1. Who we are

Keep Compliant Ltd is a company registered in England and Wales under company number 17222385. For the personal information described in this notice, Keep Compliant Ltd is normally the controller.

Contact us at hello@keepcompliant.co.uk. Our current registered-office details can be checked on the Companies House register.

2. Information we may collect

Depending on how you use our services, this may include:

your name, role, work email address and telephone number;
company and operator details supplied in an enquiry or order;
the company logo and information used to prepare documents;
order, invoice and payment-status information;
correspondence, support requests and feedback;
website-assistant conversations, the page being viewed, contact details supplied for follow-up and the resulting support status;
policy issue, acknowledgement, sign-off, training and version records if you use a service that provides those features, including when a document was issued, opened and completed, time spent reading, the policy version and the resulting acknowledgement record; and
basic technical and security information needed to operate and protect the website and service.
if you allow optional Google Analytics, information about how your browser uses the public website and an analytics identifier used to distinguish visits. Advertising storage and personalisation remain disabled.

Please do not send special-category or highly sensitive personal information unless we have specifically requested it and explained why it is needed.

3. Why we use information

PurposeTypical lawful basis

Responding to an enquiry or preparing a quotationLegitimate interests and steps before a contract

Creating, supplying and supporting an orderContract and legitimate interests

Invoices, accounts and legal recordsLegal obligation and legitimate interests

Protecting the service and preventing misuseLegitimate interests and legal obligation

Providing website-assistant guidance and handling a requested follow-upLegitimate interests and steps before a contract

Optional Google Analytics website measurementConsent

Optional marketing communicationsConsent or legitimate interests, where permitted

Where we rely on legitimate interests, we consider the business need, necessity and impact on the people concerned. You can object to that use in the circumstances set out by data-protection law.

4. Website assistant and support conversations

KC Assistant uses automated language technology to answer general questions, explain our service and help visitors navigate the policy catalogue. The conversation may be processed by our contracted AI and cloud-service providers. Do not enter passwords, payment-card details, driving-licence numbers, medical details or other sensitive records.

If you ask the team to follow up, we store the conversation, the page context and the name and email address you provide. An authorised Keep Compliant administrator can then review and reply. Automated guidance does not replace legal advice, and a staff member reviews any drafted human response before it is sent.

5. Information supplied about workers

An operator or employer may supply limited worker information so that a policy, acknowledgement or training record can be issued and retained. Where enabled, the service may also create engagement timestamps and a reading-duration record for the customer's Evidence Vault. That customer is responsible for having a lawful basis, giving its workers appropriate privacy information and supplying only the data needed for the service. Our respective controller and processor roles will be set out in the applicable service terms where required.

6. Who we may share information with

We do not sell personal information. We may share it with:

website, cloud-hosting, document, email, AI, analytics and support-service providers, including Google Analytics where you allow it;
payment, accounting and invoicing providers;
professional advisers, insurers and auditors;
regulators, courts, law-enforcement bodies or other authorities when required or permitted by law; and
a buyer or successor if our business or assets are reorganised or sold, subject to appropriate safeguards.

Providers acting for us may use information only for the agreed service and must protect it appropriately.

7. International transfers

Some providers may process information outside the UK. Where this happens, we use an applicable adequacy decision, recognised contractual safeguards or another lawful transfer mechanism.

8. How long we keep information

We keep information only for as long as it is needed for the purpose for which it was collected, including legal, tax, accounting, dispute and security requirements. Typical periods are:

unsuccessful general enquiries: normally up to 24 months;
website-assistant and support conversations: normally up to 24 months after the last message;
order, invoice and core business records: normally up to seven years after the relevant transaction or relationship ends; and
policy, acknowledgement and training records: for the period agreed with the customer and any limited backup or dispute period that follows.

We may retain information longer where a legal claim, regulatory matter or safeguarding obligation requires it.

9. Security

We use proportionate technical and organisational measures to protect personal information. No internet service can promise absolute security, but access is restricted and our providers are selected and managed with data protection in mind.

10. Your rights

Depending on the circumstances, you may have rights to access, correct, erase or restrict your information; object to certain uses; receive portable data; and withdraw consent where consent is the basis used. These rights are not absolute.

Email hello@keepcompliant.co.uk to make a request. We may need to verify your identity. You can also complain to the Information Commissioner's Office, although we would appreciate the opportunity to resolve the concern first.

11. Marketing

You can unsubscribe from marketing at any time by using the unsubscribe option in the message or emailing us. Service messages about an order, security issue or requested renewal are not marketing.

12. Changes to this notice

We review this notice when our website, services or legal duties change. The current version and review date will remain available on this page. We will draw attention to material changes where appropriate.

Privacy notice