Privacy Policy

This is the privacy policy for Agile Solutions (GB) Ltd (“we”, “our”, “us”). This Policy explains how and why we collect and use personal data, and what we do to ensure it is kept private and secure.

Click on any of the following sections to jump directly to that heading:
CONTENTS

4. The Personal Data We Collect

5. How We Use Your Personal Data

7. Storage and Retention of Personal Data

8. Disclosing Personal Data and Third-Party Data Sharing

9. Disclosures Required by the Law

10. Telephone, Virtual Meeting and Video Call Recordings

13. Security, Confidentiality and Fraud Prevention

14. Artificial Intelligence and Automated Decision-Making

15. Use of Cloud and Technology Partners

16. Your Data Protection Rights

17. Links to Third Party Websites

1. Introduction

Agile Solutions (GB) Ltd (‘Agile Solutions’, ‘we’, ‘us’, ‘our’) is a company registered in England and Wales with Company No. 8997297 and registered office at 454 Exchange House, Midsummer Boulevard, Milton Keynes, England, MK9 2EA. We may also use several other companies that we own or control when providing services to you or your business (our “Affiliates”).

At Agile Solutions, your privacy is our top priority. This Privacy Policy outlines how we collect, use and protect your personal data, and the measures we implement to uphold its confidentiality and security. It is intended to provide transparency and clarity regarding our practices with data, and to inform you of your rights and choices. We are committed to continually adhering to applicable data legislation, especially as technology evolves, along with the usage of Artificial Intelligence (‘AI’) and emerging regulatory frameworks pertaining to this.

We operate or control the following domains (collectively, our (“Website”)):
(a) agile.co.uk

For the purposes of data protection law, we will be a controller of the personal data we hold about you. This means we make decisions about how and why your data is used and have a legal duty to make sure that your rights are protected.

2. Terms and Definitions

To ensure transparency, clarity and consistency in how we collect, manage, use and protect your personal data, the following key terms and definitions used throughout this Privacy Policy are as follows:

Personal Data: Any information relating to an identified or identifiable natural person ('data subject'); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.

Processing: Any operation or set of operations which is performed on personal data or on sets of personal data, whether or not by automated means, such as collection, recording, organisation, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction.

(Data) Processor: A natural or legal person, public authority, agency or other body which processes personal data on behalf of the controller.

(Data) Controller: The natural or legal person, public authority, agency or other body which, alone or jointly with others, determines the purposes and means of the processing of personal data; where the purposes and means of such processing are determined by Union or Member State law, the controller or the specific criteria for its nomination may be provided for by Union or Member State law.

Affiliates: Entities which are legally connected to Agile Solutions through common ownership, control or a group structure. This includes parent organisations, subsidiaries or partner companies that may assist in the provision of our services and solutions.

Clients: Any individual, business, organisation or entity that engages Agile Solutions with the aim of leveraging our provision of professional consultancy services and solutions in regards to their existing data-related challenges, cloud technologies, or related areas.

Third Parties: External partners, platforms, or service providers that are not owned or operated by Agile Solutions but may support the delivery of our services and solutions on our behalf. These parties may process personal data strictly under applicable legislation and this Privacy Policy.

Artificial Intelligence (‘AI’) : A set of advanced computational systems and algorithms designed to simulate human intelligence processes, including activities such as learning, reasoning, decision-making and problem-solving. At Agile Solutions, we may adopt AI to augment and enhance our data-related activities and processes, including data analysis, the generation of predictive insights, the automation of routine processes as well as supporting any other solution delivery procedures, all of which will be conducted within a framework of ethical governance and regulatory compliance.

Automated Decision-Making: A process whereby a decision is made solely by automated means without human intervention.

Cloud: Refers to the delivery of computing services – including servers, databases, storage, networking, software and more – over the internet, rather than through on-premises infrastructure. Agile Solutions leverages cloud services regularly to provide secure, scalable and resilient environments for storage, processing data and the deployment of solutions, typically through trusted partners such as Microsoft Azure and Amazon Web Services (‘AWS’).

Cookies: Small data files placed on a user’s device when visiting a website. These help understand user behaviour, improve site functionality to enhance user experience and tailor content. Users can control or disable cookies throughout their browser settings at any time.

