Privacy notice

Samuel Imoisili (a sole trader, trading as Keyring) runs Keyring and is responsible for your information (its “controller”). Business address: 47 Russell Gardens, London, England, NW11 9NJ. Email: support@usekeyring.co.uk.

To ask about your information, use Your data when you’re signed in, or write to privacy@usekeyring.co.uk. Keyring hasn’t appointed a data protection officer.

On a sale, the estate agent and each conveyancing firm are responsible for what they take from Keyring for their own work, such as their checks on who you are, and their own privacy notices explain it. Where Keyring keeps something only for a firm, such as a copy of the evidence it relied on for those checks after the sale has ended, Keyring keeps it on that firm’s instructions.

If you have an account

Your name, email address, phone number if you give one, your role, your business if you work for one, and your settings, such as whether you get the morning email.

If you’re buying

Your buyer profile: your buying position, how you’re paying, your agreement in principle (lender, amount and expiry), your deposit and your own sale. Your co-buyers’ names and contact details. Your viewings and offers. The evidence you upload: photo ID, proof of address, bank statements, payslips, proof of funds and agreements in principle. If your broker asks, where you’ve lived for the last three years and your right to live in the UK, which can include your visa type, its end date and a share code.

If you’re selling

Your name and contact details, your photo ID and proof of address, the offers on your home and your decisions on them.

Everyone on a sale

The messages and requests you write, the documents you upload, the steps you complete, and a history of who did what and when.

If someone else told Keyring about you

Often someone tells Keyring about you before you arrive: an estate agent registers you as a buyer or adds you as a seller, a conveyancer opens a sale for you as their client, a buyer adds you as a co-buyer or as their broker, or someone on a sale invites you. They give your name and email, sometimes your phone number, and the home’s address. Keyring’s first email to you links to this notice.

Businesses

A business’s name, address, phone, regulator and number, what it writes about itself for the directory, and the requests it sends and receives there.

Emails and security

A copy of each email Keyring sends, and of emails sent to a sale’s own address for Keyring to read. When you ask for a sign-in link, a count of how often your address and network have asked. If someone at a firm’s email domain who hasn’t been invited tries to sign in, a record of the attempt.

Keyring doesn’t ask for bank details, and blocks them from messages. Keyring is for adults and isn’t meant for anyone under 18.

Data protection law lets an organisation use your information only for a reason the law recognises. These are Keyring’s.

Your account and the sales you’re on: progress, offers, requests, documents and messages

The reason the law recognisesIt’s the service you asked for (contract)

Holding details someone else gave about you, so they can invite you and the sale can start before you join

The reason the law recognisesLegitimate interests: a sale needs the people on it, and you’re told at the first contact

Sharing your buyer profile with an agency, and your evidence with the firms you choose

The reason the law recognisesYour consent, which you can withdraw at any time. Keyring records when you gave it and when you withdrew it

Keeping evidence a firm relied on for its anti-money laundering checks, for 5 years after the sale

The reason the law recognisesThe firm’s legal obligation under the Money Laundering Regulations 2017

Having Keyring’s AI read sale documents and emails and draft messages for people to approve

The reason the law recognisesLegitimate interests: saving everyone on the sale time, with a person approving anything that goes out

Emails about your sale, and the morning summary

The reason the law recognisesContract. You can switch the morning summary off in your Inbox

Emailing a copy of each new document on your sale to the people who can open it, for their own records

The reason the law recognisesContract: it’s part of the service. You can switch the copies off in your Inbox

Keeping Keyring safe: limits on sign-in requests, turning away uninvited sign-ins, a record of what Keyring’s admins do

The reason the law recognisesLegitimate interests: security and preventing fraud

The directory, and passing on requests to firms, brokers and surveyors

The reason the law recognisesLegitimate interests. A business can take itself out on its Business page

Inviting brokers and surveyors to join Keyring

The reason the law recognisesLegitimate interests. Every such email has a link to stop them

Answering your requests and complaints, and keeping a record of them

The reason the law recognisesLegal obligation

Some steps need certain information. An offer needs photo ID for every buyer and, with a mortgage, an agreement in principle. A firm can’t finish its checks without your photo ID and proof of address. Everything else is up to you.

Everyone on a sale sees where it’s up to and who holds each step. What else each person sees depends on their role. In short:

• Your photo ID, proof of address, bank statements, payslips and proof of funds open only for you and the people you let in. A buyer can let in their conveyancer and their mortgage broker; a seller, their estate agent and their solicitor. Nobody else can be let in. An estate agent sees whether a buyer’s evidence is there, never the file.
• Your address history, residency and visa details are seen by you, your broker and your conveyancer.
• A survey goes to the buyer alone unless they share it.
• When a document is added to a sale, each person who can open it, apart from whoever added it, is emailed a copy for their records, sent by Resend. Once it reaches their inbox, that copy is kept under their own email provider’s and firm’s rules, not Keyring’s. Photo ID, proof of address, bank statements, payslips, proof of funds, agreements in principle and mortgage offers are never attached: the email says they are there and links to Keyring. Anyone can switch the copies off in their Inbox.
• Sales linked in a chain see each other’s progress, never documents or money.
• When you ask a firm, broker or surveyor through the directory, they see the home’s address and postcode district, the role, your name, your note, and only the details you tick.

