Privacy Notice
Private.
What we collect when you use keyworker.com, why, who sees it, how long we keep it, and your rights. Version 2, dated 20 October 2026.
Who We Are
Proof 1 Ltd operates Keyworker.com and is the controller of the personal data described here. Proof 1 Ltd is registered in England and Wales, company number 08460847, at 3rd Floor, 86-90 Paul Street, London EC2A 4NE. Write to hello@keyworker.com or to that address.
What We Collect And Why
We collect only what the service needs. You give us most of it yourself through the forms on the site, and each form says what it keeps.
If You Register What You Need
Your first name, your email address, what you do, who you work for, where you work (a workplace, a town or a postcode, never your home address), what you can pay each month, how far you will travel, who is moving with you, when you need to move, whether you work nights, and any scheme on the register you have asked to follow. We use these to tell you when a home that fits is listed, and to show owners and employers how many people near a workplace need a home and what they can pay. Owners and employers see numbers, never names. The lawful basis is that the processing is necessary for the service you have asked us for (Article 6(1)(b) of the UK GDPR). Showing aggregate demand to owners and employers is in our legitimate interest in running a marketplace and in theirs in meeting that demand (Article 6(1)(f)); the aggregates never identify you.
If you tick the box to share your requirements with your employer, we share your role, your move date and your budget with the employer you name, never your name or email. You can withdraw that at any time in your account. The lawful basis is your consent (Article 6(1)(a)).
If You Register A Housing Requirement For Your Staff
Your name, job title and work email, your organisation, the workplace, the roles you are hiring for, how many homes you need, what your staff can pay, when they start, whether the intake repeats, how long they stay, how you would help, any owners or operators you name, and whether owners may see your organisation’s name. We use these to show owners the requirement, under your organisation’s name only if you choose and without your contact details until you choose to share them, to tell the owners you name about it first, and to keep you informed as owners respond. The lawful basis is the steps you have asked us to take towards an arrangement (Article 6(1)(b)) and our legitimate interest in running the marketplace (Article 6(1)(f)).
If You Ask To List A Scheme
Your name, job title, work email and phone number if you give it, your organisation and its type, the building or portfolio, its postcode, the number of homes, the lowest monthly cost, when homes are available, the kinds of homes and arrangements you offer, how you will keep availability verified, and the register record you say is yours. We use these to confirm the homes with you, to send you the rate card and to set up a subscription. The lawful basis is the steps you have asked us to take towards a contract (Article 6(1)(b)).
If You Check A Postcode
The postcode you check on the site check, the time, and the council area, region and country it is in. We use these to see where key worker homes are needed. The record holds nothing about who checked the postcode: no name, network address or browser details. The lawful basis is our legitimate interest in understanding where key worker homes are needed (Article 6(1)(f)). Our hosting provider, Cloudflare, stores the record for us for 24 months.
If You Request A Site Demand Report
Your name, email address, organisation, role, the site postcode and your message, together with the free results for that postcode, the time, the country the request came from and your browser type. We use these to reply and to prepare a quote. The lawful basis is our legitimate interest in answering enquiries about our services (Article 6(1)(f)). Our hosting provider, Cloudflare, stores these requests for us for 24 months.
Signing In
We sign you in with a 6-digit code sent to your email. There is no password. To keep you signed in, your browser stores a session token on your device. That token is essential to the service and is not used to track you across other sites. Our sign-in provider keeps a record of sign-ins, including the time and the network address, for security.
Visiting The Site
We measure visits with Cloudflare Web Analytics, which does not use cookies or store identifiers on your device. It tells us which pages are read, where visitors came from, the browser type and the country. Our hosting and database providers keep short-lived server logs, including network addresses, to run and secure the service. Our hosting provider may set a cookie needed to keep the site secure.
News Emails
We email you news about Keyworker.com only if you tick the box asking for it, and you can untick it in your account at any time. Emails about homes that fit what you registered are part of the service you asked for and are sent regardless.
Who Sees Your Details
Nobody outside Proof 1 Ltd sees your name or email unless you ask us to introduce you or you consent to a specific sharing. Owners and employers see demand as counts, rounded and hidden where the numbers are small enough to identify someone. We do not sell personal data, and we do not share it with advertisers.
The following providers process data for us under written contracts, and only on our instructions.
| Provider | What they do for us | Where the data is held |
|---|---|---|
| Supabase | The database that stores registrations, and the sign-in service | London, United Kingdom |
| Resend | Sends our emails, including the sign-in code | United States and European Union |
| Cloudflare | Hosts the website, protects it, measures visits without cookies, and stores site report requests and the record of postcodes checked | A worldwide network, with stored data in the European Union and the United States |
| Google Workspace | Our email and documents, where we handle your enquiries | European Union and United Kingdom |
Where a provider processes data outside the United Kingdom, we rely on the safeguards the UK GDPR permits: an adequacy decision, the UK International Data Transfer Addendum to the EU standard contractual clauses, or the UK Extension to the EU-US Data Privacy Framework, as set out in that provider’s terms. We will give you a copy of the relevant safeguard on request.
We will disclose personal data where the law requires it, for example to a court or a regulator. If Proof 1 Ltd sold or transferred the Keyworker.com business, your details would pass to the new operator on the same terms as this notice.
Other Services The Site Uses
The site check sends the postcode you check, or its position, to postcodes.io, NHS Jobs, TfL, and TravelTime, to look up the results. It does not send your details. Its map loads its background from OpenStreetMap’s servers, which receive your IP address when it loads. If you open a journey in Google Maps, the link gives Google the postcode and the hospital. The news page links to each publisher’s site.
How Long We Keep It
- Registrations from people looking for a home: 24 months from your last sign-in or change, then deleted, or sooner if you delete your account.
- Employer requirements and owner listing requests: for as long as the relationship lasts and for 12 months after it ends. Where a subscription has been paid, the contract and invoices are kept for six years after the subscription ends, as accounting and tax law require.
- Site report requests: 24 months.
- Postcodes checked on the site check: 24 months.
- Sign-in and server logs: the short periods our providers set for security, measured in days or weeks.
Your Rights
You can see, change or delete what you have registered at keyworker.com/account at any time. Deleting your account removes every record we hold about you from our database at once.
You also have the rights the UK GDPR gives you: to ask for a copy of your data, to have it corrected, to have it erased, to restrict or object to our processing, to receive the data you gave us in a portable form, and to withdraw any consent you have given. Write to hello@keyworker.com or to Proof 1 Ltd at the address above, and we will respond within one month.
If you are unhappy with how we have handled your data, you can complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113. We would welcome the chance to put it right first.
Other Things To Know
- We make no decisions about you by automated means that have legal or similarly significant effects. Matching you with listed homes is a search you run and act on yourself.
- Keyworker.com is for people in work and for the organisations that employ or house them. You must be 18 or over to register.
- The register of schemes is built from public sources and names organisations, not individuals. Corrections go to hello@keyworker.com.
- We will post any change to this notice on this page with a new version and date. A change that affects how we use what you have already given us will be emailed to you first.