Your right to privacy

Your right to privacy is important to us. We take the security of your information seriously and have policies and processes in place to ensure it remains safe. We are legally obliged to use your information in line with all laws concerning the protection of personal information.

This policy is provided for visitors to our website, potential customers, current customers, suppliers, contractors, and any other persons whose information is processed by Agentimise as a data controller. This policy describes the way we collect information, how we use it and how we protect it.

In addition, privacy information is provided to Agentimise employees via our Internal Privacy Policy.

If you are a customer acting as a data controller engaging Agentimise as a data processor, such a relationship will be governed by an executed data processing agreement.

Privacy point of contact

Name: AGENTIMISEAI LIMITED

Company registration number: 04389162

Registered Address: Laurel Farm, Winters Hill Durley, Southampton, Hampshire, SO32 2AH

Email: lewis@agentimise.ai

Telephone: +447557956182

Website: www.agentimise.ai

Information we hold about you

We currently collect and process the following information:

Name, address, telephone number and email address.

Information about services you use and other related information.

Information we need to process payments to you, for example bank details.

Records of contact with you such as system notes, emails, and letters.

Other information as may be required from time to time to respond to your enquiry, enter into a contract with you or deliver requested services.

Technical identifiers such as IP addresses, browser type, or device information.

Our services are not intended for individuals under 18, and we do not knowingly collect personal data from them.

How we get and use the information

Most of the personal information we process is provided to us directly by you for one of the following reasons:

Operate and improve our sites, products, and services

Understand you and your preferences to enhance and personalise your experience and when using our sites, products, and services

Enhance security, monitor and verify identity or service access, combat spam or other malware or security risks

To keep our records up to date

To fulfil our legal obligations and to maintain compliance with best practice

Process and deliver contest entries and rewards

Respond to your comments or questions or provide information requested by you

To provide customer service and account management functions

Provide and deliver products and services you request

To send you related information, including confirmations, invoices, technical notices, updates, security alerts, and support and administrative messages

To send you marketing and promotional communications (where this is in accordance with your marketing preferences)

To communicate with you about one of our events or our partner events

We also receive personal information indirectly, using cookies. Please see our Cookie Policy [insert link to cookie policy] for further information.

We may link to certain third party websites and applications. In those circumstances, your use of the sites will be subject to this privacy policy and our website terms of use, whether you are required to click through or otherwise. In addition, the third party website may also impose its own terms and conditions and privacy policies on your activities on their website. However you access our sites, you agree to be bound by and comply with our website terms of use, and waive any objection to the enforceability thereof with respect to your use of the sites.

The lawful bases we rely on for processing this information are:

(a) We have a contractual obligation; and/or

(b) we have a legal obligation; and/or

(c) we have a legitimate interest; and/or

(d) consent where applicable i.e. in the case of cookies.

How long we keep your information

We will keep your personal information only for as long as necessary in line with regulatory and legal requirements and our internal data retention schedule, and will destroy it securely when it is no longer needed.

How we protect your information

The security of your information is important to us. We take all reasonable and appropriate steps to help protect your personal information in an effort to prevent loss, misuse, unauthorised access, disclosure, alteration, and unlawful destruction.

How we store your information

We follow generally accepted standards to protect the personal data submitted to us, both during transmission and once it is received. Depending on the nature of your relationship with Agentimise and what we hold your data for, we may use third party applications to process your data. Full details of our sub processors can be found further on in this policy.

Where we process your information

We may transfer personal data across international borders and may process personal data in jurisdictions other than the location of original collection.

Whether your personal data is processed within your country of residence or beyond, we will take steps to ensure that your data is subject to appropriate safeguards required of us under the privacy policy, applicable data protection laws, and appropriate legally recognised data transfer adequacy mechanisms such as UK International Data Transfer Agreement (IDTA) and Standard Contractual Clauses (SCCs). Personal data that is transferred outside your country of residence may be subject to lawful access by courts, law enforcement and other governmental authorities in accordance with the laws of the foreign jurisdiction.

How we share your information

Agentimise will never sell your information. From time to time we may send information to, receive information from, or exchange your personal information with:

• Partners or agents who support us to deliver our products and services to you, or that we refer you to, or that refer you to us.

• Companies who perform essential services for us.

• Third-party organisations that conduct research, analysis, and marketing activities on our behalf.

• Regulators, courts, or other public authorities.

• The emergency services in the case of an accident or emergency.

• In connection with or during negotiation of any merger, financing, acquisition, or dissolution, transaction or proceeding involving sale, transfer, divestiture, or disclosure of all or a portion of our business or assets to another company.

We will only share or exchange data with third parties with the protection of a written agreement and the ability to oversee their activities, unless information is required for legal or regulatory reasons.

Where we have relationships with other organisations that process your information on our behalf, we take care to ensure they have high data security standards. We will not allow these organisations to use your personal information for unauthorised purposes.

If the business is reorganised or sold to another organisation, we may transfer any personal information we hold to that organisation.

In the event that a third party may deliver all or part of the service requested by you, whilst the information you provide will be disclosed to them, it will only be used for the administration of the service provided and to maintain management information for business analysis.

Your data protection rights

Under data protection law, you have rights including:

Your right of access – You have the right to ask us for copies of your personal information.

Your right to rectification – You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.

Your right to restriction of processing – You have the right to ask us to restrict the processing of your information in certain circumstances.

Your right to object to processing – You have the right to object to the processing of your personal data in certain circumstances.

Your right to data portability – You have the right to ask that we transfer the information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

If you wish to exercise your data rights you can make a request via the information in the contact details section of this policy.

Please note that these rights are not absolute and may not apply in all circumstances. For example, we may be unable to erase your data if we are legally required to retain it, or if it is needed to establish, exercise, or defend legal claims.

How to complain

You can also complain to the ICO if you are unhappy with how we have used your data and you are a data subject based in the UK.

The ICO’s address:

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Helpline number: 0303 123 1113

ICO registration number: ZB939372

Sub Processors

The following third parties process personal data on behalf of Agentimise:

https://agentimiseai.notion.site/Sub-Processors-2538c1937bf6801e8848e025786bd1fe