Privacy Policy – Keystone Infrastructure

Who we are

Keystone Infrastructure is an independent infrastructure advisory, risk audit, technical assurance, and scoped technical support business.

For the purposes of data protection law, the data controller is:

Business name: Keystone Infrastructure Ltd
Company number: 17278601
Registered office: Keystone Infrastructure Ltd, 6th Floor, 37 Lombard Street, London EC3V 9BQ
Email: info@keystoneinfrastructure.co.uk
Telephone: 0333 070 4077
Website: www.keystoneinfrastructure.co.uk

Information we collect

We may collect and use the following types of personal information:

Your name and job title.
Your business email address and telephone number.
Your organisation name and business address.
Information you send to us through forms, email, calls, or messages.
Information relating to enquiries, proposals, services, contracts, invoices, and business correspondence.
Technical information such as IP address, browser type, device information, pages visited, website security information, and basic website usage information.

We do not intentionally collect special category personal data through this website.

Personal data collected through the contact form

When you submit an enquiry through the contact form on this website, Keystone Infrastructure may collect the personal data you choose to provide.

This may include:

Your name.
Your organisation.
Your role or job title.
Your email address.
Your telephone number, if provided.
The type of enquiry you select.
The message and any information you include in the enquiry.
Basic technical information needed to submit, secure, validate, and deliver the form.

Please do not include passwords, credentials, confidential network diagrams, secrets, keys, or sensitive technical information in an initial website enquiry.

How we use your information

We use personal information for the purposes set out below.

Purpose	Type of information	Lawful basis
Responding to enquiries and contact form submissions	Name, business contact details, organisation details, role or job title, enquiry type, message content, and form submission details	Legitimate interests and, where relevant, steps before entering into a contract
Securing, validating, and delivering contact form submissions	Form content, basic technical information, spam-prevention information, and email delivery data	Legitimate interests
Providing advisory, audit, assurance, or scoped technical support services	Business contact details, correspondence, project information, service records	Contract and legitimate interests
Preparing proposals, statements of work, and commercial documents	Contact details, organisation details, requirements, correspondence	Steps before entering into a contract and legitimate interests
Managing accounts, invoicing, payments, and financial records	Contact details, billing information, transaction records	Contract, legitimate interests, and legal obligation
Managing supplier, partner, or professional relationships	Business contact details, correspondence, service details	Contract and legitimate interests
Improving website performance, security, and usability	Technical data, website usage data, device and browser information	Legitimate interests and, where required for cookies or similar technologies, consent
Sending relevant business updates or service information	Name, business email address, organisation details, communication preferences	Legitimate interests or consent, depending on the type of communication

We do not sell personal information. Contact form submissions are not used to add you to a marketing mailing list unless you have separately agreed to receive marketing communications.

How contact form data is used

Keystone Infrastructure uses contact form data to receive, review, manage, and respond to business enquiries.

This may include using your information to:

Respond to your enquiry.
Understand the nature of the infrastructure, advisory, audit, assurance, or scoped technical support you are asking about.
Arrange an initial conversation where appropriate.
Assess whether Keystone Infrastructure can assist with the enquiry.
Keep a reasonable record of business communications.
Protect the website and contact form from spam, misuse, or malicious submissions.

Lawful basis for contact form processing

Keystone Infrastructure processes contact form data because it is necessary to respond to enquiries and manage business communications.

Depending on the nature of the enquiry, the lawful basis may be:

Legitimate interests: to respond to business enquiries, manage prospective client communications, protect the website, and operate Keystone Infrastructure as a business.
Contract or pre-contract steps: where the enquiry relates to a potential engagement, proposal, Statement of Work, or service request.
Legal obligation: where information needs to be retained or handled to comply with legal, regulatory, accounting, or tax obligations.

Legitimate interests

Where we rely on legitimate interests, this means we use personal information in a way that is necessary for running, managing, and developing Keystone Infrastructure, while taking account of your rights and expectations.

Examples include responding to business enquiries, maintaining business relationships, improving our website, protecting our systems, preventing spam or misuse, managing records, and communicating with organisations that may have a relevant interest in our services.

