Privacy Policy.

We respect your privacy and are committed to protecting your personal data. This policy explains how we collect, use, and protect your information.

— Last updated: March 2026  ·  UK GDPR & Data Protection Act 2018

1. About This Privacy Policy

At Keysy, we respect your privacy and are committed to protecting your personal data. This privacy policy explains how we collect, use, store, and protect your personal data when you use our website (keysy.uk), our key management platform ("Keysy Platform"), and when you interact with us through other channels.

This policy applies to all individuals whose personal data we process, including visitors to our website, account holders, people working for our customers, partners, and suppliers.

Our website and services are not intended for children. We do not knowingly collect data relating to children under the age of 16.

2. Information About the Data Controller

This privacy policy is issued on behalf of Keysy Ltd (referred to as "Keysy", "we", "us", or "our"). We collect, use, and are responsible for certain personal data about you. When we do so, we are regulated under the UK General Data Protection Regulation ("UK GDPR") and the Data Protection Act 2018, and we are responsible as the "data controller" of that personal information.

Our customers use the Keysy Platform to manage keys, including logging names and contact details of individuals relating to keys and properties. We do not control the personal data entered into the Keysy Platform by our customers — that information belongs to them and is governed by their own privacy policies. However, we process any such personal information on our customers' behalf (as "data processor"). This privacy policy relates to our position as "data controller".

If you have any questions about how we protect your privacy, please contact us at privacy@keysy.uk.

3. Personal Data We Collect and How We Collect It

Personal data means any information about an individual from which that person can be identified. We may collect, use, store, and transfer different categories of personal data about you:

3.1 If you visit our website

We use analytics tools to track visitor numbers and user activity. We record your computer's IP address to understand how users are using our site. We do this on the basis of our legitimate interests in tracking website usage to improve our service. If you fill out a form on our website, we may add your details to our customer relationship management (CRM) system.

3.2 If you are a KEYSY account holder

We will hold your name, company, job title, and contact details on the basis that it is necessary for our legitimate interests in operating our key management platform. You will have provided these details through the account creation process. We need these details to enable secure access to the platform. If you no longer require your account, you can email us at privacy@keysy.uk.

3.3 If you work for a client or industry contact

We may hold your name, company, job title, and contact details — provided either by you, your employer, or sourced from publicly available sources such as LinkedIn. We need this data to interact with you for the purposes of operating and developing our business and communicating regarding news and updates. We do this on the basis of our legitimate interests.

3.4 If you are a supplier or work for a supplier

We may hold your name and contact details because we have a legitimate interest in doing business with your company. Our purpose is to interact with you to procure and pay for goods and services.

In all cases, if you would like us to update or delete your information, please email us at privacy@keysy.uk.

4. How We Use Your Personal Data

We will only use your personal data when the law allows us to. Most commonly, we will use it in the following circumstances:

  • Where we need to perform the contract we are about to enter into or have entered into with you
  • Where it is necessary for our legitimate interests (or those of a third party) and your interests do not override those interests
  • Where we need to comply with a legal or regulatory obligation
  • Where you have given us your consent to do so

5. Who We Share Your Personal Data With

5.1 Data Processors

We use a number of service providers (acting as "data processors") who provide IT and system administration services. Your personal data may be transferred to and stored by these data processors, who generally fall under the following categories:

  • Website analytics service providers
  • Website and data hosting service providers
  • Cloud storage service providers
  • Email, contacts, and calendar service providers
  • CRM service providers
  • Accounting software service providers
  • Payment processing service providers

For security reasons, we do not name all service providers in this policy. Please contact us if you want further information on specific data processors.

5.2 Other circumstances

  • We will share personal information with law enforcement or authorities if required by applicable law.
  • We may share personal information with third parties in the event of a sale, merger, or reorganisation of our business.
  • We may share personal information with professional advisers such as lawyers, accountants, or auditors.

We will not sell or rent your information to third parties. We will never share your information with third parties for their marketing purposes.

6. International Transfers of Personal Data

We do not routinely transfer any of your personal data outside the United Kingdom. However, some of our data processors may do so. Where personal data is transferred outside the UK, we ensure that appropriate safeguards are in place in accordance with UK data protection law. These safeguards may include:

  • Transfers to countries that the UK Government has deemed to provide an adequate level of protection for personal data
  • Use of specific contracts approved for use in the UK (UK International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses)

Please contact us if you want further information on the specific mechanisms used by our data processors when transferring your personal data internationally.

7. Data Retention

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

To determine the appropriate retention period, we consider the amount, nature, and sensitivity of the personal data; the potential risk of harm from unauthorised use or disclosure; the purposes for which we process it; and the applicable legal requirements.

8. Your Legal Rights

Under UK data protection law, you have the following rights:

  • Right of access: You have the right to request a copy of all personal data we hold relating to you.
  • Right to rectification: You have the right to require us to correct any mistakes in the personal data we hold about you.
  • Right to erasure: In certain situations, you have the right to require us to erase your personal data where there is no good reason for us continuing to process it.
  • Right to restrict processing: You have the right to request restriction of processing of your personal data in certain circumstances.
  • Right to data portability: You have the right to request the transfer of your personal data to you or a third party in a structured, commonly used, machine-readable format.
  • Right to object: You have the right to object to our processing of your personal data where we are relying on a legitimate interest, or where we are processing it for direct marketing.
  • Right to withdraw consent: Where we process your data based on your consent, you can withdraw that consent at any time. Withdrawal does not affect the lawfulness of processing carried out before the withdrawal.

You will not have to pay a fee to access your personal data. We may charge a reasonable fee if your request is clearly unfounded, repetitive, or excessive.

We try to respond to all legitimate requests within one month. To exercise any of these rights, please email us at privacy@keysy.uk.

9. Right to Lodge a Complaint

You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues. You can contact the ICO at ico.org.uk/make-a-complaint or by calling 0303 123 1113.

We would, however, appreciate the chance to deal with your concerns before you approach the ICO, so please contact us in the first instance.

10. Automated Decision-Making

We do not undertake any automated processing of personal data, or profiling, that produces legal effects concerning you or similarly significantly affects you.

11. Data Security

We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used, or accessed in an unauthorised way, altered, or disclosed. We limit access to your personal data to those employees, contractors, and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

We also have procedures in place to deal with any suspected personal data breach and will notify you and the ICO of a breach where we are legally required to do so.

Our website may include links to third-party websites, plug-ins, and applications. Clicking on those links may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy policy of every website you visit.

13. Changes to This Privacy Policy

We may change this privacy policy from time to time by updating this page. We will notify you of any significant changes by email or through a notice on our website. The "Last Updated" date at the top of this policy indicates when it was last revised.

14. How to Contact Us

If you have any questions, concerns, or would like more information about our privacy practices, please contact us: