copies may incur a reasonable fee.
6.4 You can request that we correct any inaccurate personal data and complete any incomplete data based on the processing purposes.
6.5 In certain situations, you have the right to have your personal data erased without undue delay. This applies if the data is no longer needed, if you withdraw consent, if you object to processing, if the data was processed unlawfully, or if the data is used for direct marketing. However, erasure may not be possible if processing is necessary for freedom of expression, legal obligations, or for establishing, exercising, or defending legal claims.
6.6 You may request to restrict the processing of your data in certain scenarios: if you dispute its accuracy, if processing is unlawful but you oppose erasure, if we no longer need the data but you need it for legal claims, or if you have objected to processing while that objection is verified. During restriction, we may still store the data but will only process it with your consent, for legal claims, for protecting others’ rights, or for public interest reasons.
6.7 You have the right to object to our data processing based on your specific situation, particularly if the processing is necessary for public interest tasks or legitimate interests. If you object, we will stop processing unless we can show compelling legitimate grounds that outweigh your interests, rights, and freedoms, or if the processing is necessary for legal claims.
6.8 You can object to processing for direct marketing purposes, including profiling for such marketing. We will cease processing your data for these purposes if you object.
6.9 You can also object to processing for scientific, historical, or statistical research purposes based on your specific situation, unless it is necessary for public interest tasks.
6.10 If the legal basis for processing your data is:
(a) Consent; or
(b) Contractual necessity or steps taken prior to contract formation,
and if processing is carried out by automated means, you have the right to receive your data in a structured, commonly used, and machine-readable format. This right does not apply if it would negatively impact the rights and freedoms of others.
6.11 If you believe our processing of your data violates data protection laws, you have the right to file a complaint with a relevant data protection supervisory authority.
6.12 If our processing is based on consent, you may withdraw that consent at any time. Withdrawal of consent does not affect the legality of processing before the consent was withdrawn.
Cookies
7.1 A cookie is a small file with an identifier (a string of letters and numbers) that is sent from a web server to a web browser, where it is stored. Each time the browser requests a page from the server, the identifier is sent back to the server.
7.2 Cookies come in two types: “persistent” cookies and “session” cookies. Persistent cookies remain on the browser until their set expiry date unless deleted by the user beforehand. Session cookies, however, are temporary and are deleted when the browser is closed.
7.3 While cookies themselves usually do not contain personally identifiable information, the personal data we have about you may be linked with the information stored in and retrieved from cookies.
Managing Cookies
8.1 Most web browsers offer options to refuse or delete cookies. The procedures for doing so differ between browsers and versions. For current instructions on blocking and deleting cookies, please refer to the documentation provided by your browser’s service provider.
8.2 Disabling all cookies can significantly affect the functionality and usability of many websites.
8.3 If you choose to block cookies, certain features of our website may not be accessible or may not function properly.
Our Information
9.1 This website is managed and run by Keey Limited.
9.2 We are registered in England and Wales with registration number 11919565.
9.3 You can reach us:
(a) By phone at 0203 967 3687
(b) By email at admin@keey.uk