Who we are
Keywise Security Cyf is responsible for the personal information this website collects. Company number 10753733, registered in England and Wales. You can contact us about your information at info@keywisesecurity.co.uk or on 0333 733 2525.
Enquiries and requests for a quote
When you send the enquiry form we collect your name, your email address, your telephone number if you give it, and what you tell us. A request for a quote also asks for your organisation, where the premises are and the services you are interested in.
We use this to reply to you and, if you asked for one, to prepare a quotation. For a quotation the law allows this because you have asked us to take a step towards a possible contract with us. For a general enquiry it is in our legitimate interests to answer the people who contact us.
Recruitment enquiries
When you enquire about working for us we collect your name, email address and mobile number, the town or area you live in, the role you are interested in, the licences you hold, whether you have your own transport, whether you need a visa or permit to work in the UK, and anything else you tell us.
We use this to decide whether to invite you to apply. The law allows this because you have asked us to consider you, a step towards a possible contract with us. If you go on to apply, further checks are needed. We will explain them, and how long we keep that information, at that point.
Emails about your enquiry
When your enquiry arrives, our staff are sent an email about it. We also send you one short email to say it has reached us. It repeats nothing you wrote.
Our emails do not track whether you open them or click their links.
How long we keep it
We keep an enquiry or a request for a quote for 12 months after we were last in touch with you about it, and a recruitment enquiry for 6 months after the recruitment process for it ends. The website then deletes its own records of it automatically: the enquiry, our notes about it and the emails the website sent about it. The emails the website sends our staff about it say only that it has arrived, not who sent it or what it says.
Emails we exchange with you directly, such as our replies to your enquiry, are kept in our company email. We keep them for the same time, and once a month we delete those whose time is up. Microsoft, which provides our company email, can still recover a deleted email for up to 30 days, in case it was deleted by mistake, and then deletes it.
We keep an enquiry, and the emails about it, for longer only when there is a reason, and only while that reason lasts. If you become a client, they are kept with your client records for as long as we provide the service and then for as long as the law requires us to keep business and accounting records. If you join us, they become part of your staff records, and we tell you how long those are kept. If there is a complaint or dispute, they are kept until that is settled. If there may be a legal claim, they are kept until the time for making one has passed.
If a request for a quote or a general enquiry did not lead to work, but you may come back to us about it, we may keep it, and the emails about it, after the usual 12 months, so that we can pick up where we left off. We check once a year whether we still need it, and delete it when we do not. This is in our legitimate interests. You can ask us to delete it sooner, and we will.
If an email to you cannot be delivered, you mark one as spam, or you ask us not to email you, we keep just your email address on a do-not-email list, so that it is not emailed again. Postmark also keeps a list of addresses that could not be delivered to or that reported spam, so that it does not send to them again.
Our backups are encrypted, and each one is deleted within 30 days of being made, so anything deleted from the website is gone from them by then. The only exception is a copy on one of our computers that is switched off or asleep when its time is up: it is deleted as soon as that computer is next used. If we ever have to restore the website from a backup, we delete again anything you had asked us to delete.
Postmark, which sends the website’s emails, deletes its copies of them after 45 days.
Cookies, visitor counts and logs
This website sets no cookies for visitors: no advertising or tracking cookies, and none of any other kind. The only cookies are for our own staff when they sign in to manage the site. The website uses no outside analytics or advertising service, and its pages load nothing from other companies.
We keep a simple daily count of how many times each page is opened and how many times the phone and email links are tapped. The count does not record who you are, your network address or anything about your device.
To stop the forms and the counts being misused, the website keeps a coded form of the network address that sent a form or tapped a link, for 2 days.
Like most websites, our web server also keeps a log of the requests it receives, to keep the website secure and to find and fix faults. Each entry holds the network address the request came from, the date and time, the page or file asked for, whether it worked and how much was sent, the page that linked to it, and what the browser says about itself, such as its name and version. When an email program shows the logo in one of our emails, that is logged too. Any errors are logged with the same kind of details. Each day’s log is deleted after 15 days.
We keep the coded addresses and the logs only to keep the website working and secure, which is in our legitimate interests.
Who sees your information
Within Keywise Security, your information is seen only by the staff who need it to deal with your enquiry. We do not sell it. Apart from the companies below, which handle it for us, we do not share it with anyone unless the law requires us to.
These companies handle it on our behalf, under contracts that require them to protect it and to use it only to provide their service to us:
- OVHcloud hosts the website and its database, on a server in the United Kingdom.
- Postmark sends the website’s emails. It is run by AC PM LLC in the United States, which stores the emails there.
- Microsoft provides our company email, where our replies to you and any emails you send us are kept. It stores them in the United Kingdom.
Sending information to Postmark in the United States is allowed under UK law because AC PM LLC is covered by the UK Extension to the EU-US Data Privacy Framework, known as the UK-US data bridge.
Microsoft may also handle our company email in the United States and in other countries where it or its suppliers work. Its contract with us applies the standard contract terms approved for transfers from the UK to any such transfer, and Microsoft is also covered by the UK-US data bridge. You can ask us for a copy of these terms.
Your rights
You can ask for a copy of the information we hold about you, and ask us to correct it or delete it. You can also ask us to limit how we use it, object to how we use it, or give you the information you gave us in a form you can take elsewhere. Not every right applies in every case. For example, you can object where we rely on our legitimate interests, as for a general enquiry, and you can take elsewhere what you gave us for a quotation or a recruitment enquiry. If a right does not apply, we will tell you why.
To use any of these rights, contact us using the details above. We reply within one month. If we need to check who you are first, the month starts once you have given us what we need. If we need to ask which information you mean, the time pauses until you reply. If a request is complex, or you send us several, we can take up to two more months. If we need longer, we tell you within the first month and explain why.
You do not have to give us your information, but without it we cannot reply to your enquiry. We do not make decisions about you by automated means.
If you are unhappy with how we have handled your information, please tell us so that we can put it right. You can also complain to the Information Commissioner’s Office.
Changes to this notice
We update this page whenever anything in it changes.