Cookies and website technologies

This website may use cookies and similar technologies to operate the website, protect it, support form functionality, prevent spam, remember cookie preferences, and improve performance.

Essential cookies or similar technologies may be used because they are necessary for the website to function. Analytics, tracking, or marketing cookies should only be used where appropriate consent has been obtained.

More information is available in the Cookie Policy.

You can control cookies through your browser settings. If this website uses a cookie banner or cookie management tool, you can also use that tool to manage your preferences.

How long we keep information

We keep personal information only for as long as necessary for the purposes for which it was collected, including to meet legal, accounting, reporting, insurance, and contractual requirements.

General enquiries and contact form submissions that do not become client engagements will normally be retained for up to 24 months after the last meaningful contact.
Where an enquiry becomes a client engagement, related records may be retained for longer as part of client, contractual, accounting, tax, legal, insurance, and business records.
Client, contract, proposal, invoice, and accounting records may be retained for up to 7 years where required for tax, accounting, legal, or business record purposes.
Website technical, security, and email delivery records may be retained according to the settings of the relevant hosting, security, form, email, or website service provider.
Marketing preferences may be retained for as long as needed to respect your opt-out or communication preferences.

Who we share information with

We may share personal information with trusted third parties where necessary to operate the business, provide services, deliver website enquiries, protect the website, and manage business systems.

This may include:

Website hosting, domain, email, and IT service providers.
WordPress, used to operate the website.
WPForms, used to provide the website contact form.
WP Mail SMTP, used to support reliable delivery of form notification emails.
Google Workspace or the configured mail provider, used to receive and manage Keystone Infrastructure email.
Website security, backup, maintenance, and spam-prevention providers.
Professional advisers, such as accountants, insurers, solicitors, and compliance advisers.
Payment, banking, invoicing, accounting, and business administration providers.
Subcontractors or specialist partners, where this is necessary for an agreed service and appropriate safeguards are in place.
Regulators, public authorities, or law enforcement where required by law.

We only share information where there is a valid reason to do so and we expect service providers to handle personal information securely.

Contact form security and sensitive information

Keystone Infrastructure takes reasonable steps to protect enquiries submitted through the website. However, website contact forms and ordinary email should not be used to send passwords, credentials, keys, secrets, confidential network diagrams, or sensitive technical information.

Where sensitive technical information is required, an appropriate secure method should be agreed before it is shared.

International transfers

Some service providers may process personal information outside the United Kingdom. Where this happens, we will take reasonable steps to ensure that appropriate safeguards are in place, such as adequacy regulations or approved contractual protections.

How we protect your information

We use appropriate technical and organisational measures to protect personal information against unauthorised access, loss, misuse, alteration, or disclosure.

These measures may include access controls, secure email and business systems, account security controls, supplier due diligence, and limiting access to personal information to those who need it.

Your rights

Depending on the circumstances and the lawful basis for processing, you may have the right to:

Ask for access to your personal information.
Ask us to correct inaccurate or incomplete information.
Ask us to delete your information.
Ask us to restrict how we use your information.
Object to certain uses of your information.
Ask for your information to be transferred to another provider where the right to data portability applies.
Withdraw consent where we rely on consent.

You have the right to object to processing based on legitimate interests, including certain types of direct marketing.

To exercise your rights, contact us at info@keystoneinfrastructure.co.uk.

Marketing communications

We may contact business contacts with relevant information about Keystone Infrastructure services where there is a legitimate business reason to do so, or where you have consented to receive such communications.

You can ask us to stop sending marketing communications at any time by contacting info@keystoneinfrastructure.co.uk.

Complaints

If you have concerns about how we use your personal information, please contact us first so we can try to resolve the issue.

You also have the right to complain to the Information Commissioner’s Office, the UK data protection regulator.

ICO website: ico.org.uk/make-a-complaint

Changes to this policy

We may update this privacy policy from time to time. The latest version will be published on this page.

If we make significant changes, we may take reasonable steps to bring those changes to your attention.