Privacy and personal information
What Keybridge collects, how we use it, who may receive it and how to raise a privacy request. Confidential document handling is explained separately on our Security page.
On this page
Who is responsible
Keybridge is the public name of Keybridge LLC. Our main branch is in Erbil. This notice covers website visitors, business inquiries, applicants, clients and people whose information appears in client records.
We manage information for our own inquiries and business administration. When handling records on a client’s instructions, our responsibilities depend on the work and the agreed processing arrangements.
Information we receive
Information may come from you, your organisation or its authorised representatives. The public business-inquiry form is for initial requirements and does not accept file uploads.
- Business inquiries: name, company, WhatsApp number, selected service and answers relevant to that service. Business email, timing and an additional message are optional.
- Applications: name, email, introduction and any professional links you provide through Careers.
- Bookings: contact details, the selected appointment and any answers you provide through the Cal.com booking tool.
- Client records: documents and instructions needed for the agreed service, including information about owners, employees, customers, suppliers or other contacts.
- Technical information: requests made by your browser when loading the website and its external resources.
Records used across our services
The documents needed depend on the engagement. These examples are not a request to send every category.
- Company registration: ownership information, identity evidence and company papers.
- Vendor registration: company credentials, personnel evidence and supporting records.
- ISO certification support: management-system documents, procedures and relevant personnel records.
- Tender preparation: technical submissions, commercial terms, pricing and supporting evidence.
- Bookkeeping and filing: transactions, invoices, financial records and relevant employee or supplier information.
Why we use information
We use information to answer inquiries, assess applications, arrange meetings, prepare proposals, carry out agreed work and communicate with authorised contacts. We also need records of instructions, approvals, deliverables, payments and submissions.
Some records may be needed to meet legal obligations or establish, exercise or defend a legal claim. An engagement may require additional privacy information or processing terms suited to that work.
Who may receive it
Access arrangements are defined for each engagement. Much of our work is delivered in-house. When a service requires an outside contractor, they sign an NDA. Approved submissions may go to authorities, registries, vendor-list owners, certification bodies, buyers or other recipients identified for the work.
Website inquiries and Careers submissions pass through Web3Forms to the configured receiving destination. Web3Forms processes and stores submission data under its published privacy policy. Its infrastructure may process information in more than one country. See its policy for current processing, storage and retention disclosures.
The booking tool uses Cal.com, which processes the booking details you provide under its privacy policy. Communication and document providers may also process information through the channels agreed for the engagement.
Website technology and browser storage
With your permission, we use Google Analytics to understand visits, campaign links and contact actions. Analytics is off until you allow it. You can change your choice below at any time. Your browser stores this choice. Accepted analytics may use cookies and send page and device information to Google; we do not send your enquiry message or form answers to Analytics.
Your browser stores a language preference and temporary page-transition and session settings. The language preference remains until cleared or replaced. You can remove stored settings through your browser controls.
Cloudflare Pages hosts the website, and pages request fonts from Google Fonts. Requests to hosting and external resource providers can include your IP address, browser information and the requested resource.
The Contact page loads the Cal.com booking tool when it opens. This can send technical information to Cal.com before you make a booking, independently of your analytics choice.
Messaging, social platforms and AI links
Opening a prepared WhatsApp message passes its text to WhatsApp. Links to Telegram, Instagram, LinkedIn and other external services open those platforms. Information you provide there is handled under their own terms and privacy notices.
The website’s ChatGPT, Claude and Perplexity links pass a generic prompt to the selected provider. That prompt does not include your inquiry details or client documents. Anything you add there is handled by that provider.
Keybridge uses LLMs only with public or non-private information. We never upload internal, secure or private client documents to LLMs.
Where information is handled
Erbil is our main branch. Helsinki does not handle client work or client documents. Our CRM and internal systems are hosted locally; this does not mean every website or communication provider processes information in the same location.
We store client records locally on company Mac computers in Erbil, in premises with restricted physical access. Any additional sharing or external access arrangements are agreed for the engagement before confidential documents are exchanged.
Retention and the end of an engagement
Our standard retention schedule separates initial contacts, project files and essential business records. The period starts from the event stated for each category.
A legal duty, an unresolved dispute or a documented continuing engagement may require longer retention. We keep only the records needed for that purpose. Agreed client instructions apply where we process records on the client’s behalf, subject to legal duties.
At the end of the applicable period, records under our control are deleted or anonymised, or client originals are returned as agreed. Backup copies and provider-held records may follow a different deletion cycle; their handling must be addressed in the engagement. We do not promise immediate deletion from every system.
- Initial inquiries that do not become client work: 12 months after the last substantive contact, unless the correspondence must be retained as a business record.
- Unsuccessful job applications: 6 months after the recruitment decision, unless a separate future-opportunities arrangement is agreed.
- Client originals and working copies: returned or deleted within 90 days after completion and agreed handover, unless needed for ongoing work or required records.
- Core contracts, approvals, final deliverables, invoices, payment records and required business correspondence: 7 years after the engagement closes, or longer where a legal retention period runs from a later date.
Privacy requests
Contact [email protected] to ask about your information or request access, correction or deletion. Depending on applicable law and the processing involved, other rights may include restriction, objection, portability, withdrawal of consent and a complaint to the relevant supervisory authority.
We may need to verify your identity. Where we act on a client’s instructions, we may need to coordinate your request with that client. Applicable legal conditions and deadlines govern the response.
Contact and updates
Correspondence: Keybridge LLC, Empire Business Tower 4, Erbil, Kurdistan Region, Iraq. Email: [email protected].
We will update this notice when the described processing changes. See Security for confidential-document handling and Website terms for the scope of this website.