3. Relevant Legislation

Agile Solutions is dedicated to protecting the privacy and confidentiality of our clients’ information which we are entrusted with in accordance to relevant legislation where applicable. This includes:
⁃ The UK General Data Protection Regulation (UK GDPR)
⁃ The Data Protection Act 2018 (DPA)
⁃ The Investigatory Powers Act 2016 (IPA) and, where relevant, the Regulation of Investigatory Powers Act 2000 (RIPA)
⁃ The Telecommunications (Lawful Business Practice) (Interception of Communications Regulations) 2000
⁃ The Privacy and Electronic Communications Regulations 2003 (PECR)
⁃ The Human Rights Act 1998
⁃ The Equality Act 2010
⁃ The Freedom of Information Act 2000
⁃ The Consumer Rights Act 2015
⁃ The Network and Information Systems (NIS) Regulations 2018
⁃ The UK Government’s AI Regulation White Paper 2023
It is also essential to note our commitment to complying with regulation regarding the idea of children’s data when required. Agile Solutions recognises that children require special consideration when it comes to the protection of their personal data. We ensure that any processing of children’s data is conducted in line with the UK General Data Protection Regulation and the Data Protection Act 2018.

4. The Personal Data We Collect

We collect the following types of personal data:

Data You Give Us
When you fill in forms on our website, we will receive the personal data they contain. This information may be provided at the time of requesting information about what we do or registering to attending a training session we provide. If you contact us, we may keep a record of that correspondence.

Information We Collect About You From Public Sources
We are committed to maintaining a thorough understanding of the industry in which we operate. As part of this, we conduct research into organisations we may wish to engage with—whether as potential suppliers, partners, or recipients of our services. During this research, we may collect personal data from publicly available sources, such as LinkedIn profiles, press articles, or open government databases like Companies House. Additionally, we may receive personal information when you interact with us directly, for example by posting on our social media pages, connecting with us on LinkedIn, or engaging with us on platforms such as Twitter.

We only collect personal data that is publicly available and will ensure it is not used in a manner that infringes on your privacy. We will always respect your preferences if you inform us that you do not wish to be contacted for these purposes.

Information We Collect From Affiliates
We may obtain personal information about you from our Affiliates (Agile Recruitment) regardless of whether these entities share the Agile Solutions brand. We may use any high-level personal information that we obtain from our Affiliates in accordance with the terms under which that information was collected by that Affiliate.

Information We Collect As Part Of Our Contract With You
If you engage us to develop software, integrate software solutions into your systems, or provide technical support, it may be necessary for us to access your customer database to deliver these services. This database may contain personal data relating to your individual customers, or their employees in the case of business-to-business relationships. In certain circumstances, accessing or temporarily holding this information is essential to enable software development, performance enhancements, or the resolution of technical issues. Where access to your customer database is required, we will notify you in advance.

We will always process personal data in accordance with the principles set out in the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, including the principles of lawfulness, fairness and transparency, purpose limitation, data minimisation, and integrity and confidentiality. Access to personal data will be strictly limited to what is necessary for the delivery of our services, and it will not be used for any unrelated purposes. All data is stored on secure servers located within the EU, either on our premises or within trusted third-party data centres. Our employees are bound by strict confidentiality obligations, and we will never process customer personal data in a manner that you have not expressly authorised.

Technical Data
When you visit our Website, we may collect information about your visit, including the full Uniform Resource Locators (URL) clickstream to, through and from our Website (including the date and time); pages you viewed; page response times, download errors, lengths of visits to certain pages, page interaction information (such as scrolling, clicks and mouse-overs), methods used to browse away from the page; if you linked to our site from another website, the address of that website, and, if you linked to the site from a search engine, the address of that search engine and the search term you used; and actions performed on the Website using cookies and page tagging techniques to help us improve the Website.

Special Category Data (Also Known As Sensitive Personal Data)
We do not collect any Special Categories of personal data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.

5. How We Use Your Personal Data

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

(a) where we need to perform a contract with you;
(b) where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests (see the "Legitimate Interests" section below); and
(c) where we need to comply with a legal or regulatory obligation.
We may use personal data held about you in the following ways:
(a) to provide users with offerings that have been requested;
(b) to communicate with you about news, new products and other activities happening at Agile Solutions;
(c) to research the effectiveness of the Website and the marketing, advertising and sales approach we have taken;
(d) to process job applications;
(e) to ensure that content from our Website is presented in the most effective manner for you and for your device;
(f) to respond to queries you send us; and
(g) to carry out our obligations arising from any contracts entered into between you and us, or between us and our clients e.g. where you are an employee of a client.
When contacting you for the above purposes we may do so by phone, post, email or other electronic means, unless you instruct us not to do so.

Your data will be treated in accordance with applicable data protection law. It will not be disclosed to anyone outside of Agile Solutions, its Affiliates and any other parties named or described in Section 8.

