Privacy notice

This notice covers the Keystone website at keystoneops.education. It does not cover the Keystone products, which are not released.

Who is responsible

The website is run by Alresford Systems Ltd. It decides what the site collects and what is done with it, and it is the controller of the personal information described here. Its registered details are at the foot of this page.

For anything about this notice, or about information we hold about you, write to [email protected].

In short

• You can read the whole site, search for schools and build a licence quote without giving us your name or any contact details.
• We hold personal information only when you send us a form: a message, an expression of interest, or a request made from a quote.
• The site sets no cookies and uses no analytics service.

Cookies and tracking

This website sets no cookies. It loads nothing from third parties: no scripts, fonts, images or trackers.

What we collect

A licence quote

A quote needs no contact details. It holds the name you give for your organisation, the schools you chose, any school you typed in yourself with the pupil number you gave for it, how you would prefer to run Keystone, and the price that was worked out.

The schools you choose from the list are public information about schools and trusts, not about you. The organisation name and any school you add by hand are stored as you typed them, so please do not type anything personal there.

Each quote has a private link. Anyone who has the link can read the quote, and so can our staff. It cannot be found or opened on this site without the link.

We can withdraw a quote’s link, for example if it has reached someone it should not have. The link then shows only that the quote is no longer available. We still keep the quote itself.

A request made from a quote

From a quote you can ask us to email it to you, or tell us that you would like to buy. We then hold, with the quote, your work email address, your name, your role if you give it, and anything you write to us. We need your name if you tell us you would like to buy. It is optional if you only want the quote emailed.

If you ask for the quote by email, we send a link to it, with a short summary, to the address you gave. Nothing is attached. If the email cannot be sent, we tell you on the page and we do not keep the address.

Contact and evaluation enquiries

If you send us a message, we hold your name, work email address and message, and your role and organisation if you give them.

If you register interest in an evaluation, we hold your name, work email address, role and organisation, and your answers: what you use for IT requests today, how you would want to run Keystone, when you would want to evaluate, and anything else you write. If you leave the box ticked, we also hold the list of schools from your licence builder.

Where a form goes

Each form you send is stored in the website’s database. A copy is sent by email to our sales mailbox, so that a person can answer it.

The website does not deliver email itself. It hands each message to Resend, a company that sends email for us. If a copy for our sales mailbox cannot be sent, the website tries again from time to time for about three days.

A form that looks as if a program sent it, not a person, is discarded. It is not stored and not sent on.

Counts of a few events

We count how often a few things happen on the site each day, such as a licence builder being started or a quote being generated. Each count is a date, the name of the event and a number. No identifier, cookie, IP address or browser detail is stored with it.

Limits on repeated requests

To stop the forms and the school search being flooded, the site counts the requests that come from each internet address over a minute or an hour. Those addresses are held in the server’s memory. The site does not write them to its database or attach them to anything you send, and they are lost when the server restarts.

Web server logs

Our web server keeps the ordinary log that a web server keeps of the requests it receives. That log includes the internet address a request came from.

What stays in your browser

The licence builder keeps your current selection in your own browser’s storage, so that you do not have to enter it again. That is the organisation name, the schools, how you would prefer to run Keystone and, once you have generated a quote, its reference and private link.

It is not a cookie. It is sent to us only when you generate a quote or include your schools with an evaluation form. Clearing the list in the builder removes it, and so does clearing your browser’s data for this site.

Why we use it

We use your details to do what you asked: to send the quote you requested, to answer your message, to tell you when evaluations or ordering open if you asked us to, or to talk to you about buying. We do not add you to a mailing list.

The lawful basis is our legitimate interests in responding to an enquiry you have made.

How long we keep it

Once a day the website clears the personal details from older enquiries. Your name, email address, role and message are removed 24 months after you gave them. The name of your organisation and your other answers on the form are kept, with the record that the enquiry was made.

That daily step works on the website’s database. It does not reach:

• the copy of your enquiry in our mailbox
• the backup copies of the database, which are made each night and kept on the server for 30 days
• the record Resend keeps of each message it sends for us, which it says it keeps for 30 days

A quote is kept as a record of the price that was worked out, and so that its link goes on working. Quotes are not removed automatically. Withdrawing a quote’s link does not remove the quote.

You can ask us to remove your details sooner. See “Your rights” below. When we do, everything you typed into that form is removed from the website’s database, including the name of your organisation and your other answers. The copies in our mailbox, in the backups and in Resend’s record are not reached by that step and are dealt with separately.

The 24-month period may change before this notice is final.

Who else handles it

Three other companies handle this information for us:

• the company that provides the server the website runs on
• Microsoft, which provides our mailboxes, through Microsoft 365. Enquiries are delivered to a mailbox there, and mail you send to one of our addresses arrives there
• Resend, which sends the website’s email: the copy of each form that goes to our sales mailbox, and the link to a quote when you ask for one by email. It handles the whole of each message, which for a quote includes its private link

We do not use Resend, or anything else, to send marketing email.

Your rights

Under UK data protection law you can ask us for a copy of the personal information we hold about you, ask us to correct or erase it, and ask us to restrict how we use it. You can also object to our using it.

To use any of these rights, write to [email protected].

You also have the right to complain to the Information Commissioner’s Office, at ico.org.uk.

School and trust data

The school and trust information on this site, including pupil numbers, comes from the Department for Education’s Get Information about Schools register. This site contains public sector information licensed under the Open Government Licence v3.0.

From the register we keep what describes a school, a trust or a federation: its name, reference number, type, phase, local authority, town, postcode, opening date, pupil number and the date of that number, and the trust or federation it belongs to. The register also publishes the names of head teachers and other people. We do not keep those, or any other part of the register that is about a person.

Keystone is not endorsed by the Department for Education.

Changes to this notice

When this notice changes, we will change the date at the top of the page.