Privacy Policy

1. Who we are

Key Dials Limited ("Key Dials", "we", "us", "our") runs the keydials.com website and the Key Dials apps: the web app, the admin app and the mobile app. We are registered in England and Wales under company number 15253726, with our registered office at 12 Station Court, Station Approach, Wickford, Essex, SS11 7AT.

For information about website visitors, people who buy from us directly, and people who use Key Dials for themselves or their family, we are the data controller under UK data protection law. When an organisation (for example, your employer) gives you access to Key Dials, that organisation decides what goes on its dials and is the controller of that content; we process it on its behalf, under our agreement with it. Questions about that content are best sent to the organisation first.

If you have any questions about this policy or how we handle your information, contact us at hello@keydials.com.

2. The information we collect

On our website:

• Enquiries. When you fill in a contact or partner enquiry form, we collect your name, email address, organisation (if provided), and the content of your message.
• Purchases. If you buy a Key Dials product, we collect your name, email address and the details of what you bought. Your payment is handled by our payment provider, Stripe; we do not see or store your card details. When you accept our terms we record when you accepted them, your IP address and your browser type, as a record of that agreement.

In the Key Dials apps:

• Your account. Your name and email address, and your phone number if you add one to receive text messages. You sign in with a one-time code sent to your email; we do not use passwords. We store sign-in codes and session tokens in a scrambled (hashed) form.
• What you and others add to dials. Statuses, notes, comments, messages, dates, contact details and other information typed into a dial, and the documents, photos, videos and audio uploaded to it. This can include information about other people, such as family members or colleagues.
• Connected calendars. If you choose to connect a calendar, the appointments in it. See section 4.
• Milo and other AI features. What you ask Milo, its replies, and any files you share with it; and documents you ask us to turn into items. See section 5.
• Notifications. Your notification settings and, if you allow notifications on the mobile app, a token that identifies your device to Apple or Google's notification service.
• Feedback. If you send us a bug report or suggestion from the app, what you write, any screenshots or files you attach, and your name and email address so we can reply.
• Kiosk PINs. If your organisation uses a shared tablet, the PIN that unlocks it, stored in hashed form.
• Technical information. Records of what happened on a dial and who did it (its activity history), and technical logs and performance measurements from our servers and apps, which we use to keep the service working and secure. We do not collect your location.

3. How we use your information

We use your information to:

• Provide Key Dials: run your account, show your dials, store what you add, send the emails, texts and notifications you have asked for, and let the people you share a dial with see it (legal basis: performing our contract with you or your organisation)
• Respond to enquiries and provide the products or services you ask for (legal basis: taking steps to enter into a contract, or our legitimate interest in responding to people who contact us)
• Take payment, manage subscriptions and keep financial records (legal basis: contract and legal obligation)
• Keep the service secure, prevent misuse, fix problems and improve how it works (legal basis: our legitimate interest in running a reliable, secure service)
• Send you marketing about our products and services, where you have agreed to receive it (legal basis: your consent; you can opt out at any time)
• Comply with our legal obligations (legal basis: legal obligation)

We do not sell your personal information, and we do not use the content of your dials for advertising.

4. Connected calendars (Google, Microsoft and others)

Connecting a calendar is optional. You can connect a Google or Microsoft calendar, an Apple iCloud or other CalDAV calendar, or a calendar link (iCal). We use it only for the features below, and only for you.

• What we read. For the calendars you choose, we read your events: titles, start and end times, locations, and whether an event is marked important. For Google and Microsoft we also read your email address, to show which account is connected. We use this only to show your appointments on your own dials. Other people who can see a dial see your appointments only as "Busy" unless you choose to share them, and Milo also sees them only as "Busy".
• What we write. We change your calendar only if you turn on "Let dials add appointments". Even then, we write only to the one calendar you pick, and only when you ask: adding an appointment from a day on a dial, or changing or deleting an appointment from its card. Milo adds an appointment only after you confirm it.
• How we store it. The access we are given (a token, or for CalDAV your username and app-specific password) is encrypted and used only for the above. We keep a copy of your upcoming events so your dials load quickly, refreshed about every 15 minutes.
• Stopping access. Disconnect the calendar in Your settings at any time. We then delete the access details and our copy of its events. If you added a note or status to an appointment on a dial, the dial keeps that as part of its history. You can also remove our access from your Google account at myaccount.google.com/permissions, or from your Microsoft account.