6. Legitimate Interests

We may rely on legitimate interests to process your personal data, provided that your interests do not override our own. Where we rely on legitimate interests, these interests are:

(a) to keep our records updated and to study how our Website is used;
(b) to administer and protect our business and web presence (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting); and
(c) to grow our business and inform our marketing strategy.

7. Storage and Retention of Personal Data

Where We Store Your Personal Data
We store all of your personal data within the European Economic Area (“EEA”) and do not foresee a need to transfer it outside of the EEA. However, if this does occur, we will make sure that it is transferred securely, and in a way which complies with applicable law.

How Long We Keep It
We collect and store personal data for purposes connected with our business. As such, we will only retain your personal data for as long as necessary for those purposes. If you send us personal data in connection with a job application but are not given a position within Agile, we may keep it for up to 2 years in order to guard against legal risks.

We keep information which forms part of our business record for 6 years, in order to guard against the risk of a legal claim or a request by the tax authorities to review our business records.

8. Disclosing Personal Data and Third-Party Data Sharing

In order to help us deliver our services to the best possible standards, while simultaneously enhancing operational efficiency or fulfilling contractual obligations, it may be necessary for us to share personal data with trusted third-party entities. Where we do so, any such disclosure will be on the basis that these third parties are required to keep the data we give them confidential and secure, and will not use it for any other purpose than to carry out the services they are performing for us. Such recipients are contractually bound to protect the data that they are entrusted with. In addition, such sharing will be strictly controlled and conducted in compliance with applicable data legislation. This may include the following types of recipients:

(a) Third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this policy;
(b) Our professional advisers
(c) Our Affiliates
Agile Solutions will not disclose the personal information that you provide us to any third parties for their own direct marketing activities.

9. Disclosures Required by the Law

We are subject to the law like everyone else. We may be required to give information to legal authorities if they so request or if they have the proper authorisation such as a search warrant or court order.

We also may need to retain and disclose certain personal data about you to regulatory authorities and to appropriate agencies to conduct anti-money laundering checks and to assist with fraud prevention. We will disclose this information as is required by law.

10. Telephone, Virtual Meeting and Video Call Recordings

At Agile Solutions, we value transparency, accountability, and the integrity of our client and stakeholder communications. In certain circumstances, we may record telephone or video calls, including virtual meetings conducted via collaboration & communication platforms such as Microsoft Teams, as part of our service delivery, quality assurance, training and internal documentation processes. We shall ensure that the use of these recordings is fair and that we comply with the requirements of the relevant legislation.
We may record calls or virtual meetings for the following purposes:
(a) To ensure the accuracy of information shared or agreed upon
(b) To monitor and improve the quality of our services
(c) To document findings and requirements to aid with service delivery, thereby helping us ensure that we are providing you with information tailored specifically to the needs of your business
(d) To maintain a reliable record of key decisions and themes discussed for reference
(e) To support our staff training and continuous professional development processes

All calls that are associated with and facilitate our processes - including calls involving our internal sales teams, calls with our clients, calls based on training & knowledge sharing, and any other necessary communication including progress check-ins – will inherently revolve around the idea of consent from any participants, who will be informed in advance regarding the idea of recording a call. The following guidelines will be followed:
(a) If it becomes clear that a communication is private or the person making the call says that they do not wish to have their call recorded, the call will either not be recorded from the start if explicitly stated or the recording will be stopped should the person choose to withdraw their consent. Participants will be notified of the idea of recording calls before any recording is to take place.
(b) We will only retain call recordings which result in a meeting with us. Recordings will be retained for no longer than 120 days from the date of the meeting. These recordings will only be used for the purposes specified in this policy.
(c) The recordings will be stored securely, with access to the recordings controlled and managed by the Data Protection Officer. Access will be given to Directors, Heads of Departments and Managers, as they will be assessing call quality and attending meetings.

11. Cookies

A cookie is a small file of letters and numbers that we store on your browser or device if you agree.

We use the following types of cookies:

(a) Strictly Necessary Cookies.
These are cookies that are required for the operation of our Website. They include, for example, cookies that enable you to log into secure areas of our Website.

(b) Analytical/Performance Cookies
These cookies allow us to recognise and count the number of visitors and to see how visitors move around our Website. This helps us to improve the way it works, for example, by ensuring that users are finding what they are looking for easily.

