1. Who we are

Klyro is operated by Lee Sawyer trading as Klyro, a sole trader in England. For personal data about the businesses that subscribe to Klyro and their users (engineers, office staff) we act as the data controller. For personal data about those businesses’ own customers (homeowners and commercial clients whose details are entered into Klyro) we act as the data processor, processing only on the instructions of the Tenant who is the controller.

2. What we collect

• Account data. Name, email address, phone number, role, business name, trading address, VAT number, Gas Safe registration number and other trade certifications. We collect this when you sign up or when your employer invites you to the platform.
• Usage data. Device and browser type, IP address, and server request logs. Used to keep the service secure and to diagnose errors. We do not run any third-party analytics or tracking on the Klyro app.
• Communications. Content of support chats, emails you send us, and feedback submissions. Used to help you and to improve the product.
• Location data. For engineers who have opted in, real-time location during scheduled working hours. Off-duty location is not captured.
• Customer-portal data. If your trade business uses Klyro, we process the personal data they hold about you (name, address, appointment history, certificates). We process this on their instructions and their Privacy Policy applies alongside ours.
• Accounting integration data. If a Tenant connects Xero or QuickBooks Online, we sync the minimum data needed for bookkeeping: customer/contact names, email and postal addresses where present, invoice numbers, line descriptions, quantities, prices, VAT/tax codes, payment amounts and dates, Stripe processing fees, Klyro application fee records, including historical records, credit notes, reconciliation references, and chart-of-account names or codes used for mapping.

To close a Klyro account in the app, or to request deletion when you cannot sign in, see our account deletion page.

2a. Google Calendar and Google Contacts

These integrations are optional. Each starts only when you choose to connect your Google account and approve the permissions shown by Google. We receive your Google email address to identify the connected account, and store access and refresh tokens encrypted at rest for ongoing sync. We do not receive your Google password.

• Calendar. We read events in your selected calendar, including dates, times, availability status, identifiers and titles, to block out unavailable time in Klyro. Titles help classify busy time, annual leave or sick leave. Personal titles are hidden by default in the stored availability record; if you turn that protection off, the title is included. Your business’s authorised scheduling users can see the resulting availability and absence category. We read your calendar list to find the Klyro calendar, create it if needed, and create, update or delete Klyro job events in that calendar or the destination you select. Job events can contain the job reference, customer name, address, schedule and notes; anyone you share that Google calendar with may see those details.
• Contacts. We copy authorised Klyro customer contact details to the “Klyro customers” group in your Google Contacts, so you can identify and contact customers from your devices. This can include names, phone numbers, email addresses, postal addresses and a Klyro reference. We read group information and identifiers and version information for contacts we manage, and create, update or delete those contacts as part of sync. This is not an import of your personal Google address book into Klyro.

How we protect Google user data

• Encryption in transit. Klyro uses HTTPS/TLS for connections between your device and our service and for requests to Google’s APIs, protecting Google account, calendar and contact data while it is transmitted.
• Protection of stored credentials. Google OAuth access and refresh tokens are encrypted at rest with AES-256-GCM before storage in our database. The encryption key is held in server-side configuration, separately from the stored tokens. Tokens and that key are not returned in the integration settings shown to your browser. Production token storage refuses to proceed if the encryption key is missing.
• Authenticated, restricted access. Access to integration settings and synchronised data requires an authenticated Klyro session and the relevant user permissions. Server-side checks scope records to your business workspace and, for personal connections, the connected user or engineer. This prevents another business from accessing your Google connection or imported availability through Klyro.
• Limited storage and visibility. Personal calendar titles are hidden by default in stored availability. Contacts sync keeps the Google identifiers and version information needed to maintain Klyro-managed contacts; it does not import your personal Google address book. You control whether the integrations run and can disconnect them as described below.

We use Google data only to provide and improve these user-facing integration features. It is processed within Klyro and by the service providers needed to operate those features, or disclosed where required by law. We do not sell Google user data, use it for advertising, or use it to train general-purpose AI or machine-learning models. Human access is limited to your explicit permission for specific data (for example, support), security investigations, legal requirements, or aggregated and anonymised internal operations permitted by Google’s policy.

Klyro’s use and transfer of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

Disconnect in Settings > Integrations to stop future sync and remove that connection’s stored tokens; we also attempt to revoke the Google grant. You can revoke access directly in your Google Account connections. Disconnecting does not erase events or contacts already copied to Google, or availability already imported into Klyro. You can remove copied items in Google and request deletion of imported Klyro data at [email protected]. Retained Klyro records follow section 7 and our account deletion process. Because the integrations may share a Google app, revoking its grant can require reconnecting both features.

