This privacy notice was last updated on 5 April 2018. For your convenience, we have made this notice available on our homepage and at every point where personally identifiable information may be requested.
When You Visit our Websites
Whenever someone visits www.agilico.co.uk, we use Google Analytics – a third-party service – to collect standard internet log information and details of visitor behaviour patterns. We only process information in a way that allows us to discover the number of visitors to our site. Neither do we make, nor allow Google to make, any attempt to find out the identities of those who visit our website. Should we want to collect personally identifiable information from our site, we will let you know. Essentially, we will make it clear when we collect personal information and explain what we intend to do with it.
Cookies are small text files that are placed on your computer by the websites you visit. Such files make websites work, or work more efficiently, and provide information to the owners of the site.
How do I change my Cookie Settings?
Most web browsers allow some control of their cookies through the browser’s settings. To find out more about cookies, including how to see which cookies have been set as well as how to manage and delete them, visit www.aboutcookies.org or www.allaboutcookies.org.
To opt out of being tracked by Google Analytics across all websites, visit https://tools.google.com/dlpage/gaoptout
This refers to any information that you voluntarily submit to us and that identifies you personally, including your name, e-mail address, company name, address, phone number and other information about yourself or your business. Personal Information can also include information about you that is available on the internet, such as from Facebook, LinkedIn, Twitter and Google, or publicly available information that we acquire from service providers.
This refers to information about your computer and your visits to this website, such as your IP address, geographical location, browser type, referral source, length of visit and pages viewed.
Use of Personal Information
(a) improve your browsing experience by personalising the Websites and to improve the Subscription Service;
(b) send information to you which we think may be of interest to you by post, email or other means;
(c) send you marketing communications relating to our business or the businesses of carefully-selected third parties which we think may be of interest to you, and
(d) provide other companies with statistical information about our users – but this information will not be used to identify any individual user.
We may, from time to time, contact you on behalf of external business partners about a particular offering that may be of interest to you. In those cases, we do not transfer your unique Personal Information to the third party. In addition, we may share data with trusted partners who wish to contact you based on your request to receive such communications, help us perform statistical analysis or provide customer support. Such third parties are prohibited from using your Personal Information except for these purposes, and they are required to maintain the confidentiality of your information.
If you do not want us to share your personal information with these companies, please contact us.
We use the information collected from customers through our Subscription Service for the following purposes:
(a) to provide the Service (which may include the detection, prevention as well as resolution of security and technical issues);
(b) to respond to customer support requests; and
(c) to otherwise fulfil the obligations under the Agilico Customer Terms of Service.
Use of Navigational Information
We use Navigational Information to operate and improve the Websites and the Subscription Service. We may also use Navigational Information alone or in combination with Personal Information to provide you with personalised information about Agilico.
Customer Testimonials and Comments
We post customer testimonials and comments on our Websites; this content may contain Personal Information. We obtain each customer’s consent via email prior to posting the customer’s name and testimonial.
Social Media Features
To prevent unauthorised access, maintain data accuracy and ensure the correct use of information, we have put in place appropriate physical, electronic and managerial procedures to safeguard and secure the information we collect online.
Under the Data Protection Act 1998, you have rights as an individual which you can exercise in relation to the information we hold about you.
You can read more about these rights here: https://ico.org.uk/your-data-matters/
Agilico tries to be as transparent as possible with respect to giving people access to their personal information.
Individuals can find out if we hold any personal information by making a ‘subject access request’ under the Data Protection Act 1998. If we do hold information about you, we will:
- give you a description of it;
- tell you why we are holding it;
- tell you to whom it could be disclosed; and
- let you have a copy of the information in an intelligible form.
To make a request to Agilico for any personal information we may hold, you need to put the request in writing, addressing it to either our Technology Services department or the address provided below.
Should you agree, we will try to deal with your request informally; for example, we could provide you with the specific information you need by telephone. If we do hold information about you, you can ask us to correct any mistakes by, once again, contacting the Technology Services department.
You may unsubscribe from our marketing communications either by clicking on the ‘unsubscribe’ link located on the bottom of our e-mails, telephoning us or making a written request.
Attention: Privacy. Customers cannot opt-out of receiving transactional emails related to their account with us.
Agilico takes its responsibility to protect personal data seriously and therefore welcomes the opportunity to work within the General Data Protection Regulation (GDPR).
Our existing management systems are subject to rigorous and continual assessments by external auditors in line with ISO9001 guidelines. To complement existing systems, Agilico has established a GDPR committee with senior people from across the business including Head of Technology Services, Head of Marketing and Head of Human Resources.
Agilico needs to gather, retain and use certain information about their customers, suppliers, business contacts, employees and other people the organisation has a relationship with or may need to contact.