(c) Google Analytics
Our Website uses Google Analytics, a web analytics service provided by Google Inc. (Google). Google Analytics uses cookies to help the website analyse how users use the site. The information generated by the cookie about your use of the website (including your IP address) will be transmitted to and stored by Google on servers in the United States. Google will use this information for the purpose of evaluating your use of the website, compiling reports on website activity for Agile Solutions, and providing other services relating to website activity and internet usage. Google may also transfer this information to third parties where required to do so by law, or where such third parties process the information on Google’s behalf. Google will not associate your IP address with any other data held by Google. Any information collected will be used in accordance with our own privacy policy and Google’s privacy policy.
Refusing Cookies
If you wish to refuse Google’s cookies, you can do so by downloading and installing Google Analytics Opt-out Browser Add-on. More generally, you can refuse to accept some or all cookies by modifying settings within your browser. For guidance on how to do this visit http://www.aboutcookies.org. However, if you block strictly necessary cookies, you may be unable to access certain parts of our Website.
Strictly Necessary Cookies
These cookies are necessary for the website to function and cannot be switched off in our systems. They are usually only set in response to actions made by you which amount to a request for services, such as setting your privacy preferences, logging in or filling in forms. You can set your browser to block or alert you about these cookies, but some parts of the site will not then work. These cookies do not store any personally identifiable information.
Cookies used:
• OptanonConsent
• OptanonAlertBoxClosed
Performance Cookies
These cookies allow us to count visits and traffic sources so we can measure and improve the performance of our site. They help us to know which pages are the most and least popular and see how visitors move around the site. All information these cookies collect is aggregated and therefore anonymous. If you do not allow these cookies we will not know when you have visited our site, and will not be able to monitor its performance.
Cookies used:
• _ga
• _gat
• _gid
• _mkto_trk
Categories
Cookies (60 Days)
a1webstrategy.com
• __cfduid (364 days)
Targeting Cookies
These cookies may be set through our site by our advertising partners. They may be used by those companies to build a profile of your interests and show you relevant adverts on other sites. They do not store directly personal information, but are based on uniquely identifying your browser and internet device. If you do not allow these cookies, you will experience less targeted advertising.
Categories
Cookies (60 Days)
app-lon06.marketo.com
• BIGipServerPOOL-162.13.65.76-443-na-LON06 (Session)
876-gcw-609.mktoresp.com
• BIGipServerPOOL-162.13.65.78-MUNCHKIN-80-LON06 (Session)
youtube.com
• SID (2915168 days)
• HSID (2915168 days)
• demographics (2915168 days)
• VISITOR_INFO1_LIVE (179 days)
• APISID (2915168 days)
• LOGIN_INFO (2915168 days)
• GPS (< 1 days) • SSID (2915168 days) • YSC (Session) • SAPISID (2915168 days) google.com • NID (182 days) doubleclick.net • IDE (2915168 days) You can manage your cookie settings at any time using the button below. Cookie Settings

12. Marketing

Where you are acting as an agent, employee or contractor of one of our business customers, we may send you information about our products and services by e-mail or post. If you wish to opt out of receiving such material, please either contact us using the details given in Section 18, or click the “unsubscribe” link in any of our marketing e-mails.

13. Security, Confidentiality and Fraud Prevention

Security
At Agile Solutions, we also inherently prioritise the security and confidentiality of the data we process. We recognise our responsibility to assist with the protection of information assets from unauthrorised access, misuse, and security threats – both internal and external.
We implement a comprehensive set of technical and organisational measures to uphold the confidentiality, integrity and availability of personal and business-critical data while maintaining a vigilant posture towards the anticipation and prevention of fraud, including:
(a) End-to-End Encryption
(b) Role-Based Access Controls (‘RBAC’) & Permissions
(c) Multi-Factor Authentication (‘MFA’)
(d) Threat Detection
(e) Regular Audits
(f) Staff Training
Furthermore, we align our security and privacy practices with internationally recognised standards published by the International Organisation for Standardisation (ISO), including:
• ISO/IEC 27001 – Information Security Management Systems (ISMS)
• ISO/IEC 27701 – Privacy Information Management Systems (PIMS)
• ISO/IEC 27017 – Cloud Security
• ISO/IEC 27018 – Protection of Personal Data in Cloud Environments
Where applicable, we support our clients in meeting their own compliance and regulatory requirements by operating in a manner aligned with these standards and relevant legislation.
Confidentiality
Moreover, we apply robust access controls, secure file transfer protocols & mechanisms and strict internal protocols to ensure data is only accessible to the right people at the right time as particularly to those with legitimate business interest. In cases where projects involve sensitive and confidential data, we conduct Data Protection Impact Assessments (DPIAs) as a means of assessing and mitigating data protection risks associated with processing personal data especially if it has potential to result in a high risk to the rights and freedoms of individuals, mandatory under UK General Data Protection (UK GDPR).
Fraud Prevention
In regards to the idea of fraud prevention and the consistent theme of prioritising the safety of individuals, safeguarding the integrity of our services and protecting the personal data we handle is paramount. We implement the aforementioned proactive measures to detect, prevent, and respond to fraudulent or malicious activity (including phishing attempts, identity theft, and unauthorised access) that could compromise the trust of our clients, partners, or data subjects.
As part of our ongoing commitment to maintaining robust security standards, Agile Solutions is certified under the Cyber Essentials scheme, which is a UK Government-backed certification that demonstrates our dedication to safeguarding our people and systems to the most common cyber threats.

