Privacy Policy
Privacy Policy
Last Updated : 17 August 2026
At Keystone FM, we respect your privacy and are committed to protecting your personal information. This Privacy Policy explains what information we collect, how we use it, and the choices you have regarding your personal data when you visit our website or contact us.
By using our website, you agree to the practices described in this Privacy Policy.
Our Commitment to Privacy
We are committed to processing your personal information fairly, lawfully, and transparently in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
We only collect information that is necessary to provide our services, respond to enquiries, and improve your experience with Keystone FM.
Information We Collect
When you complete a contact form, request a quotation, or communicate with us, we may collect :
Information You Proivde
When you complete a contact form, request a quotation, or communicate with us, we may collect :
- Full Name
- Company Name
- Email Address
- Telephone Number
- Property or Business Address
- Details about the services you require
- Any additional information you choose to provide
Information Collected Automatically
When you browse our website, certain technical information may be collected automatically, including :
- IP Address
- Browser Type
- Device Information
- Operating System
- Pages Visited
- Date and Time of Visit
- Website Usage Information
This information helps us improve the performance and security of our website.
How We Use Your Information
Your information is used solely for legitimate business purposes, including :
- Responding to your enquiries
- Providing quotations for our services
- Arranging consultations or site visits
- Delivering our cleaning and facilities management services
- Managing customer relationships
- Improving our website and customer experience
- Maintaining website security
- Complying with legal and regulatory obligations
We will never sell your personal information to third parties.
Legal Basis for Processing
We process your personal information under one or more of the following lawful bases :
- Your consent
- Performance of a contract
- Compliance with legal obligations
- Our legitimate business interests, provided these do not override your rights and freedoms
Sharing Your Information
We only share your personal information where necessary.
This may include trusted third-party providers who assist us with :
- Website hosting
- IT support
- Email services
- Business administration
- Professional advisers
- Legal or regulatory authorities where required by law
All third parties are required to handle your information securely and only in accordance with our instructions.
Data Security
Protecting your information is important to us.
We use appropriate technical and organisational measures to safeguard your personal data against unauthorised access, loss, misuse, disclosure, or alteration.
Although we work hard to protect your information, no method of internet transmission or electronic storage is completely secure.
Data Retention
We retain your personal information only for as long as necessary to fulfil the purposes outlined in this Privacy Policy or to comply with legal, regulatory, or contractual obligations.
When your information is no longer required, it will be securely deleted or anonymised.
Cookies
Our website uses cookies to improve your browsing experience and help us understand how visitors use our website.
Cookies may be used to :
- Improve website functionality
- Remember your preferences
- Monitor website performance
- Analyse visitor traffic
You can control or disable cookies through your browser settings. Please note that some parts of the website may not function correctly if cookies are disabled.
Your Rights
Under UK data protection legislation, you have the right to :
- Request access to your personal information
- Request correction of inaccurate or incomplete data
- Request deletion of your personal information
- Restrict or object to the processing of your data
- Request a copy of your personal information in a portable format
- Withdraw your consent where processing relies on consent
To exercise any of these rights, please contact us using the details below.
No Fee Usually Required
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive, or excessive. Alternatively, we could refuse to comply with your request in these circumstances.
Third-Party Websites
Our website may contain links to external websites for your convenience.
We are not responsible for the privacy practices or content of third-party websites and encourage you to review their individual privacy policies.
Children’s Privacy
Our website and services are intended for businesses and organisations.
We do not knowingly collect personal information from individuals under the age of 16.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in legislation, technology, or our business operations.
Any updates will be published on this page together with the revised date.
Contact Us
If you have any questions about this Privacy Policy or how we handle your personal information, please contact us.
Keystone Facilities Management Ltd (Keystone FM)
address
Devonshire House, Manor Way, Borehamwood, Herts WD6 1QQ
Telephone
020 8731 6094
info@keystonefm.co.uk
Website
https://www.keystonefm.co.uk
Complaints
If you are unhappy with how we process your personal information, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the UK’s independent authority for data protection.
Information Commissioner’s Office (ICO)
Website
https://ico.org.uk
Telephone
0303 123 1113