Keyring uses four suppliers to run. Each processes personal data on Keyring’s behalf, for the purpose in the table.

Supabase

What it doesThe database, file store and sign-in

WhereLondon. Its support staff and some of its own suppliers may be outside the UK

Vercel

What it doesHosts the website

WhereRuns in London. Vercel Inc. is in the United States

Resend

What it doesSends Keyring’s emails

WhereUnited States

Anthropic

What it doesClaude, the AI that reads sale documents and emails

WhereUnited States

Where information goes outside the UK, the transfer relies on the safeguards the supplier provides, such as the UK Extension to the EU-US Data Privacy Framework or standard contractual clauses with the UK’s international data transfer addendum.

Keyring never sells your information and never uses it for advertising. It gives it to the police, a court or a regulator only when the law requires it.

Keyring uses Claude, an AI model made by Anthropic, to read sale documents (the contract pack, searches and survey) and emails that people on the sale forward or paste in, and to draft enquiries, chase messages and summaries.

• Everything it makes is marked as drafted by Keyring, and nothing it drafts is sent until a person approves it, unless that person has chosen to let routine reminders go without asking them each time.
• The one thing it does without a person’s approval: when an email clearly says a step is done, it marks the step done, quotes the sentence, and the person it read the email for can undo it. It never does this for exchange or completion.
• It never reads your photo ID, proof of address, bank statements, payslips or mortgage details.
• It makes no decisions about you. It doesn’t score, approve or turn down anyone.
• It doesn’t give legal, survey or mortgage advice. Your conveyancer, surveyor and broker do.
• Anthropic handles what Keyring sends it in the United States, and its terms don’t let it train its models on it.

Estate agents and conveyancers must check who their customers are and where the money comes from, under the Money Laundering Regulations 2017. Keyring collects the evidence for them. Each firm makes its own decision, and Keyring never labels anyone as checked or approved.

Evidence a firm relies on for these checks is used only to prevent money laundering and terrorist financing, unless the law allows something else or you agree. The firms must keep the records of their checks for five years after their business with you ends, so Keyring keeps the copies they could open for 5 years after the sale, then deletes them.

A sale ends when contracts are exchanged or the sale is withdrawn. Each night Keyring deletes what has reached its time, and notes it in the sale’s history.

A sale’s documents: contract pack, searches, survey, title, forms and the rest

Kept for12 months after the sale ends

Evidence a firm on the sale could open for its checks (photo ID, proof of address, bank statements, proof of funds), and source of funds documents

Kept for5 years after the sale ends

Other evidence (payslips, agreements in principle, anything only you could open) and mortgage details

Kept for12 months after your last sale ends, or 12 months after you gave them if they were never part of a sale

Copies of emails Keyring sent, and your notices in Keyring

Kept for12 months

A sale’s history: steps, messages, requests and who did what

Kept for6 years after the sale ends, so each firm can show what happened

Your account

Kept forUntil you ask Keyring to delete it

Requests, complaints, and the record of what you agreed to share

Kept for6 years

Files you chose but didn’t send; counts of sign-in requests

Kept for1 day

Records of turned-away sign-ins

Kept for90 days

You can ask Keyring to:

• Give you a copy of your information. Download it from Your data, in a format other software can read.
• Correct it. Change your name and phone on Your data, and ask Keyring to correct anything else, such as your email address.
• Delete it, from Your data. Some things must be kept for a time, and the page says what and until when.
• Limit how it’s used, or stop a use that relies on legitimate interests. Use the form on Your data.
• Stop sharing your buyer profile or evidence, at any time, from your profile. That doesn’t undo sharing before.
• Stop marketing emails, with the link in every one.

It’s free. Keyring answers within one month, and tells you within that month if a complex request needs up to two more. If Keyring needs to ask which information you mean, the month runs from your answer.

Some rights have limits. Keyring can’t delete evidence a firm must keep under the Money Laundering Regulations before its time is up, or anything a sale still going on needs. Keyring always says what it kept and why. Information an estate agent or a conveyancing firm keeps in its own files is theirs to answer for, so ask them too; Keyring tells them when you ask it to delete your information.

Not signed in? Sign in with your email and Keyring sends you a link, or write to privacy@usekeyring.co.uk.

If you’re unhappy with how Keyring has used your information, tell Keyring first, with the complaint form on Your data or by writing to privacy@usekeyring.co.uk. Keyring acknowledges every complaint within 30 days, in practice straight away, and tells you the outcome without undue delay.

You can also complain to the Information Commissioner's Office: ico.org.uk/make-a-complaint, or phone 0303 123 1113.

Keyring uses one cookie, to keep you signed in, and remembers a light or dark theme on your device if you choose one. No advertising. Keyring counts visits with Vercel Web Analytics, which sets no cookies and doesn’t identify you. The cookies page has the details.

If this notice changes in a way that matters to you, Keyring will tell you before the change applies. The date at the top says when it last changed.