Privacy Policy
Last updated: January 2025
Introduction
Alresford Systems Ltd ("we", "us", "our") is committed to protecting and respecting your privacy. This policy explains how we collect, use, and safeguard your personal information when you use the KeystoneOps website and related services.
Alresford Systems Ltd is registered in England and Wales (Company No. 16940599). For any privacy-related enquiries, please contact us.
Information We Collect
Information You Provide
We collect information you voluntarily provide when you:
- Join our waitlist (email address, organisation name)
- Submit a contact form (name, email address, organisation, message content)
- Communicate with us via email
- Purchase a licence or request a quote
Information Collected Automatically
When you visit our website, we may automatically collect:
- Technical information (IP address, browser type, device information)
- Usage data (pages visited, time spent, referring website)
This information is collected via Vercel Analytics and is used solely to improve our website and understand how visitors interact with our content.
How We Use Your Information
We use the information we collect to:
- Respond to your enquiries and provide customer support
- Notify you about KeystoneOps updates and early access opportunities
- Process licence purchases and provide related services
- Improve our website and understand user behaviour
- Comply with legal obligations
We will never:
- Sell your personal information to third parties
- Share your data with third parties for their marketing purposes
- Send you unsolicited marketing unrelated to KeystoneOps
Legal Basis for Processing
Under UK GDPR, we process your personal data on the following lawful bases:
- Consent – when you submit a form or join our waitlist, you consent to us contacting you about KeystoneOps
- Contract – when we need to process your data to fulfil a licence agreement or provide services
- Legitimate interests – to improve our website and services, provided this doesn't override your rights
- Legal obligation – when we must retain or disclose data to comply with the law
Data Retention
We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected:
- Waitlist data – until early access is available and you have been contacted, or until you request removal
- Contact form submissions – for up to 2 years after our last interaction, or until you request removal
- Licence and billing records – for 7 years to comply with UK financial record-keeping requirements
- Website analytics – anonymised and aggregated data may be retained indefinitely
Your Rights
Under UK GDPR, you have the following rights regarding your personal data:
Right of Access
Request a copy of the personal data we hold about you
Right to Rectification
Request correction of inaccurate or incomplete data
Right to Erasure
Request deletion of your personal data in certain circumstances
Right to Restrict
Request we limit how we use your data
Right to Portability
Receive your data in a structured, machine-readable format
Right to Object
Object to processing based on legitimate interests
To exercise any of these rights, please contact us. We will respond within one month of receiving your request.
Data Security
We implement appropriate technical and organisational measures to protect your personal data, including:
- Encryption of data in transit (HTTPS/TLS)
- Secure hosting infrastructure with Vercel
- Limited access to personal data on a need-to-know basis
- Regular review of security practices
Third-Party Services
We use the following third-party services that may process your data:
- Vercel – website hosting and analytics (USA, with EU data processing agreements)
- Microsoft 365 – email communications (EU data centres)
All third-party processors are required to handle your data in accordance with UK GDPR and have appropriate data processing agreements in place.
Cookies
Our website uses minimal cookies necessary for the site to function. We do not use tracking cookies for advertising purposes.
Vercel Analytics uses privacy-friendly, cookieless analytics that do not track individual users across websites.
Children's Privacy
Our website and services are not directed at individuals under the age of 18. We do not knowingly collect personal information from children. If you believe we have inadvertently collected data from a child, please contact us immediately.
Changes to This Policy
We may update this privacy policy from time to time. Any changes will be posted on this page with an updated revision date. We encourage you to review this policy periodically.
Contact Us
If you have any questions about this privacy policy or wish to exercise your rights, please contact us.
If you are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.