Privacy Policy

Introduction

This Privacy Policy explains how and why Agenisy Ltd ("Agenisy", "we", "our", "us") collects, stores, uses, and shares your personal information when you use our website www.agenisy.com, platform, mobile applications, and associated services (collectively, "Services").

Please read this notice carefully to understand your rights, choices, and how we process your information.

If you do not agree with this policy, please stop using our Services. For any privacy-related queries, contact admin@agenisy.com.

1. Legal Grounds and Who We Are

Agenisy Ltd (Company No: [Insert]) is the data controller for the purposes of data protection laws.

‍We comply with:
- The Data Protection (Jersey) Law 2018
- The UK General Data Protection Regulation (UK GDPR)
- The Data Protection Act 2018

We usually collect information directly from you, but may also obtain details from publicly available sources (e.g. Companies House, LinkedIn, or other online platforms).

‍We process data under the following lawful bases:

2. Purposes for Processing Personal Information

We process your information to:
- Provide, improve, and manage your Agenisy account and Services.
- Enable AI assistants (e.g. Ellie, Eric, Fiona, Steve) to deliver automation such as estimates, quotes, compliance forms, invoices, and communication logs.
- Facilitate integrations with Google Workspace, Xero, Salesforce, WhatsApp, and other tools.
- Personalise and enhance platform features.Communicate with you regarding updates, billing, support, or marketing (if opted in).
- Ensure system security, prevent fraud, and maintain operational performance.
- Comply with legal and regulatory requirements.

We only process data for purposes compatible with the reason it was collected. If we intend to use it for a new purpose, we will notify you first and request consent where required.

3. Personal Information We Collect

We may collect the following categories of personal information:
- Identity data: Name, business name, username, password, job title.
- Contact data: Email address, phone number, address.
- Business data: Company registration details, VAT number, service categories, billing information.
- Payment data: Managed securely through payment processors such as Stripe.
- Usage data: Login history, activity logs, time stamps, user interactions with AI agents.
- Device and technical data: IP address, browser type, device ID, operating system, cookies.
- Content data: Uploaded documents (quotes, risk assessments, invoices, etc.), AI agent communication logs, support correspondence.
- Integration data: Connected system details from platforms like Gmail, Google Calendar, Xero, or Salesforce.

Failure to provide required data may prevent Agenisy from delivering certain Services.

For the purpose of system functionality, we may share your personal information with:
- Service providers: Hosting, database management, analytics, CRM, and communication tools (e.g. AWS, Twilio, Gmail, WhatsApp, Google Cloud).
- Payment processors: Stripe or similar providers.
- Professional advisors: Legal, accounting, or insurance partners.
- Regulators and authorities: To comply with legal obligations.
- Integration partners: For optional data syncing with connected apps.
- AI training systems: Only anonymised or aggregated data may be used to improve AI functionality.

We will never sell or rent your personal data.

International transfers are protected under the UK's International Data Transfer Agreement (IDTA) or Standard Contractual Clauses (SCCs).

5. How We Store and Protect Your Data

Data is stored securely within the UK and EU using encrypted systems and controlled access.Security measures include:
- Encrypted data transmission (TLS/SSL)
- Multi-factor authentication
- Regular audits and vulnerability testing
- Access limited to authorised personnel

Despite our efforts, online transmission is never 100% secure. Any data you transmit is at your own risk.

6. Data Retention

We retain data only for as long as necessary:
- Active account data: while the account remains open
- Transaction data: 7 years (for accounting and legal purposes)
- AI interaction logs: anonymised after 12 months
- Marketing data: until you withdraw consent

Once data is no longer required, it is securely deleted or anonymised.

7. Cookies

Agenisy uses cookies and similar technologies to improve user experience and analytics. You can manage cookie preferences through your browser or device settings.

For full details, see our Cookie Policy.

8. Your Rights

Under applicable data protection laws, you have the right to:
- Access -- request a copy of your personal data
- Rectify -- correct inaccurate or incomplete data
- Erase -- request deletion of your data
- Restrict -- limit processing under certain conditions
- Portability -- receive data in a machine-readable format
- Object -- to processing based on legitimate interests or for marketing
- Withdraw consent -- at any time for processing based on consent

To exercise these rights, contact admin@agenisy.com.We may require proof of identity before fulfilling your request.

9. Marketing and Communications

You may opt in to receive marketing or service updates from Agenisy. You can unsubscribe at any time by clicking the unsubscribe link in our emails or emailing admin@agenisy.com.

Even after unsubscribing, we may still contact you for essential service-related updates.

10. AI Assistants and Automated Processing

Agenisy's AI agents (e.g., Ellie, Eric, Fiona) assist with tasks such as estimating, quoting, and scheduling.

Automated processing is used only to improve efficiency and never to make legally binding decisions without human review. We will notify you if this position changes.

11. Third-Party Links

Our platform may contain links to third-party websites (e.g., partner integrations or resources). We are not responsible for their privacy practices or content. Please review their policies before interacting.

12. Updates to This Policy

We may update this Privacy Policy periodically to reflect changes in law, technology, or business practices.

Any updates will appear on this page with a revised "Last updated" date. Significant changes may also be communicated by email or platform notification.

13. Complaints

If you have any concerns about how we process your data, please contact us first at admin@agenisy.com.

If you are unsatisfied, you can contact:
‍Jersey Office of the Information Commissioner
www.jerseyoic.org
‍or
UK Information Commissioner's Office (ICO)
www.ico.org.uk

14. Contact Us

Agenisy Ltd
‍Email: admin@agenisy.com
Address: 98 Hornchurch Road, Hornchurch, Essex, United Kingdom, RM11 1JS