Privacy Notice
This notice explains how we handle your personal data when you visit this site, request a proposal, or engage our services. It is written to be read, not merely tolerated: if any part of it is unclear, write to us and we will rephrase it.
1. Who is responsible for your data
The data controller is Keeperspremium Unipessoal Lda., owner of the Keepers Lisbon brand, Portuguese legal entity no. 519640381, registered office at R. dos Soeiros, 305, 1500-580 Lisbon, Portugal.
For any matter relating to personal data, including the exercise of your rights, the single point of contact is info@keeperslisbon.com. We answer every request in writing.
2. What we process and on what basis
| Purpose | Data | Legal basis | Retention |
|---|---|---|---|
| Answering a proposal request made on this site | Name, email, phone, plan of interest and message | Pre-contractual steps and our legitimate interest in replying to enquiries | 12 months, if no contract follows |
| Preparing and performing the service agreement | Name, home address, property address, phone, email, country, tax number and emergency contact | Performance of the contract | 5 years after the contract ends |
| Documenting each visit to the property | Photographs of the condition of the property, checklists, meter readings and any anomalies found | Performance of the contract | 24 months from each visit |
| Recording access to the property and key custody | Key set code, seal number, who took the key, date, time and purpose | Our legitimate interest in security and proof of service | 24 months |
| Handling concierge requests | Arrival and departure dates, specific requests, preferences and, where the request requires it, flight details | Performance of the contract | 24 months |
| Managing the working fund and re-invoicing expenses | Fund movements and supplier invoices issued in your name | Performance of the contract and legal obligation | 10 years, tax retention period |
| Invoicing and accounting | Name, tax number, address, amounts and means of payment | Legal obligation | 10 years, tax retention period |
| Keeping our correspondence | Emails, messages and records of phone contacts, where they exist | Performance of the contract and our legitimate interest in proof and continuity | 3 years |
We do not process health data, household composition, religious, political or philosophical beliefs, or sexual orientation. We do not ask for copies of identity documents unless a specific legal requirement applies, and we never store payment card data.
3. Photographs taken during visits
Photographs exist to prove the condition of the property and to detect problems. That is why we follow written rules on every visit:
- We never photograph people. If anyone is inside the property, the visit stops and the owner is informed.
- We do not photograph documents, opened mail, screens, diaries, medication or family photographs.
- Mail is photographed from the outside of the envelope only, and is opened solely with specific written authorisation.
- We photograph what is needed: a water leak is recorded close up, not as a wide shot of the whole room.
4. Keys and means of access
Keys are identified by a numeric code, never by the address or your name, and are held in a safe at the company's registered office, under a numbered custody seal with a dated record of every movement. No contractor is ever given keys: every intervention is attended in person.
Alarm codes are never written into the operations platform. They live in a password manager with named access, two-factor authentication and an access log. When the contract ends, keys are returned against a signed receipt, the record of codes is deleted, and you receive written confirmation that nothing remains in our possession.
5. Who we share data with
We do not sell data, we do not release it for advertising, and we do not share it with third parties for their own purposes. We do rely on providers who process data on our behalf, all of them under a written data processing agreement:
- An operations management platform, which holds visits, reports and the key register.
- An invoicing system and the company's external accountant.
- The service that delivers the enquiries sent through the form on this site (Formcarry), which stores the data on servers in the European Union.
- The professionals who carry out cleaning, repairs and maintenance, who receive only the address, a description of the work and the time window, and have no access to the platform.
An up-to-date list of providers is available on request. Your data may also be disclosed to public authorities where the law requires it, or to a lawyer and insurer where necessary to defend a legal claim.
6. Transfers outside the European Economic Area
We prefer providers who host data in the European Union. Where a provider processes data outside the European Economic Area, that transfer is covered by the standard contractual clauses approved by the European Commission, together with appropriate supplementary measures. You may ask us about the transfers currently in place.
7. This website: cookies, measurement and fonts
This site uses no cookies — no advertising, no analytics, no session cookies — and stores nothing in your browser. We do not profile visitors and there are no social media buttons or scripts. Light or dark presentation follows the preference already set in your own system, and that information is neither sent to us nor recorded.
The site's fonts are hosted on our own domain, precisely so that your visit is not reported to third-party services.
If and when we start measuring visits, we will use a cookie-free solution with no individual identification, and we will update this notice before doing so.
8. Security
Named accounts with two-factor authentication and no shared credentials. An audit log of access. Encrypted devices with automatic locking. Photographs deleted from the phone once uploaded to the platform. Keys in a safe, with a single holder. In the event of a data breach likely to create a risk to your rights, we notify the supervisory authority within 72 hours and inform you where the risk is high.
9. Your rights
You may request access to your data, its correction, its erasure, the restriction of processing and the portability of the data you provided to us, and you may object to processing based on legitimate interest. Simply write to info@keeperslisbon.com. We reply within one month, extendable by two months in complex cases, with a written explanation.
There is one honest limit we prefer to state up front: invoicing documents must be kept for ten years under Portuguese tax law, so an erasure request does not cover them. We always explain in writing what was deleted and what had to remain.
If you believe your data is not being handled properly, you have the right to lodge a complaint with the supervisory authority. In Portugal this is the Comissão Nacional de Proteção de Dados.
10. Changes to this notice
When this notice changes, the date at the top of the page changes with it. If a change materially affects how we handle your data, we inform clients by email before it takes effect.
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