Our Privacy Notice.
Privacy Notice
This privacy notice explains how Agile Companion™ Technologies Ltd (a company registered in England number 12800959) uses the personal information we collect from you, either through using our website, or in any other way, electronically, verbally or in writing.
Data Controller
Agile Companion Technologies Ltd is the data controller, this is because we make decisions about what data is collected and how it is used and with whom it is shared with. We can be contacted at data.controller@agilecompaniontechnologies.com or by telephone on +44 (0)7856920523.
On What Basis Do We Collect & Process Your Data?
We process personal data for the purpose of offering you products and services as providing follow up support and for marketing purposes.
We will collect and process personal data where it is necessary to enable a contract for products and services to be put in place. We also obtain your consent where required for our marketing purposes or we use a legitimate interest basis for marketing to corporate prospects and clients. Once you have given your consent, you are free to withdraw it at any time by contacting us through our website or on the contact details provided above.
We will also process your data if we feel it is required to protect your vital interests, or the vital interests of another person. This might occur in serious life or death situations where immediate disclosure of personal data is required, and you are unable to give that information yourself.
This is the personal data we collect and the basis for doing so.
| Purpose | Data Type | Data Collected | Legal Basis |
|---|---|---|---|
| Provide required product/ service | Contact details | Full Name | Contract (Article 6(1) (b)) |
| Provide required product/ service | Contact details | Telephone number(s) | Contract (Article 6(1) (b)) |
| Provide required product/ service | Contact details | Email address | Contract (Article 6(1) (b)) |
| Provide required product/ service | Identity details | Signature | Contract (Article 6(1) (b)) |
| Provide required product/ service | Contact details | Job Title | Contract (Article 6(1) (b)) |
| Marketing | Identity details | Full Name | Consent (Article 6 (1) (a)) / Legitimate Interest (Article 6(1) (f) |
| Marketing | Contact details | Email address | Consent (Article 6 (1) (a)) / Legitimate Interest (Article 6(1) (f) |
| Marketing | Contact details | Telephone numbers | Consent (Article 6 (1) (a)) / Legitimate Interest (Article 6(1) (f) |
We collect data in relation to your communications and interaction with us. This can include emails, text messaging, postal service delivery, social media posting or any other form of communication.
The data we collect as data controllers from our data subjects is primarily obtained directly from the data subject themselves, although some contact details may be obtained from third party referrals. Please see our Cookie Policy for information on the data collected by our website.
Some of the data we collect is deemed necessary to contractually deliver our service to you. If you do not provide this data, we will be unable to enter into an agreement with you.
We also process personal data on behalf of our customers and in these circumstances, we act as data processors and the customer is responsible for ensuring the legal basis for processing is provided.
Data Recipients & Data Transfers
We do not sell any of your personal data to any third party. We use Microsoft 365 for our email communications and NortonLifeLock for our backup solution. Where required we will disclose your personal data with law enforcement and fraud prevention agencies. This is so we can help tackle fraud or where such disclosure is necessary for compliance with a legal obligation to which we are subject. Additionally, in connection with the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure.
Personal data in electronic form is held in the UK. If data must be transferred outside of the EEA, we ensure that the transfer is covered by an EU adequacy decision or through mechanisms such as standard contractual clauses as approved by the EU and UK’s Information Commissioner.
Sensitive Information
Agile Companion Technologies Ltd does not process sensitive data as defined by Article 9 of the GDPR.
Retention Policy
The data we collect directly from you is the minimum we require to facilitate the lawful processing activity described above. Personally Identifiable Information processed by us will be retained in accordance with legal obligations and or our retention policy to ensure personal data is held only for as long as is required for the purpose we collected it or for.
Personal data collected for licensing reasons will be retained for the duration the licence is in force. Client data will be retained for a minimum of 7 years following the end of any commercial agreement. Personal data required for statutory reporting or HMRC audit purposes will be retained for 7 years.
Name and contact details of clients processed for the purposes of marketing activity will be retained for the duration that consent is maintained or the data is no longer required for the purpose it was obtained. This also applies to personal data provided through our website contact form.
Data Storage & Security
We follow strict security procedures to ensure that your personal information is not damaged, destroyed, or disclosed to a third party without your permission and to prevent unauthorised access. We store both physical and electronic records. We have put in place technical and organisational measures to ensure our physical security as well as technical measures for data backup, authorisation and authentication onto systems. We have secure firewalls and other measures such as strong passwords and multi factor authentication to restrict electronic access, including anti-virus and anti-malware measures. Personal data is encrypted in transit and when at rest on our servers. We also encrypt our back up files. Email data is not encrypted. If the data must be transferred to a third party, we ensure they have similar measures in place to protect your personal data. We have a process in place to mitigate the impact of any data breach that should occur. Only persons who need the information to fulfil their roles and responsibilities are granted access to personal data. We may require you to cooperate with our security checks before we disclose information to you. You can update the personal information that you give us at any time by contacting us directly.
Your Rights as a Data Subject
The regulations provide a number of rights to you as the Data Subject. Agile Companion Technologies Ltd is committed to upholding those rights and those applicable to the personal information we collect and process are listed below. In addition to these rights, you have the right to escalate any concern to the Supervisory Authority, which in the UK is the Information Commissioners Office https://ico.org.uk. A full and detailed explanation of all rights can be found at https://ico.org.uk/for-the-public/
- The Right to be Informed – you should be clear about what, why and in what way your personal information will be processed at the time it is processed. This privacy policy sets out that information.
- Right of Access – you have the right to know what personal information is held, by whom and why.
- The Right to Rectification – If the information we have collected and processed is inaccurate or incomplete, you have the right to have it rectified.
- Right to Erasure – You have the right to have your personal data erased and to prevent processing in some specific situations.
- Right to Restrict Processing - If you contest the accuracy of the personal data we hold, we will restrict the processing of your data until accuracy is verified.
- Right to Data Portability – You have the right to move, duplicate or transfer your data easily from one IT environment to another in a safe and secure way.
- Right to Object – You have the right to object to profiling and direct marketing.
- You also have rights in relation to automated decision making.
You also have the right to lodge a complaint with the UK’s supervisory body, The Information Commissioners Office www.ico.org.uk
Automated Decision Making
We do not use automated decision making to process personal data.
Third Party Websites
Our website may contain links to other websites. This privacy policy only applies to Agile Companion Technologies Ltd., so if you follow a link to another website, you should read that organisation’s own privacy policy.
Changes to Our Privacy Policy
We keep our privacy policy under review, and we will place any updates on our website. This privacy policy was last updated in January 2021.
How to Contact Us
You can write to us at this address:
Agile Companion Technologies Ltd
12 Garden House Lane
East Grinstead
West Sussex
RH19 4JT
You can telephone us on this number: +44 (0)7856920523
You can email us by using this link: data.controller@agilecompaniontechnologies.com