Effective Date
1st June 2025
1. Who We Are
Keane Assist (“we,” “us,” “our”) is committed to protecting your privacy and handling your information in a transparent and secure way. This Privacy Policy explains what data we collect, how we use it and what rights you have when interacting with our service.
By using Keane Assist, you agree to the terms of this policy. If you do not agree, please refrain from using our services.
2. What This Policy Covers
This Privacy Policy applies to:
- Visitors of our website (www.keaneassist.com)
- Subscribers to our services (all monthly plans)
- Users interacting with our chatbot or copying the content of our resources
It does not apply to any third party websites that may be linked from our website or materials.
3. What Data We Collect
We collect limited data necessary to deliver our services effectively. The types of data we collect include:
3.1 Information You Provide Directly
- When purchasing or subscribing: Your name, email address, company name and billing details
- When contacting us: Any information you provide in contact forms, emails or support queries
- Chatbot interactions: General queries and answers to scenarios, requests for guidance and messages, but not personal data
Important: We ask that you do not enter any personal or sensitive data into the chatbot. This includes:
- Names of employees or individuals
- Contact details
- National Insurance numbers, payroll info or other identifiable details
If personal data is submitted despite this warning, it may be retained temporarily in system logs. However, we will endeavour to remove this information as quickly as possible. You are solely responsible for the legality of data you provide.
3.2 Automatically Collected Data
- Website analytics (via cookies or third party services): IP address, device type, browser type, pages visited, time spent on site, and referral source
- This helps us understand how users interact with the site and improve performance
4. How We Use Your Information
- Provide and maintain our services
- Process payments and manage billing
- Improve the user experience and site performance
- Communicate with you about your account, updates or changes
- Detect and prevent abuse or misuse of our system
We do not use your information for advertising or sell your data to third parties.
5. Our Legal Basis for Processing
Under the UK General Data Protection Regulation (UK GDPR), our lawful bases include:
- Contractual necessity
- Legitimate interests
- Consent
- Legal obligation
6. How Long We Keep Your Data
- Subscription data: Retained for the duration of your subscription and up to 6 years after
- Chat queries: Not linked to you and generally not stored permanently
- Analytics data: Stored in anonymised or aggregated form
7. Data Sharing and Third Parties
We may share data with trusted providers including:
- Payment processors
- Web hosting services
- Analytics providers
- Email marketing tools
All partners are GDPR-compliant.
8. International Access and Data Transfers
Our services are hosted in the UK and designed for businesses operating under UK employment law. If you access Keane Assist from outside the UK, your data will be processed and stored in the UK. You are responsible for complying with your own local data protection laws.
9. Data Security
We use appropriate technical and organisational measures to protect your data:
- Secure hosting and encrypted payment processing
- Role based access
- Routine audits and updates
10. Cookies and Tracking
We use cookies to:
- Remember preferences
- Analyse site usage
- Improve experience
By using our site, you consent to the use of cookies unless you opt out via your browser settings.
11. Your Rights Under UK GDPR
You have the right to:
- Request access, correction or deletion of your data
- Withdraw consent
- Object or restrict processing
- Lodge a complaint with the ICO
12. Changes to This Policy
We may update this policy from time to time. The latest version will always be available on our website.
13. Contact Us
Email: Liz@KeaneHR.co.uk
Business Name: Keane HR Consulting Ltd
ICO Registration Number: ZB594449