Our group ICO registrations are:
- Agilico Workplace Technologies (North): ZA242172
- Agilico Workplace Technologies (Midlands): ZB082664
- Agilico Workplace Technologies (South): ZB082647
- Agilico Software Limited: ZA150918
The aim of this policy is to standardise Agilico’s response to any reported data breach incident and ensure that they are appropriately logged and managed in accordance with best practice guidelines.
Agilico is committed to eliminating discrimination and encouraging diversity amongst our workforce.
Our aim is that our workforce will be truly representative of all sections of society and each employee feels respected and able to give their best. The purpose of our policy is to provide equality and fairness for all in our employment, including our recruitment process and customer engagement and not to discriminate on grounds of gender, gender reassignment, marital status (including civil partnerships), race, ethnic origin, colour, nationality, national origin, disability, sexual orientation, religion or age.
We oppose all forms of unlawful and unfair discrimination.
Modern slavery is a crime and a violation of fundamental human rights.
It takes various forms, such as slavery, servitude, forced and compulsory labour and human trafficking, all of which have in common the deprivation of a person’s liberty by another in order to exploit them for personal or commercial gain. We have a zero-tolerance approach to modern slavery and we are committed to acting ethically and with integrity in all our business dealings and relationships and to implementing and enforcing effective systems and controls to ensure modern slavery is not taking place anywhere in our own business or in any of our supply chains.
Our Gender Pay Gap Report sets out the gender pay gap statistics for the Agilico Group in relation to the reporting year of 2021/2022.
Under the Equality Act 2010 (Gender Pay Gap Information) Regulations 2017, we are legally required to publish, on an annual basis, specified information relating to our gender pay gap.
The following information has been calculated in accordance with the Regulations and is legally compliant.
You will be required to read and accept these Terms and Conditions when signing up for an Account and purchasing a Subscription.
If you do not agree to comply with and be bound by these Terms and Conditions, you must stop using Verify immediately.
Request to download the full Verify Terms & Conditions
Our software privacy notices were last updated on 13 June 2022. For your convenience, we have made this notice available on our homepage and at every point where personally identifiable information may be requested.
Agilico Software Limited understands that your privacy is important to You and that You care about how Your Personal Data is used and shared. We respect and value the privacy of everyone who uses the Invu Link Share Service (“The Service”), and will only collect and use Personal Data in ways that are described here, and in a manner that is consistent with Our obligations and Your rights under the law.
1. Definitions and Interpretation
In this Policy, the following terms shall have the following meanings:
“The Service” – means the Invu Link Share Service operated by Us. This is a Cloud Document sharing service provided by Us that enables users of IDM operated by the Subscriber to share documents that are stored in the IDM with third party Recipients who do not have access to the IDM.
“IDM” – Invu Document Management software. Software used by Subscribers to store and process their electronic documents.
“Subscriber(s)” – A business (or one of its users) of the Invu Link Share service who is inviting a Recipient to share a document using The Service.
“Recipient(s)” – The business (or one of its users), who is the target of the Subscribers intent to share data.
“Shared Documents” – The documents that are originally held in the IDM operated by the Subscriber and made available to the Recipient using The Service.
“You, Your” – The Subscriber or the Recipient of The Service.
“Personal Data” – means any and all data that relates to an identifiable person who can be directly or indirectly identified from that data. In this case, it means personal data that You give to Us via Our Service. This definition shall, where applicable, incorporate the definitions provided in the EU Regulation 2016/679 – the General Data Protection Regulation (“GDPR”).
“We/Us/Our” – means Agilico Software Limited, a limited company registered in England under company number 03319922, whose registered address is Ellenborough House C/O Harrison Clark Rickerbys, Wellington Street, Cheltenham, England, GL50 1YD.
2. Information About Us
2.1 Our Site is owned and operated by Agilico Software Limited, a limited company registered in England under company number 03319922, whose registered address is Ellenborough House C/O Harrison Clark Rickerbys, Wellington Street, Cheltenham, England, GL50 1YD.
2.2 Our VAT number is 705349736.
2.3 We have not appointed a Data Protection Officer, our GDPR committee who are responsible for data protection can be contacted by email at email@example.com.
2.4 We are registered with the Information Commissioner’s Office reference ZA150918.
2.5 Our ultimate holding Company Agilico Software Limited is registered with the Information Commissioners Office reference Z1223050.
