Privacy Policy

This policy explains how Ajentci Ltd ("Ajentci", "we", "us") collects and uses personal data when you visit ajentci.co.uk or get in touch with us through it. We are the controller of that personal data under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Ajentci Ltd is a company registered in England and Wales under company number 17381896, with its registered office at 15 Mashie Link, Chelmsford, CM3 3FN, United Kingdom.

This policy covers our website only. If you become a client, our client agreement explains how we handle personal data as part of that work.

We only collect what you choose to give us, plus the limited technical information needed to run the site.

Information you give us:

• If you send us a message on our Get Started page: your name, email address and message, and your company and role if you choose to add them.
• If you then share when you're free for a follow-up call: the days, and whether morning or afternoon, that you select.
• If you book a call through our booking calendar: the details you enter, such as your name, email address, the time you choose and any notes you add. Cal.com collects these on our behalf.
• If you email us directly: your email address, what you write and anything you attach.

Information collected automatically:

• Our hosting provider, Vercel, keeps short-lived server logs of requests to the site. These include your IP address, browser type and the pages you request, and are used to keep the site secure and running.
• Your browser stores a few small settings on your device. See "Cookies and similar technologies" below.

We don't use analytics, advertising or tracking tools, and we don't build profiles of visitors.

Please don't send us sensitive information, such as details about health, through the site.

We use your personal data to:

• Reply to your enquiry, and arrange and hold any call you ask for. Lawful basis: our legitimate interest in responding to people who contact us or, where you're asking about working with us, taking steps at your request before entering into a contract.
• Keep a record of our conversations with you so we can follow up and pick up where we left off. Lawful basis: legitimate interests.
• Keep the site secure, block spam and abuse, and fix problems. Lawful basis: legitimate interests.
• Meet our legal obligations, and establish, exercise or defend legal claims. Lawful basis: legal obligation, or legitimate interests.

Where we rely on legitimate interests, we have weighed them against your rights, and we only use your data in ways you would reasonably expect. You can object at any time (see "Your rights").

We won't send you marketing emails unless you've asked to receive them, and every one will let you unsubscribe. We don't sell your personal data, and we don't make decisions about you by automated means alone.

We use a small number of service providers to run the site and handle enquiries. They act on our instructions only, under contracts that require them to keep your data secure:

• Vercel: hosts the website and keeps its server logs.
• Supabase: the database where messages and shared availability are stored.
• Resend: sends us an email notification when you send a message.
• Cal.com: runs our booking calendar, if you book a call.
• Google Workspace: receives enquiry notifications and any emails you send us.

We may also share personal data with our professional advisers (such as lawyers and accountants), with a buyer or successor if our business is sold or restructured, or where the law requires it, for example to comply with a court order.

We never sell your personal data.

Some of our providers are based in, or use servers in, the United States or other countries outside the UK. Where your personal data is transferred outside the UK, we make sure it is protected by a safeguard UK data protection law recognises: a UK adequacy decision (including the UK Extension to the EU-US Data Privacy Framework, where the provider is certified), the ICO's International Data Transfer Agreement, or the EU Standard Contractual Clauses with the UK Addendum.

Our enquiry database is hosted in Ireland, in the European Union. Contact us if you'd like more detail about the safeguards for a particular provider.

We keep personal data only for as long as we need it:

• Messages, shared availability and related emails: up to 12 months after our last contact with you. If you become a client, our client agreement applies instead.
• Call bookings: up to 12 months after the call.
• Server logs: a short period in line with Vercel's standard settings, usually no more than a few days.
• Settings stored in your browser: until you clear them.

We may keep data for longer where the law requires it or where it's needed for a legal claim. When we no longer need it, we delete or anonymise it.

We use appropriate technical and organisational measures to protect your personal data. The site is only served over an encrypted (HTTPS) connection. Messages are stored in a database that can't be read or written from the public website; only our server, using restricted credentials, can reach it. Access to our accounts is limited to the people who need it.

No system is completely secure. If a breach affecting your data is likely to put you at high risk, we'll tell you, and we'll report it to the ICO where the law requires.

We don't use cookies for analytics or advertising. The site uses your browser's own storage for a few things that make it work as you'd expect:

• Your light or dark theme choice, so it's remembered next time you visit.
• The home page image you were last shown, so you see a different one next time.
• A draft of your message on the Get Started page, kept only for the current browser tab so you don't lose it if you move to another page. It's cleared when you send your message or close the tab.

None of this is sent to us or used to identify you, and you can clear it at any time in your browser settings.

If you open the "Book a call" tab, our booking calendar loads from Cal.com, which may use its own cookies or similar technologies to run the calendar. The calendar only loads when you choose to open it. Cal.com's privacy policy explains how it uses them.

Under UK data protection law, you have the right to:

• Ask for a copy of the personal data we hold about you.
• Ask us to correct data that is wrong or incomplete.
• Ask us to delete your data.
• Ask us to limit how we use your data.
• Object to how we use your data where we rely on legitimate interests, and object to direct marketing at any time.
• Ask us to send data you gave us to you, or to another organisation, in a commonly used format.
• Withdraw your consent at any time, where we rely on consent.

To use any of these rights, email us at Business@ajentci.co.uk. There's usually no charge. We'll reply within one month, and we may need to confirm your identity first. Some rights have exceptions; if one applies, we'll explain why.

If you're unhappy with how we've handled your personal data, please contact us first so we can try to put it right.

You also have the right to complain to the Information Commissioner's Office (ICO), the UK's data protection regulator, at ico.org.uk/make-a-complaint or on 0303 123 1113.

We may update this policy from time to time. The date at the top of this page shows when it last changed. If we make significant changes, we'll make that clear on this page.

If you have any questions about this policy or how we handle your personal data, contact us:

• Email: Business@ajentci.co.uk
• Post: Ajentci Ltd, 15 Mashie Link, Chelmsford, CM3 3FN, United Kingdom