Legal

Privacy policy

Last updated: 3 May 2026

Who we are

KeystoneOps is operated by Alresford Systems Ltd, a company registered in England & Wales. Our address and registration number are in our terms of service.

What this policy covers

This policy applies to this marketing website (keystoneops.education) and to any direct interaction you have with us via the contact form or email.

It does not cover the KeystoneOps product itself, which is self-hosted by the trust that licenses it — your trust's DPO controls that data, not us.

What we collect

• Contact form submissions — your name, role, trust name, email, the trust's size band, and any free-text message you send. Used only to respond to you.
• Email correspondence — kept in our mail provider's inbox until the conversation ends, then archived for our regulatory records (typically 6 years for business correspondence).
• Server logs — anonymous request logs at our CDN (Cloudflare). Retained for 7 days for diagnostic purposes.

We do not use third-party analytics (no Google Analytics, no Hotjar, no Segment, no fingerprinting). We do not set marketing cookies.

Lawful basis

For contact-form submissions and email correspondence, our lawful basis is legitimate interest (responding to a trust evaluating our product) and, after we sign anything, contractual necessity.

Sharing

We don't sell your data, share it with marketers, or pass it to third parties for any purpose other than responding to you. The contact form posts to our team's Slack workspace and to our mail provider — both are sub-processors used solely to respond.

Sub-processors

• Cloudflare (this site's hosting + email relay) — Cloudflare's privacy policy applies to data in transit through their network.
• Slack (internal team notifications) — your contact-form summary lands in our private Slack workspace.
• Microsoft 365 (our email + scheduling) — used for outbound responses.

Your rights

Under UK GDPR you have the right to access, rectify, erase, restrict, port, or object to our processing of your personal data. To exercise any of these, email dpo@keystoneops.education.

You also have the right to complain to the ICO (ico.org.uk).

Changes to this policy

We'll update the "last updated" date and email you if you've ever filled in the contact form. No surprise changes.