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1. Who We Are
The Lock Exchange Ltd ("we", "us", "our") is the data controller responsible for your personal data. Our registered office is at [INSERT REGISTERED ADDRESS]. If you have any questions about how we use your data, contact us at inbox@thekeyexchange.uk.
2. What Data We Collect
We collect the following categories of personal data:
- Identity data: first name, last name.
- Contact data: email address, telephone number.
- Location data: your area or postcode, to arrange visits.
- Property data: door type and lock information you provide.
- Transaction data: details about payments made via Square. We do not store card details — these are handled securely by Square.
- Usage data: information about how you use our website (via cookies — see Section 7).
- Communications data: messages sent to us via email, phone or WhatsApp.
3. How We Collect Your Data
- Directly from you when you complete our booking form, make a payment, contact us via WhatsApp, email or phone.
- Automatically when you visit our website, through cookies and analytics tools.
- From third parties such as Square (payment processor) and Calendly (appointment scheduling).
4. How We Use Your Data
We use your personal data to:
- Process and manage your booking and appointment.
- Communicate with you about your booking, including confirmations and reminders.
- Process payments and issue invoices.
- Provide our lock fitting service at your property.
- Comply with legal obligations (e.g. accounting, tax records).
- Improve our website and services through analytics.
- Send you marketing communications — only with your consent, which you may withdraw at any time.
5. Legal Basis for Processing
- Contract: processing necessary to perform the service you have booked.
- Legal obligation: compliance with applicable law.
- Legitimate interests: improving our service, preventing fraud, managing our business.
- Consent: for marketing communications and non-essential cookies.
6. Sharing Your Data
We share your data only with:
- Square — to process payments securely. See Square's Privacy Policy.
- Calendly — to manage appointment scheduling. See Calendly's Privacy Policy.
- Our engineers — only the information needed to carry out your appointment.
- Legal or regulatory authorities — where required by law.
We do not sell your personal data to any third party.
7. Cookies
Our website uses cookies to improve your experience and analyse traffic. We use:
- Essential cookies: required for the website to function. These cannot be disabled.
- Analytics cookies: e.g. [INSERT ANALYTICS PROVIDER, e.g. Google Analytics], to understand how visitors use our site. These require your consent.
You can control cookie preferences through your browser settings. Disabling certain cookies may affect website functionality.
8. Data Retention
We retain your personal data for as long as necessary to provide our services and comply with legal obligations. Booking and transaction records are typically retained for [INSERT PERIOD, e.g. 6 years] in line with HMRC requirements. Marketing consent records are retained until you withdraw consent.
9. Your Rights
Under UK GDPR you have the right to:
- Access the personal data we hold about you.
- Rectification of inaccurate data.
- Erasure ("right to be forgotten") in certain circumstances.
- Restriction of processing in certain circumstances.
- Data portability — receive your data in a machine-readable format.
- Object to processing based on legitimate interests or for direct marketing.
- Withdraw consent at any time where processing is based on consent.
To exercise any of these rights, contact us at inbox@thekeyexchange.uk. We will respond within 30 days. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO).
10. Data Security
We take reasonable technical and organisational measures to protect your personal data from unauthorised access, loss or misuse. Payments are processed via Square's PCI DSS-compliant infrastructure — we never see or store your full card details.
11. Changes to This Policy
We may update this privacy policy from time to time. We will notify you of significant changes by posting the updated policy on this page with a revised date.
12. Contact
For any privacy-related queries: inbox@thekeyexchange.uk or 0203 807 4632.
