Who we are
Keytracker Ltd, trading as AssetControl Cloud, is registered in England and Wales. Our address is Station Road, Rowley Regis, West Midlands B65 0JY, United Kingdom. For this website, sales, trials and our customer relationship, Keytracker Ltd is usually the data controller.
This notice covers the public website and hosted web service. Use of our iOS, Android or desktop applications is covered by the separate AssetControl Mobile App Privacy Notice.
Our data protection roles
For contact, billing, account administration and website data, we decide why and how data is used and act as controller. When a customer enters personal data into AssetControl Cloud, the customer normally acts as controller and Keytracker Ltd acts as processor under the customer’s instructions and applicable data processing agreement.
Data we collect
- Contact and organisation data: name, work email, telephone number, role, employer and enquiry details.
- Account data: user identity, organisation, permissions, authentication and support records.
- Commercial data: plan, order, billing status, transaction references and correspondence. Payment-card details are handled by our payment provider rather than stored by us.
- Service data: configuration, activity and audit records needed to provide and secure the product.
- Technical data: IP address, browser/device information, logs, security events and consent preferences.
- Optional analytics data: website interaction data, including Microsoft Clarity session recordings, heatmaps and public-page journeys, plus Leadinfo company recognition and public-page visits. When enabled, Form tracking and Persona Insights process enquiry details such as names, email addresses, form fields and campaign signals to connect interest with companies and suggested contacts. Clarity recordings mask form values; form tracking separately processes public-form interactions. Account and payment pages are excluded. This is collected only where required consent has been given.
Please do not send special-category or highly sensitive personal data unless it is necessary, agreed and appropriately protected.
How and why we use data
- To respond to enquiries, provide a demo or trial, deliver the service and manage accounts — to take steps at your request or perform a contract.
- To invoice, keep business records and meet tax, legal and regulatory duties — legal obligation and legitimate interests.
- To secure, monitor, troubleshoot and improve the service — legitimate interests in running a safe and effective service.
- To send relevant business updates — consent where required, or legitimate interests where permitted; every marketing message offers an opt-out.
- To measure public website use with non-essential analytics — consent.
Where we rely on legitimate interests, we consider the need, expected impact and your rights. You may object in the circumstances described below.
Sources and sharing
We receive data from you, your organisation, authorised users, our service itself and—where lawful—public business sources or referral partners. We share only what is necessary with contracted providers for hosting, support, email, analytics, payment processing and business operations; professional advisers; authorities where legally required; and a buyer or successor in a corporate transaction.
We do not sell personal data. Current service providers and their roles are listed in our subprocessor information.
International transfers
Our production service is hosted in Germany. Some support or business suppliers may process limited data outside the UK. Where UK personal data is transferred internationally, we use an applicable adequacy decision or approved contractual safeguards and assess supplementary measures where required. Contact us for information about safeguards relevant to your data.
Retention
Raw identifiable activity records are retained for 12 months by default. A customer acting as controller may select a period between 90 days and seven years where its documented operational, contractual or legal requirements justify it. The service automatically deletes expired activity records unless a documented legal hold is active.
Account and customer data follows the subscription and agreed deletion process; financial records are retained for applicable statutory periods; and security, support and privacy-request records follow the retention schedule appropriate to their purpose. Protected backups expire through the documented backup cycle and deleted data is not intentionally restored into the live service.
Security
We use access controls, encryption, backups, monitoring and supplier controls appropriate to the risk. More detail is available in our Security & Trust Centre. If a personal-data breach is likely to affect you, we will notify the relevant customer or authority as required by law.
Your rights
Depending on the circumstances, you may ask for access, correction, deletion, restriction, portability, or object to processing. You may withdraw consent at any time without affecting earlier lawful processing. Where your organisation controls data held inside AssetControl Cloud, contact it first; we support customers in responding to valid requests.
We may need to verify identity and may retain information where an exemption or legal duty applies. We normally respond within one month, subject to lawful extensions for complex requests.
Optional demo guidance
If you ask for demo guidance, we use your email, sector and selected interest to send four relevant emails over ten days through Brevo. You can stop them using the link in each email. We also stop invitations when you request a demo or start an account using the same email address.
Children and automated decisions
AssetControl Cloud is a business service and is not directed to children. We do not use the website or service to make solely automated decisions that produce legal or similarly significant effects about website visitors.
Contact and complaints
Submit a request using our data protection rights form, or email privacy questions or rights requests to [email protected], or write to Keytracker Ltd at the address above. You also have the right to complain to the UK Information Commissioner’s Office at ico.org.uk/make-a-complaint. We would welcome the opportunity to address your concern first.
We may update this notice when our practices or the law change. Material changes will be highlighted on this page.