Privacy Policy
1. Who we are
Agile Mindware Limited ("we", "us", "our") is a company registered in England and Wales. Our registered office is:
C/O Khiz Accounting, 265 Purley Way, Croydon, CR0 0XZ, United Kingdom
This privacy policy explains how we collect, use, store, and protect personal data when you visit www.agilemindware.com or interact with us through this website.
For the purposes of UK GDPR and the Data Protection Act 2018, Agile Mindware Limited is the data controller of personal data processed via this website.
We are working towards registration with the UK Information Commissioner’s Office (ICO). Once registered, our ICO registration number will be published here.
2. How to contact us about your data
If you have any questions about this policy, want to exercise any of your rights described below, or wish to make a complaint, contact us at:
Email: info@agilemindware.com
Post: Agile Mindware Limited, C/O Khiz Accounting, 265 Purley Way, Croydon, CR0 0XZ, United Kingdom
We aim to respond to data-related enquiries within 30 days.
3. What personal data we collect
We only collect personal data that is necessary for the purposes described in this policy. The categories of data we collect are:
3.1 Information you provide directly
- Contact form submissions: name, email address, company name, message content, and any other information you choose to share when contacting us
- Email correspondence: any information you include when emailing us directly
- Booking enquiries: when you book a free AI audit or discovery call, we collect the information you provide for scheduling and follow-up
3.2 Information collected automatically
When you visit our website, we collect certain technical data automatically. With your consent, this includes:
- Analytics data via Google Analytics 4: anonymised information about your visit, including pages viewed, time on site, referring website, approximate geographic location (country/region level), device type, browser, and operating system
- Technical logs: IP address (truncated for analytics), date and time of visit, and pages accessed
We do not collect this analytics data until you have given consent via our cookie banner.
3.3 Information we do not collect
We do not currently use marketing or advertising cookies, retargeting pixels (such as Meta Pixel or LinkedIn Insight Tag), or live chat tracking on this website.
4. How we use your data and our legal basis
| What we use your data for | Legal basis under UK GDPR |
|---|---|
| Responding to enquiries and contact form submissions | Legitimate interests (responding to your direct request) and pre-contract performance |
| Sending you proposals, quotes, or follow-up communications about services you have enquired about | Legitimate interests and pre-contract performance |
| Delivering services to you under a signed engagement | Performance of a contract |
| Understanding how visitors use our website to improve it | Consent (you can withdraw this at any time via our cookie preferences) |
| Complying with legal, accounting, and tax obligations | Legal obligation |
| Defending our legal rights | Legitimate interests |
We will never sell your personal data. We will never use your data for marketing purposes without your explicit consent.
5. How we share your data
We share personal data with a limited number of service providers ("data processors") who help us operate the website and our business. Each is contractually bound to protect your data and process it only on our instructions.
| Provider | Purpose | Location of processing |
|---|---|---|
| Google (Google Analytics 4) | Website analytics (only with consent) | United States, with UK GDPR safeguards |
| Our website hosting provider | Hosting the website | TODO: confirm hosting provider and location |
| Our email provider | Receiving and responding to emails | UK / EEA |
| Our accounting and finance provider (Khiz Accounting) | Financial record-keeping for engaged clients | United Kingdom |
We do not transfer your personal data to any third party for their own marketing or commercial purposes.
International data transfers
Where data is transferred outside the United Kingdom (for example, to Google’s servers in the United States), we rely on:
- UK adequacy regulations where applicable, or
- Standard Contractual Clauses approved by the UK Information Commissioner
You can request a copy of these safeguards by contacting us at info@agilemindware.com.
6. Cookies
A cookie is a small text file stored on your device when you visit a website. We use cookies to make the website function and, with your consent, to understand how visitors use it.
6.1 Essential cookies
These cookies are strictly necessary for the website to function. They cannot be disabled. They include cookies that:
- Remember your cookie consent choice
- Maintain basic site functionality
6.2 Analytics cookies (require consent)
We use Google Analytics 4 to collect anonymised statistics about how visitors use the website. These cookies are only set after you give consent via our cookie banner.
You can change your cookie preferences at any time by clicking "Cookie preferences" in the website footer.
6.3 No marketing cookies
We do not currently use any marketing, advertising, or retargeting cookies on this website.
7. How long we keep your data
We only keep personal data for as long as necessary for the purpose it was collected, or as required by law:
| Data type | Retention period |
|---|---|
| Contact form / enquiry data | Up to 24 months from your last interaction with us, then deleted |
| Client engagement data | For the duration of our engagement plus 7 years (UK statutory retention period for business records) |
| Analytics data (Google Analytics 4) | 14 months from collection (the maximum retention setting we have configured) |
| Email correspondence | Up to 24 months from your last interaction with us, then deleted unless required for legal or contractual reasons |
8. Your rights under UK GDPR
You have the following rights over your personal data. To exercise any of these rights, email us at info@agilemindware.com.
| Right | What it means |
|---|---|
| Access | Request a copy of the personal data we hold about you |
| Rectification | Ask us to correct inaccurate or incomplete data |
| Erasure | Ask us to delete your data ("right to be forgotten"), subject to legal exceptions |
| Restriction | Ask us to limit how we use your data |
| Portability | Receive your data in a structured, machine-readable format |
| Object | Object to certain types of processing, including direct marketing |
| Withdraw consent | Withdraw consent for analytics cookies at any time via our cookie preferences |
| Lodge a complaint | Complain to the UK Information Commissioner’s Office at ico.org.uk or by calling 0303 123 1113 |
We will not charge a fee for responding to these requests in most cases, and will respond within 30 days.
9. How we protect your data
We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, or disclosure. These include:
- HTTPS encryption for all data transmitted to and from the website
- Access controls limiting who within our team can access personal data
- Vetted third-party processors with contractual data protection obligations
- Regular review of our data handling practices
No system can guarantee absolute security. If we become aware of a personal data breach that is likely to result in a risk to your rights and freedoms, we will notify the UK Information Commissioner within 72 hours and notify affected individuals where required.
10. Children’s data
This website is not directed to children under the age of 13. We do not knowingly collect personal data from children. If you believe we have inadvertently collected such data, please contact us so we can delete it.
11. Changes to this policy
We may update this policy from time to time to reflect changes in our practices or in applicable law. The "Last updated" date at the top of this page indicates when the policy was last revised. Material changes will be communicated via the website.
12. Complaints
If you are unhappy with how we have handled your personal data, please contact us first at info@agilemindware.com — we take concerns seriously and aim to resolve them quickly.
You also have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO):
- Website: ico.org.uk
- Helpline: 0303 123 1113
- Post: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF