Privacy Policy

This policy explains how we handle personal data on this website (keystonedynamicsgroup.co.uk). It also covers the work contact details of people at businesses we contact about our services (see “Businesses we contact” below).

Each product or app published by Keystone Dynamics Group has its own separate privacy policy that covers data handled inside that product. For example, the WarmNote app has its own privacy policy available at warmnote.keystonedynamicsgroup.co.uk/privacy.

This website does not collect personal information from visitors. We do not run forms, signups, accounts, surveys, or any feature that asks you for data.

On this website, the only personal data we will see is what you send us by email, or what you enter when you book a call (see “Booking a call” below). We use that email and your address only to respond to you.

If you book a call, our booking provider collects your name, email address and anything you add to the booking, and passes them to us. We use them only to hold the call and follow up on it. We keep them for up to 12 months after the call, unless we're working together. Our booking provider is a US company and protects this transfer with Standard Contractual Clauses.

We contact businesses by email and phone to offer our services. This section explains how we handle the work details of the people we contact.

• What we hold: your business's name, address and phone number; your name, job title, and work email or phone number if your business publishes them; notes of what we've discussed and when we contacted you.
• Where it comes from: your business's own public website, and the public Companies House register (to check your business is a limited company). We never buy lists or guess email addresses.
• Why, and our lawful basis: to offer our services to your business. We rely on legitimate interests (Article 6(1)(f) UK GDPR): telling businesses about a service relevant to their work. We email limited companies and LLPs only, and screen phone numbers against the Telephone Preference Service (TPS) and Corporate Telephone Preference Service (CTPS) before calling.
• Who sees it: only us, plus the providers we use for email, file storage, and research and drafting (including an AI assistant). Each handles it under its own data protection terms.
• How long we keep it: up to 12 months after our last contact, unless we're working together. If you ask us to stop, we keep only your email address or phone number and the date on a "do not contact" list, so we never contact you again.

Telling us to stop: you can tell us to stop at any time: reply to our email, tell us on the phone, or email privacy@keystonedynamicsgroup.co.uk. We'll stop straight away and won't ask why.

The website is hosted by a US web hosting company. As part of operating any website, our host processes basic technical request information (such as the IP address that requested a page, the page requested, the timestamp, and the type of browser used). This is standard for any web hosting and is required to deliver the website to you and to keep it secure and reliable.

We do not analyse, aggregate, or use these logs for any purpose beyond operating the website. Our host keeps these logs in line with its own privacy policy.

We do not use cookies, and we do not store anything in your browser.

We use a privacy-friendly visitor counter from our website host, to see how many people visit and which pages they find useful. It counts visits anonymously: for each page view it records the page address (including any labels added to the link), the website you came from, your approximate location (country, region and city) and your type of device, operating system and browser. It does not store your IP address or anything that identifies you, and it cannot follow you to other websites. To avoid counting one visit twice, it recognises a visitor by a temporary code made from the request, which is deleted after 24 hours. On the page our key fob opens, we also count taps on its “Let's build it” and “Save for later” buttons, in the same anonymous way.

We do not use any other analytics, tracking pixels, or any advertising or marketing technology.

Because we set no cookies and store nothing on your device, this site does not show a cookie banner. You can check this in your browser's developer tools.

UK GDPR requires us to have a lawful basis for processing personal data. The only personal data this website processes is what you send us by email or when you book a call. Separately, we hold the work contact details of businesses we contact (see “Businesses we contact”).

• Email content and address you send us: Article 6(1)(f) UK GDPR (legitimate interest in responding to your enquiry)
• Work contact details of businesses we contact: Article 6(1)(f) UK GDPR (legitimate interest in offering our services to businesses they are relevant to)
• Server logs handled by our hosting provider: Article 6(1)(f) UK GDPR (legitimate interest in operating, securing and maintaining the website)
• Anonymous visitor counts: Article 6(1)(f) UK GDPR (legitimate interest in understanding which pages visitors find useful)
• Bookings: Article 6(1)(b) UK GDPR (steps you ask us to take before working together)

Our website host is a US company and may process server log data in the United States. This transfer is protected by the EU-US Data Privacy Framework and Standard Contractual Clauses (SCCs), both of which are recognised mechanisms under UK GDPR for transferring personal data outside the UK.

For businesses we contact: our email provider and the AI assistant we use for research and drafting are US companies and process data on servers in the United States. They protect these transfers with Standard Contractual Clauses (and the UK's approved equivalent where required).

Our booking provider is a US company and protects this transfer with Standard Contractual Clauses.

Under UK GDPR you have eight specific rights over your personal data. These apply even though we hold very little.

• Right to be informed: this policy is how we inform you
• Right of access: request a copy of any personal data we hold about you
• Right to rectification: ask us to correct anything that is inaccurate
• Right to erasure: ask us to delete the personal data we hold about you
• Right to restrict processing: ask us to pause processing while a request or complaint is investigated
• Right to data portability: ask for your data in a portable format
• Right to object: object to specific processing, including an absolute right to stop us contacting you about our services
• Rights related to automated decision-making: we do not make automated decisions about you

To exercise any of these rights, email us at privacy@keystonedynamicsgroup.co.uk. We will respond within one calendar month.

Email correspondence with us is kept for as long as we need it to respond to you, and for a reasonable period afterwards (typically up to 12 months) for support reference. After that it is deleted.

Work contact details of businesses we contact are kept for up to 12 months after our last contact, unless we're working together. If you ask us to stop, we keep only your email address or phone number and the date, so we never contact you again.

Server logs handled by our host are retained per its policies (typically up to 30 days). We do not maintain any further copies.

Call bookings are kept for up to 12 months after the call, unless we're working together.

If a breach puts your personal data at risk, we will report it to the ICO within 72 hours where the law requires, and tell you without undue delay. We will also take immediate steps to limit the impact.

This website is intended for a general audience. We do not knowingly collect or process information from children. If you are under 16, please do not email us with personal information without a parent's involvement.

We may update this policy as the website changes. The version number and last updated date at the top of this page will reflect the most recent revision. Significant changes will be flagged at the top of the page when they take effect.

KeystoneDynamicsGroup Ltd

Trading as Keystone Dynamics Group. Registered in England and Wales.

Company No. 17153578

VAT No. 526 0588 86

Registered address: 26 Windlesham Close, Portslade, Brighton, England, BN41 2LJ

KeystoneDynamicsGroup Ltd (trading as Keystone Dynamics Group) is the data controller for personal data processed through this website. We are registered with the Information Commissioner's Office under registration number ZC127535. You can verify our registration at ico.org.uk/ESDWebPages/Search.

If you believe we have not handled your data lawfully, you have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk or by calling 0303 123 1113. We would always appreciate the chance to put things right first, but you can complain to the ICO at any time without contacting us first.

For any questions about this policy or your data, email privacy@keystonedynamicsgroup.co.uk.