What this policy covers
Some agencies need the Templace service (the Service) to exchange data with other systems they use. We call these integrations.
We do not offer a public developer API or a self-service developer programme. Each integration is set up for one agency, with that agency, and covers only what that agency needs.
How an integration is set up
The agency is the controller of the personal data in its part of the Service and decides what is shared through an integration. A system the agency connects is the agency's own choice and is not one of our sub-processors. The agency should make sure it has a lawful basis for the sharing and a suitable contract with that system's supplier.
An integration starts with a request from the agency. We agree with the agency:
- which system will connect, and who runs it;
- what data it needs to read or change, and nothing more;
- who at the agency is responsible for it.
Keys
Each integration uses a key issued to one agency. A key works only with that agency's data and cannot reach any other agency's records.
Keys are:
- per agency: each key belongs to one agency;
- scoped: a key can do only what was agreed for that integration, and nothing else;
- revocable: we can withdraw a key at once, at the agency's request or if we think it has been misused;
- logged: use of each key is recorded, so that we can see what was done with it and when.
HTTPS only
Integrations connect over HTTPS only. Connections that do not use HTTPS are not accepted, so keys and data are never sent unencrypted across the network. TLS certificates for the Service are issued automatically.
Looking after keys
A key gives access to real people's data, so treat it like a password. Agencies and their suppliers must:
- keep keys in a secure store on a server, never in a web page, mobile app, email, chat message, spreadsheet or shared document;
- never put keys in source code or code repositories;
- give each system its own key, so that one can be withdrawn without affecting the others;
- ask us to withdraw a key when a system is retired, a supplier changes, or someone who knew the key leaves;
- tell us at once if a key may have been exposed.
If a key is exposed or misused
Contact us straight away at terry@hilliernet.co.uk or on 07789 938284. We will withdraw the key, check the record of what it was used for, and issue a new key when the agency is ready.
If personal data may have been reached by someone who should not have it, we will tell the agency without undue delay and follow our Personal data breach and incident response policy. The agency, as controller, decides whether to report it to the ICO.
If we find a key being used in a way that does not match what was agreed, we may withdraw it first and then tell the agency.
Changes and ending an integration
If an agency wants an integration to do more, we agree the change with the agency and update the key's scope. We never widen a key's access without the agency's agreement.
When an integration is no longer needed, or the agency's agreement ends, we withdraw its keys.
Integrations are also covered by our Acceptable use of the service policy. A key must not be used to copy data beyond what was agreed, or to test our security outside our Cyber security and reporting a weakness policy.
API and integration security · version 1.0 · approved 27/10/2026 · next review 27/10/2027. Templace is a trading name of TWH Holdings Limited, company number 10663539, Meadway, Mill Road, Writhlington, Radstock, BA3 5TY.