Introduction
Agentised LTD ("we", "our", "us") is a UK-based consultancy providing managed agent operations for professional services firms. This Privacy Policy explains how we collect, use, and protect your personal data when you visit our website or engage with our services.
We understand that privacy is paramount for law firms, accountants, and recruitment agencies. Your data—and your clients' data—deserves the highest level of protection. This policy reflects our commitment to transparency and compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Data Controller: Agentised LTD, registered in England and Wales. For any privacy-related enquiries, please contact us at support@agentised.ai.
Data We Collect
We collect different types of data depending on how you interact with us:
Website Visitors
When you visit our website, we may collect:
- Technical data: IP address, browser type, device information, and pages visited
- Usage data: How you navigate our site, time spent on pages, and referral sources
Enquiry Form Submissions
When you submit our contact form, we collect:
- Identity data: Your full name
- Contact data: Your work email address
- Professional data: Your company name and industry sector
- Communication data: The content of your message describing your challenges
Service Clients
For clients using our managed agent operations, we may process additional data as outlined in your service agreement. This is governed by a separate Data Processing Agreement (DPA) specific to your engagement.
How We Use Your Data
We only use your data for legitimate purposes. Here's exactly what we do with the information we collect:
Responding to Enquiries
We use your contact form submissions to respond to your enquiry, schedule discovery calls, and provide information about our services.
Service Improvement
We analyse website usage patterns to improve our content, user experience, and the effectiveness of our communications.
Security & Fraud Prevention
We use technical data to protect our website from malicious activity and ensure the security of our systems.
Legal Compliance
We may process data as required to comply with legal obligations, respond to lawful requests, or protect our rights.
Legal Basis for Processing
Under UK GDPR, we rely on the following lawful bases:
- Legitimate interests: For responding to business enquiries and improving our services
- Consent: Where you have explicitly agreed to receive marketing communications
- Contractual necessity: For processing data required to deliver our services to clients
- Legal obligation: Where we are required to process data by law
"Your firm's data is used solely for the provision and improvement of the Agentised service to you. We do not sell or share your data with third parties for marketing purposes."
Data Security
We employ robust security measures to protect your data. As a company serving regulated professional services firms, we understand that security is not optional—it's fundamental.
Technical Safeguards
- Encryption in transit: All data transmitted to and from our website uses TLS 1.3 encryption
- Encryption at rest: Stored data is encrypted using industry-standard AES-256 encryption
- Access controls: Strict role-based access ensures only authorised personnel can access personal data
- Infrastructure: We use enterprise-grade cloud infrastructure with SOC 2 Type II certification
Organisational Measures
- Regular security training for all team members
- Background checks for personnel handling sensitive data
- Documented incident response procedures
- Regular security assessments and penetration testing
Data Retention
We retain personal data only as long as necessary to fulfil the purposes for which it was collected, or as required by law.
When data is no longer required, we securely delete or anonymise it. For client engagements, specific retention periods may be outlined in your service agreement to meet your regulatory requirements.
Your Rights
Under UK GDPR, you have the following rights regarding your personal data:
Right of Access
You can request a copy of the personal data we hold about you. We will respond within one month of receiving your request.
Right to Rectification
If any personal data we hold is inaccurate or incomplete, you have the right to have it corrected.
Right to Erasure
In certain circumstances, you can request that we delete your personal data. This is also known as the "right to be forgotten."
Right to Restrict Processing
You can ask us to temporarily stop processing your data while we address a concern you have raised.
Right to Data Portability
Where technically feasible, you can request your data in a structured, machine-readable format.
Right to Object
You can object to processing based on legitimate interests or for direct marketing purposes at any time.
To exercise any of these rights, please contact us at support@agentised.ai. We will respond within one month, though this may be extended by two months for complex requests.
If you are not satisfied with how we handle your request, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.
Third Parties
We work with carefully selected third-party service providers to operate our business. These providers are contractually bound to protect your data and may only use it as we instruct.
Categories of Third Parties
- Cloud infrastructure providers: Hosting and data storage services
- Analytics providers: Website usage analysis
- Email service providers: Business communications
- Payment processors: For client invoicing (where applicable)
We do not sell, rent, or trade your personal data to any third party. Any data sharing is strictly limited to what is necessary to provide our services.
International Transfers
Where data is transferred outside the UK, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses (SCCs) approved by the ICO, or transfers to countries with adequate data protection laws.
Policy Changes
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. When we make significant changes, we will:
- Update the "Last updated" date at the top of this page
- Notify existing clients via email where appropriate
- Provide clear notice on our website of material changes
We encourage you to review this page periodically to stay informed about how we protect your data.
Contact Us
If you have any questions about this Privacy Policy, your personal data, or wish to exercise your rights, please contact us:
Agentised LTD
Email: support@agentised.ai
Registered in England and Wales. City of London, UK.
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