Last updated: 19 July 2026

OpenEntry respects your privacy and is committed to protecting your personal information. This notice explains what information we collect, how we use it, who we may share it with, how long we keep it, and your rights.

OpenEntry is the data controller responsible for the personal information described in this notice.

1. Contact details

Business name: OpenEntry
Website: www.openentry.co.uk
Telephone and WhatsApp: 07393 085843
Email: hello@openentry.co.uk

You can contact us using these details if you have a question about your information or wish to exercise your data-protection rights.

2. Information we collect

Depending on how you contact or use our services, we may collect:

Your name
Telephone number
Email address
Postcode, service address or appointment location
Messages sent through WhatsApp, SMS, email or our contact form
Photographs of access cards, key fobs or related items
Information needed to confirm that you are authorised to request a replacement
Details of the service requested
Appointment, quotation and payment information
Records of services completed
Website usage and technical information collected through necessary cookies or analytics, where enabled

Please avoid sending access codes, PINs, passwords or other unnecessary security information.

3. How we collect your information

We may collect information directly from you when you:

Contact us through WhatsApp, telephone, SMS, email or our website
Request a compatibility check or quotation
Book or receive a service
Make a payment
Submit an enquiry through a letting agent, employer, property manager or other authorised representative

We may also receive limited information from a business or property representative who contacts us on your behalf.

4. How we use your information

We use personal information to:

Respond to enquiries
Check whether an access card or fob may be compatible
Provide quotations
Arrange and carry out appointments
Confirm identity or authority where appropriate
Issue and test compatible replacement access cards or key fobs
Take and record payments
Maintain business and tax records
Handle questions, complaints, refunds or disputes
Protect customers, properties and our business from fraud or misuse
Improve our services and website
Comply with legal and regulatory obligations

We do not sell personal information.

5. Our lawful bases

Under UK data-protection law, we rely on the following lawful bases where appropriate:

Contract: when we need your information to provide a quotation, arrange an appointment or deliver a service you have requested.

Legitimate interests: when reasonably necessary to operate and improve the business, respond to enquiries, maintain appropriate records, prevent misuse and protect our legal rights.

Legal obligation: when information must be retained or disclosed to meet tax, accounting, regulatory or legal requirements.

Consent: where we specifically ask for consent, such as for certain optional marketing or non-essential website technologies. You may withdraw consent at any time.

A privacy notice should explain what information is processed, why it is used, the lawful basis, sharing arrangements, retention periods and people’s rights.

6. Photographs of cards and fobs

We may ask you to send clear photographs of both sides of an existing access card or key fob so we can assess compatibility.

These photographs are used only for purposes such as:

Identifying the likely card or fob technology
Checking whether we may be able to provide a compatible replacement
Preparing a quotation
Confirming details connected with your requested service

Do not include door codes, PINs, passwords or unrelated identity documents unless we specifically request them and explain why they are necessary.

We aim to delete compatibility photographs when they are no longer required for the enquiry, appointment, dispute handling or legal recordkeeping.

7. Authorisation and security checks

OpenEntry only provides services for authorised users. We may request reasonable evidence that you are entitled to use the relevant property or access system.

This may include confirmation from a resident, tenant, employer, landlord, property manager or other authorised representative.

We may refuse a request where authority cannot reasonably be established or where we believe the service could create a security risk.

8. Who we share information with

Where necessary, we may share limited information with:

Website, email, hosting and communications providers
WhatsApp or other messaging providers when you contact us through those services
Payment-processing providers
Accountants, insurers or professional advisers
Delivery or postal providers where relevant
Property managers, employers or other authorised representatives involved in confirming a request
Regulators, courts, law-enforcement bodies or public authorities where required by law

We only share information that is reasonably necessary for the relevant purpose.

Some technology providers may process information outside the United Kingdom. Where this occurs, we rely on the provider’s applicable safeguards and contractual arrangements.

9. WhatsApp and third-party services

When you contact OpenEntry through WhatsApp, your information is also processed by WhatsApp and its service providers under their own terms and privacy arrangements.

You may contact us by telephone, SMS, email or website form instead if you prefer not to use WhatsApp.

Our website may contain links to third-party websites. OpenEntry is not responsible for how those organisations use your information.

10. How long we keep information

We keep information only for as long as reasonably necessary.

Our typical retention periods are:

General enquiries that do not become bookings: up to 12 months
Compatibility photographs: normally deleted within 90 days after the enquiry or completed service, unless needed for a complaint, dispute or legal reason
Appointment and customer-service records: up to 24 months
Financial, invoice and tax records: normally six years after the relevant accounting period
Complaints, disputes or legal records: for as long as reasonably necessary to resolve the matter and protect legal rights
Marketing preferences and opt-out records: for as long as needed to respect your preference

Retention periods may be extended where required by law, insurance conditions or an active dispute. The ICO recommends setting and reviewing appropriate retention periods rather than keeping personal information indefinitely.

11. How we protect your information

We take reasonable steps to protect personal information, including:

Using password-protected devices and accounts
Limiting access to information
Keeping software and devices updated
Avoiding unnecessary collection of sensitive information
Deleting information when it is no longer required
Taking care when sending or sharing customer information

No internet, messaging or storage system is completely secure, but we take proportionate measures appropriate to a small service business. The ICO recommends measures such as strong passwords, secure storage and separating business communications from personal accounts.

12. Marketing

We will not add you to a marketing list merely because you requested a quote or used our service.

Where we send electronic marketing, we will only do so where permitted by law. Every marketing message will provide a clear way to opt out.

You can ask us to stop using your information for direct marketing at any time. Direct marketing is governed by both UK GDPR and the Privacy and Electronic Communications Regulations.

13. Cookies and website analytics

Our website may use cookies or similar technologies that are necessary for the site to operate.

Optional analytics, translation, advertising or other non-essential technologies should only be used in accordance with applicable consent requirements. You can manage available choices through the website’s cookie controls.

Further details may be shown in the cookie banner or cookie settings provided by our website platform.

14. Your data-protection rights

Depending on the circumstances, you may have the right to:

Ask for a copy of your personal information
Ask us to correct inaccurate or incomplete information
Ask us to delete your information
Ask us to restrict how your information is used
Object to certain uses, including direct marketing
Ask us to transfer information you provided in a portable format
Withdraw consent where consent is the lawful basis
Complain about how your information has been handled

Some rights are subject to legal conditions and exceptions.

To exercise a right, contact us using the details at the top of this notice. We may need to confirm your identity before responding.

15. Complaints

Please contact OpenEntry first if you have concerns about how your information has been used, so we have an opportunity to investigate.

You also have the right to complain to the Information Commissioner’s Office, the UK regulator for data protection.

The ICO’s website provides information about raising a data-protection complaint.

16. Changes to this notice

We may update this privacy notice when our services, technology or legal responsibilities change.

The latest version will be published on this page with an updated revision date.