14. Artificial Intelligence and Automated Decision-Making

At Agile Solutions, we embrace the transformative power of Artificial Intelligence (‘AI’) to augment our delivery of efficient, insightful, and scalable data-driven solutions. In certain scenarios, when appropriate, we may utilise automated processing techniques, including usage of AI, to support our decision-making processes as part of our internal operations or as part of the services we provide to our clients. Automated decision-making can include algorithmic assessments, intelligent recommendations and predictive modelling to help us streamline our business processes.

In scenarios where automated decision-making is deployed in a manner which can significantly impact individuals – including profiling, we ensure to follow guidance in the relevant legislation to ensure that appropriate safeguards in place. This includes the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 (DPA) as well as the Equality Act 2010 due to the possibility of AI algorithms leading to discriminatory outcomes, even if unintentional.

Moreover, in line with the UK Government’s AI Regulation White Paper released in 2023, we remain committed to adopting and implementing AI in a manner which is fair, transparent and adheres to evolving ethical and regulatory frameworks. We therefore also diligently and continuously evaluate the impact of automated processing to ensure it aligns with our values, our clients’ interests, and the rights of data subjects.

15. Use of Cloud and Technology Partners

Considering that we operate in a digitally interconnected landscape, Agile Solutions leverages industry-leading cloud infrastructure and technology partners as part of our remit to deliver secure, high-performance services and solutions aligned to our clients’ needs. This includes platforms such as Microsoft Azure, Amazon Web Services (AWS), and other trusted providers that meet rigorous security, compliance, and privacy standards.
Our cloud partners maintain internationally recognised certifications, including ISO/IEC 27001 (Information Security Management), ISO/IEC 27701 (Privacy Information Management), SOC 2, and CSA STAR Certification. We regularly review our partners' compliance status to ensure alignment with evolving regulatory, ethical, and operational requirements.
Our commitment to secure and responsible innovation is underpinned by a philosophy of selecting cloud and technology partners not only for their performance, but also for their approach to ethics, transparency, and privacy. We prioritise partners that demonstrate robust data protection practices, including support for data sovereignty and secure processing across recognised jurisdictions.

16. Your Data Protection Rights

We want you to remain in control of your personal data. Part of this is making sure you understand your legal rights, which are as follows:

(a) where your personal data is processed on the basis of consent, the right to withdraw that consent;

(b) the right to confirmation as to whether or not we are holding any of your personal data and, if we are, to obtain a copy of it;

(d) the right to have inaccurate personal data rectified;

(e) the right to object to your personal data being used for marketing or profiling, or on the basis of our or a third party’s legitimate interests;

(f) the right to restrict how your personal data is used; and

(g) the right to be forgotten, which allows you to have your personal data erased in certain circumstances (though this is not an absolute right and may not apply if we need to continue using it for a lawful reason).
If you would like further information about any of your rights or wish to exercise them, please contact us using the details given in Section 18.

Please keep in mind that there are exceptions to the rights above and, though we will always try to respond to your satisfaction, there may be situations where we are unable to do so (for example, because the information no longer exists or there is an exception which applies to your request).

If you are not happy with our response, or you believe that your data protection or privacy rights have been infringed, you should contact the UK Information Commissioner's Office, which oversees data protection compliance in the UK. Details of how to do this can be found at www.ico.org.uk.

17. Links to Third Party Websites

This Privacy Policy applies solely to the personal data collected by Agile Solutions and does not apply to third party websites. Agile Solutions is not responsible for the privacy policies of third party websites. Agile Solutions advises users to read the privacy policies of other websites before providing them with any personal data.

18. Contact Information

For any questions or concerns about this Privacy Policy, our Data Protection Officer can be contacted by writing to us at our registered address, telephoning us on 01908 010618 or contacting us via e-mail at privacy@agile.co.uk

19. Updating This Policy

We may update this Policy at any time. When we do, we will post a notification on the main page of our Website and we will also revise the updated date at the bottom of this page. We encourage users to frequently check this page for any changes to stay informed about how we are helping to protect the personal data we hold.

This policy was last updated on 1st May 2025.