Privacy Policy
Learn how Keyhive collects, uses, and protects your personal data
Last Updated: November 27, 2025
1. Introduction
Welcome to Keyhive.io Ltd (“Keyhive”, “we”, “us”, or “our”). We are committed to protecting your personal data and respecting your privacy.
This Privacy Policy explains how we collect, use, and share personal data when you:
- Visit our website (
keyhive.io) and use our contact forms. - Subscribe to and use the Keyhive SaaS platform (the “Platform”).
- Download and use the Keyhive Mobile Application.
This Privacy Policy forms part of, and should be read alongside, our Terms and Conditions.
A Note on our Role (B2B SaaS)
- When we act as a Controller: We are the Data Controller for the personal information of our direct clients (e.g., account administrators), website visitors, and billing contacts.
- When we act as a Processor: For the data you upload into the Keyhive Platform (e.g., your staff names, tenant details, and key logs), we act as the Data Processor. We process this data strictly in accordance with your instructions and our Data Processing Agreement (DPA).
2. Who We Are
- Company Name: Keyhive.io Ltd
- Company Number: 14000840
- Registered Address: 110 Westgate, Southwell, England, NG25 0LT
- Contact Email: support@keyhive.io
3. The Data We Collect
We collect different types of data depending on how you interact with us.
A. Information you provide to us (Account Data)
When you sign up for a Keyhive account or request a demo, we collect:
- Identity Data: Full name, job title.
- Contact Data: Email address, mobile phone number, billing address.
- Financial Data: We do not store full credit card details. Payment transactions are handled by our secure payment processor (Stripe).
B. Information collected via the Platform & Mobile App
When your staff or users utilize the Keyhive Platform or Mobile App, we collect:
- Profile Data: Usernames, passwords (securely hashed), and roles (e.g., Branch Admin).
- Usage Logs: Details of when keys are checked in/out, by whom, and associated timestamps.
- Device Data: IP address, device model, operating system, and unique device identifiers.
C. Mobile Permissions (Specific to the App)
To provide the core functionality of Keyhive (“Tap, Sign, Go”), our Mobile App requires specific permissions. You can revoke these at any time via your device settings, though this may limit functionality.
- Camera: Used to capture photographs of keys, assets, or signatures for verification and audit trails.
- Location Services (GPS): Used to record the location where a key transfer occurred for security auditing purposes.
D. Information received via Third-Party Integrations
Keyhive offers integrations with third-party property management and CRM systems. If you connect Keyhive to a third-party system (such as Reapit, MRI Software, or other supported platforms), we may receive the following data:
- Contacts: Names and contact details of individuals who may be potential key holders (e.g., landlords, tenants, applicants, contractors, or other third parties who may need to collect or return keys).
- Assets: Details of assets for which you wish to track keys (e.g., property addresses, unit references, vehicles, or other items requiring key management).
- Staff: Names and details of staff members and users from your system who may check keys in or out.
This data is used solely to associate keys with the correct assets and individuals within Keyhive, enabling accurate key tracking and reducing duplicate data entry.
4. How We Use Your Data
We use your personal data for the following specific purposes:
| Purpose | Legal Basis |
|---|---|
| To register you as a new customer | Performance of a Contract |
| To process your subscription payments | Performance of a Contract |
| To provide the Keyhive Service (Check-in/out, logging) | Performance of a Contract |
| To sync data from connected third-party integrations | Performance of a Contract |
| To send service notifications (e.g., “Key Overdue”) | Performance of a Contract |
| To improve our App (Analytics & Debugging) | Legitimate Interest (System integrity) |
| To respond to sales enquiries/leads | Consent or Legitimate Interest |
5. Who We Share Your Data With (Sub-processors)
We do not sell your data. We share data only with trusted third-party service providers (“Sub-processors”) required to run our business.
A. Infrastructure & Service Providers
| Provider | Purpose | Location |
|---|---|---|
| AWS (Amazon Web Services) | Cloud Hosting, Database, Email (SES) | UK & EEA (Ireland) |
| Stripe | Payment Processing | USA |
| Sentry | Error Logging & App Performance Monitoring | USA |
| Google Analytics | Website Traffic Analysis (Marketing Site Only) | USA |
B. Third-Party Integration Providers
When you enable a third-party integration, data is exchanged between Keyhive and the connected system. The following integration providers may send data to, or receive data from, Keyhive:
| Provider | Purpose | Location |
|---|---|---|
| Apex27 | Property management integration (data sync) | UK |
| IAMProperty | Property management integration (data sync) | UK |
| Reapit | Property management integration (data sync) | UK |
| SME Professional | Property management integration (data sync) | UK |
| Street.co.uk | Property management integration (data sync) | UK |
Note: Additional integration providers may be added over time. This list will be updated accordingly.
Note: Where data is transferred outside the UK/EEA (e.g., to the US), we ensure appropriate safeguards are in place, such as the UK International Data Transfer Agreement (IDTA) or adherence to the UK-US Data Bridge framework.
6. Cookies
Our website uses cookies and similar technologies to enhance your experience and analyse site traffic. We use:
- Strictly Necessary Cookies: Required for the operation of our Platform, including authentication tokens and payment processing (Stripe).
- Analytical Cookies: We use Google Analytics to understand how visitors use our site, helping us improve the experience. This data is aggregated and does not identify you personally.
You can control cookies through your browser settings. For full details on the cookies we use and how to manage them, please see our Cookie Policy.
7. Data Security
We have implemented robust technical and organisational measures to ensure a level of security appropriate to the risk.
- Encryption: All data at rest is encrypted using AES-256 encryption (via AWS RDS). All data in transit is encrypted using HTTPS/TLS protocols.
- Access Control: We utilise Role-Based Access Control (RBAC) and Multi-Factor Authentication (MFA) to ensure only authorised personnel can access the system.
- Monitoring: We employ automated health alarms and component failure monitoring to detect and respond to incidents immediately.
- Change Management: We follow strict internal change management practices to ensure code updates are reviewed and tested before deployment.
8. Data Retention
We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for.
- Platform Data: Upon cancellation of your Keyhive subscription, your data is retained for 90 days to allow for retrieval/export, after which it is permanently deleted.
- Integration Data: Data synced from third-party integrations is retained for the duration of your subscription and deleted in accordance with our standard Platform Data retention policy above.
- Backups: Database backups are performed daily and retained for a limited period for disaster recovery.
- Billing Data: We are legally required to keep basic information about our customers (including Contact, Identity, and Transaction Data) for 6 years for tax purposes.
9. Your Legal Rights
Under the UK GDPR, you have rights including:
- Request access to your personal data.
- Request correction of your personal data.
- Request erasure of your personal data (“Right to be forgotten”).
- Object to processing of your personal data.
- Request restriction of processing your personal data.
- Request transfer of your personal data.
To exercise any of these rights, please contact us at support@keyhive.io.
10. Contact Us
If you have any questions about this privacy policy or our privacy practices, please contact our Data Privacy Manager:
Keyhive.io Ltd 110 Westgate, Southwell, England, NG25 0LT Email: support@keyhive.io