Last updated: 1 September 2026
KEEPLY UK LIMITED (“KEEPLY”, “we”, “us” or “our”) respects your privacy and is committed to protecting your personal information.
This Privacy Policy explains how we collect, use, store and protect personal information when you visit our website, contact us, request a home visit, enquire about our services, become a client, communicate with us or otherwise interact with KEEPLY.
1. Who we are
KEEPLY UK LIMITED is a company registered in England and Wales.
Company name: KEEPLY UK LIMITED
Company number: 17411272
Registered office: 61 High Street, Woking, Surrey, GU24 8AF, United Kingdom
Website: keeply.uk
Email: hello@keeply.uk
Telephone: +44 75 70707 556
For the purposes of UK data protection law, KEEPLY UK LIMITED is the data controller of the personal information described in this Privacy Policy, except where otherwise stated.
2. Information we may collect
Depending on how you interact with us, we may collect and process the following categories of personal information:
Contact information
Your name, telephone number, email address, postal address and preferred method of communication.
Property information
Information relating to a property for which you enquire about or receive our services, including its address, access arrangements, property characteristics, maintenance requirements, equipment, systems and other information reasonably required to provide our services.
Enquiry and service information
Information you provide when requesting a home visit, quotation, membership, project or other service, including descriptions of work required, preferences, instructions and correspondence with us.
Photographs and videos
Photographs or videos that you send to us, including through WhatsApp, email, our website or other communication channels, or that are created where reasonably necessary in connection with providing our services.
These may show your property, garden, equipment, fixtures, defects, completed work or other relevant areas. They may incidentally contain personal information.
We will not use photographs or videos of a client’s property for public marketing or promotional purposes without appropriate permission.
Home Profile and service preferences
Where relevant to the services you request, we may record information about how you prefer your property to be looked after, including access instructions, household preferences, service routines, areas requiring particular attention, existing contractors and other practical information necessary to provide consistent property care.
We ask clients not to provide sensitive personal information unless it is genuinely necessary for the service.
Transaction and contractual information
Details relating to quotations, contracts, services supplied, invoices, payments and transaction history.
We do not normally receive or store complete payment-card details where payment is processed through an independent payment provider.
Communications
Emails, WhatsApp messages, telephone enquiries, website enquiries and other communications between you and KEEPLY.
Technical and website information
When you use our website, certain technical information may be collected automatically, such as your IP address, browser type, device type, operating system, pages visited, referring website and information about how the website is used.
Where cookies or similar technologies require consent, they will only be used in accordance with applicable requirements and your choices.
3. How we collect your information
We may obtain personal information:
- directly from you;
- through our website and enquiry forms;
- by telephone, email or WhatsApp;
- during home visits and while providing services;
- through photographs, videos or documents supplied to us;
- from another person acting with your authority;
- from contractors, suppliers or professional advisers where reasonably necessary;
- from publicly available sources where appropriate and lawful; and
- automatically through our website and related technologies.
Where we obtain personal information from someone other than you, we will handle it in accordance with applicable data protection law.
4. How and why we use your information
We may use personal information to:
- respond to enquiries;
- arrange home visits;
- prepare quotations and proposals;
- provide and manage our services;
- enter into and perform contracts;
- plan and coordinate works;
- communicate with clients;
- arrange access to properties;
- coordinate our employees, contractors and specialist partners;
- maintain appropriate records relating to properties and work undertaken;
- maintain a Home Profile where applicable;
- provide consistent ongoing property care;
- process payments and maintain accounting records;
- identify maintenance requirements and make relevant recommendations;
- manage complaints, disputes and insurance matters;
- protect our clients, staff, business and property;
- improve our services and internal processes;
- operate, maintain and secure our website and systems;
- comply with legal, regulatory, tax, accounting and insurance requirements; and
- establish, exercise or defend legal claims.
We will not use personal information for purposes that are incompatible with the purpose for which it was collected unless permitted or required by law.
5. Our lawful bases for processing
UK data protection law requires us to have a lawful basis for processing personal information.
Depending on the circumstances, we may rely on:
Contract — where processing is necessary to take steps at your request before entering into a contract or to perform a contract with you.
Legitimate interests — where processing is necessary for our legitimate business interests or those of another person, provided those interests are not overridden by your rights and interests. These interests may include operating and improving KEEPLY, communicating with clients, managing properties and projects, maintaining appropriate service records, coordinating contractors, protecting our business and clients, preventing misuse and establishing or defending legal claims.
Legal obligation — where processing is necessary for us to comply with applicable law or regulatory requirements.
Consent — where we specifically ask you for consent and consent is the appropriate lawful basis. Where we rely on consent, you may withdraw it at any time.
Different lawful bases may apply to different processing activities. We determine and document the appropriate basis according to the purpose and circumstances of the processing.
6. Photographs, videos and property information
Because of the nature of our services, clients may send us photographs or videos of their property to explain a task, request a quotation, report a problem or obtain assistance.
We may also create photographs or videos where reasonably necessary to:
- document the condition of an area;
- record work before, during or after completion;
- communicate an issue to the client;
- obtain instructions or approval;
- coordinate work with relevant personnel or specialist contractors;
- document damage, defects or maintenance requirements; or
- maintain appropriate service records.
We aim to limit photographs and videos to what is reasonably necessary for the relevant purpose.
Client properties are not treated as marketing material.
We will not ordinarily publish identifiable photographs or videos of a client’s property on our website, social media, advertising or other public marketing channels without appropriate permission.
7. AI-assisted tools and technology
KEEPLY may use digital and AI-assisted tools behind the scenes to help organise, summarise, classify or coordinate information relating to enquiries, properties, maintenance requirements, communications and services.