We do not sell calendar data, use it for advertising, or use it to train AI models. Key Dials' use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

5. Milo and other AI features

Some features use an AI model provided by Anthropic. When you use them, we send Anthropic only what the feature needs:

• Milo, our assistant: what you ask, the parts of your dials it needs to answer or to make the change you ask for, and any files you share with it. Milo only acts on dials you can see. Before it changes a status, adds something, messages or assigns someone, or adds an appointment, it asks you to confirm.
• Turning a document into items: the text and images of the document you choose.
• Building or planning a dial: what you describe.
• Dial insights: item names and statuses only, never notes or conversations.

Anthropic processes this to give us the answer and, under our agreement with it, does not use it to train its models. When you speak to Milo in the mobile app, your phone's own speech recognition (from Apple or Google) turns your voice into text; we never receive the recording. Your Milo conversations are kept in your account so you can carry on where you left off.

6. Who we share your information with

We share personal information only with the service providers who help us run Key Dials, and only as much as each needs to provide its service to us:

• Microsoft Azure: hosting, databases, file storage, malware scanning of uploads, email and text messages, and service monitoring
• Anthropic: the AI features in section 5
• Stripe: payments, subscriptions and payouts to our partners
• Expo, Apple and Google: delivering notifications to your phone
• Google and Microsoft: only if you connect their calendars, as described in section 4
• Linear: our issue tracker, which holds the feedback you send us from the app

People you share a dial with can see what is on it, according to the access they are given. If your access comes through an organisation, that organisation's administrators can see and manage your account and its dials. We may also share information where the law requires it, or with a buyer of our business if Key Dials is sold, under the same protections as this policy.

7. Where your information is kept

Our servers, databases and stored files are in Microsoft Azure's UK South region, and email and text message data is held in the UK. The web apps' pages are delivered from Microsoft's data centres in Europe. Some of our providers (Anthropic, Stripe, Expo and Linear, and Google and Microsoft for calendars) are based in, or process data in, the United States. Where information goes outside the UK we make sure appropriate safeguards are in place, such as the UK International Data Transfer Addendum or an adequacy decision.

8. How we keep it secure

Information is encrypted in transit and at rest. Sign-in codes, session tokens and PINs are stored hashed, and calendar access details are encrypted. Every file uploaded to Key Dials is scanned for malware, and infected files are removed. Access to dials is controlled by role, and our own staff access personal information only when needed to support you or run the service.

9. How long we keep your information

We keep your information only as long as we need it for the purposes in this policy:

• Your account and dials: for as long as your account, or the organisation account you belong to, is active. When a subscription ends, we keep its dials for 90 days so they can be restarted or exported, and we email the account holder before anything is deleted.
• Website enquiries: for as long as needed to handle your enquiry and any follow-up. Enquiries whose email address is never confirmed are deleted after 7 days.
• Purchase and billing records: for as long as tax and accounting rules require.
• Server logs and monitoring data: 30 days.
• Sign-in codes: deleted once they expire.

Deleted information may remain in backups for a limited period before it is overwritten.

10. Deleting your account

To close your account and have your personal information deleted, email hello@keydials.com from the email address you sign in with. If your account comes from an organisation, you can also ask its administrator. We will confirm and complete deletion within 30 days. We may keep a record of what you did on a dial shared with others (for example, that a status was changed) where that dial's owner needs it, and anything we must keep by law.

11. Children

Key Dials is meant for adults: you must be 18 or over to buy a subscription, and Key Dials is not designed for children to use on their own. If you add information about a child, for example on a family dial, you must be their parent or guardian or have their permission. If you believe a child's information is on Key Dials without permission, contact us and we will remove it.

12. Your rights

Under UK data protection law, you have the right to:

• Ask for a copy of the personal information we hold about you
• Ask us to correct inaccurate information
• Ask us to delete your information
• Object to, or ask us to restrict, how we use your information
• Ask us to transfer your information to another organisation
• Withdraw your consent at any time, where we rely on consent (for example, for marketing emails or a connected calendar)

To exercise any of these rights, email us at hello@keydials.com. If you are unhappy with how we have handled your information, you can complain to the Information Commissioner's Office (ICO) at ico.org.uk or by calling 0303 123 1113.

13. Cookies

For information about the cookies and similar technologies we use and how to manage them, see our Cookie Policy.

14. Changes to this policy

We may update this policy from time to time. The latest version will always be on this page, with the date it was last updated shown at the top. If we make a significant change, we will tell you in the app or by email.