3. Why we collect it — legal bases

Under UK GDPR we need a legal basis for each use of your personal data. The bases we rely on are:

• Contract. To provide the Klyro service to you or your employer — signing you in, storing jobs, sending reminders, billing.
• Legitimate interest. To keep the service secure (fraud detection, rate-limiting), to debug errors (Sentry telemetry), and to contact you about service-critical changes. We have carried out a legitimate interests assessment for each of these.
• Consent. For marketing emails and engineer-location tracking. You can withdraw consent at any time (see section 7).
• Legal obligation. Where we’re required by law — for example keeping invoice records for HMRC, or responding to valid data-subject requests.

4. Third-party sub-processors

We share personal data with a small set of sub-processors that help us run the service. Every sub-processor has signed a data-processing agreement with us. Where a sub-processor is based outside the UK (for example in the US), we rely on the UK International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses to ensure an adequate level of protection. Accounting providers only receive Tenant data when the Tenant chooses to connect that integration.

Xero and QuickBooks access is authorised by the Tenant using OAuth. We store OAuth tokens encrypted at rest, use them only to perform the requested sync and reconciliation activity, and attempt to revoke the grant when the Tenant disconnects the integration. Disconnecting stops future syncs from Klyro; records already written inside Xero or QuickBooks remain subject to that provider’s own retention and deletion controls.

We’ll notify Tenants 30 days in advance before adding a new sub-processor. If you object on reasonable data-protection grounds, you can terminate your subscription for a pro-rata refund of the remaining prepaid term.

5. Your rights under UK GDPR

You have the right to:

• Access the personal data we hold about you (a subject access request);
• Rectify inaccurate or incomplete data;
• Eraseyour data (the “right to be forgotten”), subject to legal retention obligations;
• Port your data in a machine-readable format;
• Restrict or object to certain processing, including processing based on legitimate interest or for direct marketing;
• Withdraw consent at any time for processing we rely on consent for.

To exercise any of these rights, email [email protected]. We’ll respond within one month. If your personal data is held by Klyro on behalf of a trade business (a Tenant), we’ll normally pass your request to them as the data controller and confirm back to you.

If you’re not happy with how we handle your data you can complain to the UK Information Commissioner’s Office at ico.org.uk/concerns.

6. Cookies & tracking

We use only a small number of strictly necessary cookies. We do not run any optional analytics, advertising, or tracking cookies, so no cookie consent banner is needed.

• Essential. Sign-in session cookies (klyro-token, klyro-portal), CSRF and security cookies, and a preference cookie for your light/dark mode choice. These don’t require consent because they are strictly necessary for the service you’ve asked for.

If we ever introduce optional analytics or any other non-essential cookie, we will first add a consent banner so you can choose whether to allow it, and we will update this Policy before that happens.

7. Retention

• Active account data is kept for as long as your account is active.
• After termination we keep your data in read-only form for 30 days so you can export it, then begin deletion. All customer-identifiable records are deleted within 90 days.
• Invoices and financial records are retained for 6 years from the end of the relevant accounting period, as required by HMRC.
• Engineer location data is retained for 90 days, then deleted (aggregated statistics may be kept indefinitely).
• Support and legal correspondence is retained for 6 years to comply with limitation periods.
• Sentry error telemetry is retained for 90 days.

8. Age eligibility

Klyro is a B2B platform for users aged 18 or over. This applies to business account holders, people entering into a Klyro subscription and all invited staff. Klyro is not intended for users under 18. If you believe someone under 18 is using Klyro, please contact us so we can investigate and address their account and personal data.

9. Changes to this Policy

We version this Policy using a privacy-YYYY-MM-DD string, with a revision suffix for further changes on the same day. The current version is privacy-2026-09-11-r2. On material changes we bump the version string and prompt existing users to re-accept through an in-app banner. Non-substantive changes (clarifications, typos) are published here without a version bump.

10. Contact

Privacy questions: [email protected].

Business and correspondence address: 33 Shetland Road, Haverhill, Suffolk, CB9 0LN.

Our data protection point of contact is the Klyro Privacy Team at the address above. We do not currently meet the UK GDPR threshold for a statutory Data Protection Officer, but we review that position annually.