English
Who we are
KeelFair (keelfair.com) is operated by Douglas Cook, trading as KeelFair, a sole trader based in Ireland, at Curraghlehanagh, Newbridge, Co. Galway, H53 DP82, Ireland. Douglas Cook t/a KeelFair is the data controller of the personal data described here. Privacy contact: [email protected].
When you send an enquiry to a brokerage or a booking request to a marina, that business receives your details and becomes an independent controller for its own use of them (for example to reply, to manage your stay or to keep its accounts). Their own privacy notice applies to that use.
What data we collect
- Account data: name, email, password (stored only as a secure hash), role, organisation and team membership, language and currency preferences. If you sign in with Google, we receive your name, email and Google account ID.
- Enquiries and messages: your name, email, phone (optional) and message to a brokerage or marina, and messages exchanged in the portal.
- Booking requests: name, email, phone, dates, berth, price estimate and breakdown, status, hold and response times, notes, and how the stay was paid (method and date as recorded by the marina).
- Boat details: vessel name, length, beam, draft and hull type.
- Uploaded documents: your boat's insurance certificate and registration. They are stored privately and only you (by a signed link) and members of the marina you sent them to can open them.
- Reviews: your rating, title, text, display name (first name and initial), optional boat type, the stay it relates to, and any reports about reviews.
- Payment metadata: for brokerage membership, and for marinas' own Stripe payments, we store references such as Stripe customer, checkout or session IDs, amounts, currency and status. We never receive or store card numbers; Stripe handles them.
- Listings and business data: listings, photos, berth details, team members and the audit log of actions in the portal (who did what, and when).
- Technical data and logs: IP address, browser, pages requested, error and security logs, and login and rate-limit records.
- Cookies: see our Cookie Policy.
Why we use it and our lawful bases
| Purpose | Lawful basis (GDPR Art. 6) |
|---|---|
| Creating and running your account and team access | Contract |
| Passing your enquiry or booking request, boat details and documents to the brokerage or marina you chose, and sending you acknowledgements, hold and status emails | Contract (steps you ask us to take) |
| Brokerage membership billing | Contract, and legal obligation (tax and accounting records) |
| Inviting verified guests to review a stay, publishing reviews, and handling reports | Legitimate interests (trustworthy, verified reviews) |
| Security, fraud and abuse prevention, rate limiting, audit logs and backups | Legitimate interests (keeping the platform and users safe) |
| Service emails, such as saved-search alerts you set up | Contract, or consent where required. You can switch them off at any time. |
| Optional cookies and embedded media (such as YouTube videos) | Consent, which you can withdraw in Cookie settings |
| Complying with law and responding to lawful requests | Legal obligation |
Where we rely on legitimate interests, we have balanced them against your rights, and you can object (see Your rights). We do not sell personal data, and we do not make decisions about you based solely on automated processing that have legal or similarly significant effects.
International transfers
Some providers (for example Stripe, Google and email or hosting providers) may process data outside the EEA and the UK, including in the United States. Where they do, we rely on an adequacy decision (such as the EU–US Data Privacy Framework for certified companies, or the UK extension) or on Standard Contractual Clauses with supplementary measures. You can ask us for details.
How long we keep it
Proposed retention periods, to be confirmed.
| Data | Kept for |
|---|---|
| Insurance and registration uploads | 90 days after the stay ends, or after the request is declined, cancelled or expires. They are then deleted automatically, and the deletion is recorded in the marina's audit log. |
| Enquiries and messages to brokerages and marinas | 24 months after the last message |
| Booking requests (without documents) | 6 years after the stay or request, for accounting and legal claims |
| Reviews | While the review is live. Hidden reviews and reports are kept for 12 months after the decision. |
| Audit logs | 2 years |
| Membership billing records | 6 years, as required for tax and accounting |
| Accounts | Until you close your account, then up to 30 days, except records we must keep as above |
| Server and security logs | Up to 90 days |
| Backups | Kept for a limited period, then overwritten |
Brokerages and marinas keep the data they receive under their own retention policies.
Your rights
Under the GDPR and the UK GDPR you have the right to: access your data; correct it; have it erased; restrict processing; receive it in a portable format; object to processing based on legitimate interests; and withdraw consent at any time, without affecting earlier processing. To use these rights, email [email protected]. We will answer within one month, and may need to verify your identity. Some rights have legal limits. For example, we may keep booking records we must hold for accounting. For data a brokerage or marina holds as its own controller, you can also contact them directly.
Complaints
Please contact us first so we can try to help. You have the right to complain to the Data Protection Commission (Ireland), dataprotection.ie, or to the supervisory authority where you live or work. In the UK, that is the Information Commissioner's Office (ico.org.uk).
Children
KeelFair is not intended for children. Accounts and booking requests are for people aged 18 or over. If you believe a child has given us personal data, contact us and we will delete it.
Security
We use encryption in transit (HTTPS), hashed passwords, role-based team access, signed links that expire, private storage for uploaded documents, rate limiting and audit logs. No system is perfectly secure. If a breach is likely to put your rights at risk, we will notify the Data Protection Commission and, where required, you.
Changes to this policy
We will post any changes here with a new "Last updated" date, and tell account holders about material changes by email or in the portal.
Contact
Douglas Cook, trading as KeelFair, Curraghlehanagh, Newbridge, Co. Galway, H53 DP82, Ireland. Email: [email protected].
KeelFair · https://www.keelfair.com/en/privacy · Last updated: 12 October 2026