KEYSIGMA Website Privacy Notice
Revision 1 – 31/05/2026
POL-011
1. Introduction
This Website Privacy Notice explains how Key Sigma Ltd, trading as KEYSIGMA, collects, uses, stores and protects personal data through its website.
This notice applies to users of: https://www.keysigma.co.uk
It covers personal data collected when you visit our website, submit a contact form, communicate with us, or interact with our website services.
2. Who we are
Organisation: Key Sigma Ltd, trading as KEYSIGMA
Website: https://www.keysigma.co.uk
Address: Suite 2, Chargrove House, Shurdington, GL51 4GA
Privacy contact: info@keysigma.co.uk
3. Personal data we collect
We may collect and process the following personal data through the website:
Category | Examples |
Contact form data | Name, email address, phone number, company name and message content |
Communication data | Emails, replies, correspondence history and enquiry details |
Technical data | IP address, browser type, device type, operating system, website usage data and cookie identifiers |
Analytics data | Information about how visitors use the website, such as pages visited, session duration, approximate location, traffic source and device/browser information |
Voluntary information | Any other personal data you choose to include in a contact form or message |
We do not intentionally collect special category data or criminal offence data through the website. Please do not include unnecessary sensitive personal data in website forms or messages unless it is relevant to your enquiry.
4. How we collect personal data
We collect personal data when:
- you submit the website contact form;
- you email us or respond to our communications;
- you browse or interact with the website;
- analytics or cookies collect information about website usage;
- our website, hosting or email systems generate technical logs.
5. Why we use personal data
We use website personal data for the following purposes:
- to receive and respond to website enquiries;
- to communicate with prospective clients, clients, suppliers and business contacts;
- to provide information about KEYSIGMA and our services;
- to manage business relationships and follow up on enquiries;
- to maintain website security and functionality;
- to understand how visitors use the website;
- to improve website content, performance and user experience;
- to keep appropriate records of communications;
- to handle complaints, disputes, legal claims or regulatory matters where necessary.
6. Lawful basis for processing
We rely on the following lawful bases:
Purpose | Lawful basis |
Responding to contact form enquiries | Legitimate interests |
Managing business communications | Legitimate interests |
Taking steps before entering into a contract | Contract / pre-contract steps |
Website security and technical operation | Legitimate interests |
Website analytics and performance improvement | Consent where required for non-essential cookies/analytics; otherwise legitimate interests where data is strictly necessary and privacy impact is low |
Legal, regulatory or dispute handling | Legal obligation and/or legitimate interests |
Our legitimate interests include operating our website, responding to enquiries, developing business relationships, securing the website, improving our services, and protecting our legal rights.
7. Google Analytics and cookies
We use Google Analytics to understand how visitors use our website and to improve website performance and content.
Google Analytics may collect information such as:
- pages visited;
- time spent on the website;
- device and browser information;
- approximate location;
- traffic source;
- interactions with website pages.
Where required, non-essential analytics cookies should only be used with your consent. You can manage cookie preferences through the cookie banner or browser settings where available.
For further information about cookies, please see our Cookie Notice or cookie settings on the website.
8. Website hosting and email
Our website is hosted by Fasthosts.
Website contact form submissions are sent to a standalone Gmail account used by KEYSIGMA to manage website enquiries.
These providers may process personal data as part of providing hosting, email, security, storage or technical services.
9. Who we share personal data with
We may share website personal data with:
- KEYSIGMA staff who need to respond to or manage an enquiry;
- website hosting providers, including Fasthosts;
- email and IT providers, including Gmail/Google;
- analytics providers, including Google Analytics;
- website support providers, developers or technical support where required;
- professional advisers, such as legal or accountancy advisers;
- regulators, public authorities, courts or law enforcement where required by law;
- third parties where necessary to establish, exercise or defend legal rights.
We do not sell personal data.
10. International transfers
Some service providers may process personal data outside the UK.
Where personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place where required, such as adequacy regulations, standard contractual clauses, the UK International Data Transfer Agreement or other lawful transfer mechanisms.
11. How long we keep personal data
We do not keep personal data for longer than necessary.
Data type | Retention period |
Website contact form submissions and related email correspondence | Normally 18 months from the date of the email/form submission, with annual review |
Sent replies relating to website enquiries | Normally 18 months from the date of the sent email, with annual review |
Website analytics data | Retained in accordance with Google Analytics settings and reviewed periodically |
Technical/security logs | Retained only for as long as necessary for website operation, security and troubleshooting |
Records required for legal, contractual or dispute purposes | Retained for as long as necessary for the relevant legal, contractual, audit, complaint, regulatory or dispute purpose |
We may retain information for longer where required for an active enquiry, complaint, contract, legal claim, regulatory issue, debt recovery matter or other documented business/legal reason.
12. Contact form retention and deletion
Website contact form submissions and related email correspondence are normally retained for up to 18 months from the date of the enquiry or last related communication, unless we need to retain the information for longer for a valid reason.
Valid reasons for longer retention may include an active enquiry, ongoing client or supplier relationship, complaint, contract, legal claim, regulatory issue, debt recovery matter, audit requirement or other documented business/legal reason.
We review website contact form records periodically and delete or anonymise personal data that is no longer required.
13. Security
We use appropriate technical and organisational measures to protect website personal data, including:
- access controls for email and website systems;
- strong passwords and account security measures;
- restricting access to authorised users only;
- secure hosting arrangements;
- periodic review and deletion of retained contact form data;
- secure handling of downloaded or exported data;
- limiting personal data collected through the website to what is necessary.
14. Special category and criminal offence data
The website contact form is not intended to collect special category data or criminal offence data. Special category data includes information such as health, disability, ethnicity, religion, trade union membership, sexual orientation or biometric data.
Criminal offence data includes information about criminal convictions, offences, allegations, proceedings or related security measures. Please do not provide this type of information through the website unless it is necessary for your enquiry. If you do provide it, we will only use it where lawful and necessary.
15. Children
Our website and services are not directed at children, and we do not knowingly collect personal data from children through the website.
16. Automated decision-making
We do not use website personal data to make solely automated decisions that have legal or similarly significant effects on individuals.
17. Your data protection rights
Depending on the circumstances, you may have the right to:
- request access to your personal data;
- request correction of inaccurate personal data;
- request deletion of your personal data;
- object to processing based on legitimate interests;
- request restriction of processing;
- request data portability;
- withdraw consent where processing is based on consent;
- complain to the Information Commissioner’s Office.
Some rights may be limited where we need to retain or process information for legal, contractual, regulatory, security or dispute-related reasons.
18. How to contact us
If you have any questions about this notice or wish to exercise your data protection rights, please contact:
Email:info@keysigma.co.uk
Postal address: Suite 2, Chargrove House, Shurdington Road, Cheltenham, Gloucestershire, England, GL51 4GA
19. Complaints
If you are unhappy with how we handle your personal data, please contact us first so that we can try to resolve the issue.
You also have the right to complain to the Information Commissioner’s Office, the UK supervisory authority for data protection.
ICO website: www.ico.org.uk
20. Changes to this notice
We may update this Candidate Privacy Notice from time to time. The latest version will be made available to candidates during the recruitment process.