Such tools may, for example, assist us in organising information supplied by clients, maintaining service records, summarising communications, identifying tasks requiring attention or supporting operational planning.
AI-assisted tools support our team; they do not replace our responsibility for providing our services.
We do not intend to make decisions about individuals based solely on automated processing where those decisions would produce legal or similarly significant effects, unless permitted by law and subject to appropriate safeguards.
Where third-party technology providers process personal information on our behalf, we seek to use appropriate contractual, organisational and security safeguards.
8. Sharing your information
We do not sell personal information.
Where reasonably necessary, we may share relevant information with:
- KEEPLY employees and authorised team members;
- subcontractors and specialist tradespeople involved in providing requested services;
- suppliers and service providers;
- IT, hosting, communications and software providers;
- payment processors;
- accountants, insurers, brokers, lawyers and other professional advisers;
- regulators, government authorities, courts or law-enforcement bodies where required or permitted by law; and
- prospective purchasers, investors or professional advisers in connection with a genuine corporate transaction, subject to appropriate safeguards.
We aim to disclose only the information reasonably necessary for the relevant purpose.
Where another organisation processes personal information on our behalf as a processor, we require appropriate data-protection arrangements where required by law.
9. WhatsApp and other third-party services
If you choose to communicate with KEEPLY using WhatsApp or another third-party service, information may also be processed by the provider of that service in accordance with its own terms and privacy practices.
You should avoid sending unnecessary sensitive information through messaging platforms.
We may use other third-party providers for website hosting, communications, payment processing, business administration, analytics and operational systems.
10. International transfers
Some of the technology and service providers we use may process or store personal information outside the United Kingdom.
Where personal information is transferred internationally, we will take appropriate steps required by UK data protection law to ensure that the information receives an appropriate level of protection.
Depending on the destination and provider, these safeguards may include UK adequacy regulations, approved contractual safeguards or another lawful transfer mechanism.
11. How long we keep personal information
We keep personal information only for as long as reasonably necessary for the purpose for which it was collected, including to satisfy legal, accounting, tax, insurance and contractual requirements and to establish or defend legal claims.
Retention periods vary depending on the type of information and our relationship with you.
For example:
- unsuccessful or preliminary enquiries will generally be retained only for a reasonable period following the last meaningful contact;
- client, contractual, invoice and transaction records may be retained for the periods required for legal, tax, accounting, insurance or limitation purposes;
- property and service records may be retained while we continue to provide ongoing services and for an appropriate period afterwards;
- photographs, videos and operational records will be retained only for as long as reasonably required for the relevant operational, contractual, evidential or legal purpose.
When information is no longer required, we will delete, anonymise or securely dispose of it as appropriate.
12. Security
We take reasonable technical and organisational measures designed to protect personal information against unauthorised access, alteration, disclosure, loss, destruction or misuse.
Access to personal information is restricted to people who reasonably require it for their role or for providing services.
No internet-based or electronic system can be guaranteed to be completely secure. You should therefore take appropriate care when sending information electronically.
13. Your data protection rights
Depending on the circumstances and the lawful basis on which we process your information, UK data protection law may give you rights including the right to:
- request access to personal information we hold about you;
- request correction of inaccurate or incomplete information;
- request deletion of your personal information in certain circumstances;
- request restriction of processing in certain circumstances;
- object to certain processing, including certain processing based on legitimate interests;
- receive certain personal information in a portable format where applicable;
- withdraw consent at any time where processing is based on consent; and
- raise concerns about how your personal information is being handled.
These rights are not absolute and may be subject to legal exceptions.
To exercise a data protection right, please contact us at hello@keeply.uk.
We may need to verify your identity before responding to a request.
14. Complaints
If you have concerns about how KEEPLY handles your personal information, please contact us first so that we have an opportunity to investigate and respond.
You also have the right to complain to the Information Commissioner’s Office (ICO), the UK’s data protection regulator.
Information Commissioner’s Office
You can find current contact details and information about making a complaint on the ICO website.
15. Cookies and similar technologies
Our website may use cookies and similar technologies necessary for its operation and, where enabled, for analytics, preferences or other purposes.
Strictly necessary technologies may be used where permitted without consent.
Where consent is legally required for non-essential cookies or similar technologies, they should not be activated until the appropriate consent has been obtained.
You can manage available choices through our cookie controls where provided.
Further information about the cookies and similar technologies actually used by our website should be provided in our Cookie Policy.
16. Marketing communications
Where permitted by law, we may contact existing or prospective clients about relevant KEEPLY services.
Where consent is required for electronic marketing, we will seek appropriate consent.
You can ask us to stop sending direct marketing communications at any time by contacting us or using any unsubscribe mechanism provided.
We will retain sufficient information where necessary to record and respect an opt-out request.
17. Links to other websites
Our website may contain links to websites or services operated by third parties.
We are not responsible for the privacy practices of independent third parties. We recommend reviewing their privacy information before providing personal information to them.
18. Children
Our services are intended for property owners, occupiers and other adults arranging property-related services.
Our website and services are not directed at children, and we do not knowingly seek to collect personal information from children through the website.
19. Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes to our services, technology, business operations or applicable law.
The current version will be published on our website together with the date it was last updated.
Where a change materially affects how we use personal information, we will take appropriate steps to bring the change to the attention of affected individuals where required.
20. Contact us
If you have any questions about this Privacy Policy, how we use your personal information or your data protection rights, please contact:
KEEPLY UK LIMITED
61 High Street
Woking
Surrey
GU24 8AF
United Kingdom
Email: hello@keeply.uk
Telephone: +44 75 70707 556
Website: keeply.uk