Privacy Policy

Last updated: 13 August 2026

Who we are

KeyFit AI Ltd ("we", "us", "our") is the data controller for the personal information described in this policy.

Company: KeyFit AI Ltd, registered in England and Wales, company number 16957983

Registered office: Mount Houlditch Farm, Toadpit Lane, West Hill, Ottery St. Mary, EX11 1LQ

Contact: [email protected]

ICO registration number: ZC214435

What we collect

When you use this website or contact us, we may collect:

Details you give us: your name, email address, phone number, business name, and anything else you choose to include in an enquiry or booking.

Booking information: the date, time and subject of any call you book with us.

Technical information: your IP address, browser type, device type, and how you moved through our site. This comes from cookies and similar technologies. See our Cookie Notice below.

We do not ask for, and do not want, special category data such as health information. Please do not include it in an enquiry.

Why we use it, and our lawful basis

To reply to your enquiry. So we can answer you. Lawful basis: our legitimate interests in responding to someone who has contacted us.

To book and run a call. So the call happens. Lawful basis: our legitimate interests, or steps taken prior to entering a contract.

To provide our services to clients. To deliver what you have paid for. Lawful basis: performance of a contract.

To send you marketing about our services. To tell you about what we do. Lawful basis: your consent, or our legitimate interests where you are an existing client or a business contact.

To keep financial and tax records. Because the law requires it. Lawful basis: legal obligation.

To keep the website secure and working. To stop abuse and fix faults. Lawful basis: our legitimate interests.

Where we rely on consent, you can withdraw it at any time. Withdrawing it does not affect anything we did before you withdrew.

Who we share it with

We do not sell your personal information. We share it only with service providers who process it on our behalf and under our instructions:

GoHighLevel / LeadConnector - our website hosting, CRM and scheduling platform

Google Workspace - our email

Google Fonts - loads typefaces onto the page, which involves your browser contacting Google's servers

Our accountant and, where required, HMRC - for financial records

These providers may only use your data to perform the service we have asked them to perform. We may also disclose information where the law requires it, or to establish or defend legal claims.

Where your data goes

Some of our providers, including GoHighLevel and Google, are based in or store data in the United States. Where your information is transferred outside the UK, that transfer is covered by appropriate safeguards, such as the UK extension to the EU-US Data Privacy Framework or the UK International Data Transfer Addendum to the standard contractual clauses. You can ask us for details of the safeguards that apply.

How long we keep it

Enquiries that do not become clients: 24 months from your last contact with us

Client records: 6 years after the end of our relationship, which matches the limitation period for contract claims

Financial records: 6 years plus the current tax year, as HMRC requires

Marketing contacts: until you unsubscribe or ask us to stop

Website and cookie data: as set out in our Cookie Notice below

Your rights

Under UK data protection law you have the right to:

ask for a copy of the personal data we hold about you

have inaccurate data corrected

ask us to delete your data

ask us to restrict how we use it

object to our use of it, including for direct marketing, which we will always honour

receive your data in a portable format

withdraw consent where consent is what we relied on

To exercise any of these, email [email protected]. We will respond within one month. There is no charge.

If you are unhappy with how we have handled your data, you can complain to the Information Commissioner's Office at ico.org.uk, or on 0303 123 1113. We would rather you came to us first so we can put it right.

Automated decision-making

We do not make decisions about you by purely automated means that produce legal or similarly significant effects.

Services we deliver to clients

Where a client engages us to work with their email inbox, we access and process personal data contained in that inbox on the client's behalf. In that situation the client is the data controller and we act as their processor, under a separate written agreement that sets out what we may and may not do with it. We do not use that data for our own purposes.

Changes

We may update this policy. The date at the top tells you when it last changed. Material changes will be brought to your attention rather than made quietly.

Cookie Notice

Last updated: 13 August 2026

Cookies are small files placed on your device when you visit a website. We use them for the reasons below.

Strictly necessary cookies

These make the site work and cannot be switched off. They are set by our website and CRM platform, GoHighLevel / LeadConnector, and they do things like remember your session, keep forms working, and protect against abuse. We do not need your consent for these, because the site cannot function without them.

Our pages load typefaces from Google Fonts. Your browser contacts Google's servers to fetch them, which means Google receives your IP address.

Your choices

We only set cookies that are necessary for this site to work, so there is no banner asking for your consent. If you would still rather block them, most browsers let you see which cookies are set and delete them, though blocking necessary cookies will stop parts of this site working. The ICO's website has plain-English guidance on how.

Questions: [email protected]

This policy may be updated occasionally. Any changes will be reflected on this page.