3. What Does This Policy Cover?
4. Your Rights
4.1 As a data subject, You have the following rights under the GDPR, which this Policy and Our use of Personal Data have been designed to uphold:
4.1.1 The right to be informed about Our collection and use of Personal Data;
4.1.2 The right of access to the Personal Data We hold about You (see section 12);
4.1.3 The right to rectification if any Personal Data We hold about You is inaccurate or incomplete (please contact Us using the details in section 14);
4.1.4 The right to be forgotten – i.e. the right to ask Us to delete any Personal Data We hold about You (We only hold Your Personal Data for a limited time, as explained in section 6, but if You would like Us to delete it sooner, please contact Us using the details in section 14);
4.1.5 The right to restrict (i.e. prevent) the processing of Your Personal Data;
4.1.6 The right to data portability (obtaining a copy of Your Personal Data to re-use with another service or organisation);
4.1.7 The right to object to Us using Your Personal Data for particular purposes; and
4.1.8 Rights with respect to automated decision making and profiling.
4.2 If You have any cause for complaint about Our use of Your Personal Data, please contact Us using the details provided in section 14 and We will do Our best to solve the problem for You. If We are unable to help, You also have the right to lodge a complaint with the UK’s supervisory authority, the Information Commissioner’s Office.
4.3 For further information about Your rights, please contact the Information Commissioner’s Office or Your local Citizens Advice Bureau.
5. What Data Do We Collect?
We process the following Personal Data and non-personal data:
5.2 Email address;
5.3 Mobile phone number (when required using SMS for a secure link);
5.4 The content of the Cover Note used;
5.5 The content of the Shared Documents.
6.How Do We Use Your Data?
6.1 All Personal Data is processed and stored securely, for no longer than is necessary in light of the reason(s) for which it was first collected. We will comply with Our obligations and safeguard Your rights under the GDPR at all times. For more details on security see section 7, below.
6.2 Our use of Your Personal Data will always have a lawful basis, because it is necessary for Our performance of The Service for You, We may use Your Personal Data for the following purposes:
6.2.1 Where You are a Recipient for providing The Service;
6.3 You have the right to withdraw Your consent to Us using Your Personal Data at any time, and to request that We delete it.
6.4 We do not keep Your Personal Data for any longer than is necessary in light of the reason(s) for which it was first collected.
7. How and Where Do We Store Your Data?
7.1 We only keep Your Personal Data for as long as We need to in order to use it as described above in section 6, and/or for as long as We have Your permission to keep it.
7.2 We use third party services described in 8.4 below and to this extent some of Your data may be stored outside of the UK. You are deemed to accept and agree to this by using The Service and submitting information to Us. If We do store data outside the UK, We will take all reasonable steps to ensure that Your data is treated as safely and securely as it would be within the UK and under the UK GDPR using controls as described in 8.4.
7.3 Data security is very important to Us, and to protect Your data We have taken suitable measures to safeguard and secure data collected through The Service.
7.4 Steps We take to secure and protect Your data include:
7.4.1 The data a Subscriber provides to The Service identifying a Recipient is secured by encryption.
7.4.2 The transfer of the Shared Document from the IDM to The Service is secured by encryption.
7.4.3 The transfer of the Shared Document from The Service to the Recipient is secured by encryption.
7.4.4 The transfer of the audit trail data concerning who has had access to the document is secured by encryption.
8. Do We Share Your Data?
8.1 We may share Your Personal Data with other companies within the Agilico Group Limited to support The Service described in section 6.
8.2 We may sometimes contract with third parties to supply services to You on Our behalf. These may include, cloud platform services including encryption, email services and SMS services to deliver one-time passwords. In some cases, the third parties may require access to some or all of Your Personal Data . Where any of Your Personal Data is required for such a purpose, We will take all reasonable steps to ensure that Your Personal Data will be handled safely, securely, and in accordance with Your rights, Our obligations, and the obligations of the third party under the law.
8.3 We may compile statistics about the use of The Service, including data on traffic, usage patterns, user numbers, and other information. All such data will be anonymised and will not include any personally identifying data, or any anonymised data that can be combined with other data and used to identify You. We may from time to time share such data with third parties such as prospective investors, affiliates and partners. Data will only be shared and used within the bounds of the law.
8.4 The third party data processors used by Us and listed below are located outside of the UK. Where We transfer any Personal Data outside the UK, We will take all reasonable steps to ensure that Your Personal Data is treated as safely and securely as it would be within the UK and under the UK GDPR including:
8.4.1 We use a cloud based platform provided by Microsoft named “Azure”. The data processed by this platform is processed in the UK data region.
8.4.2 We use an SMS and email service supplied by Twilio, a copy of their Data Processing Addendum is available at https://www.twilio.com/legal/data-protection-addendum.
8.5 In certain circumstances, We may be legally required to share certain data held by Us, which may include Your Personal Data, for example, where We are involved in legal proceedings, where We are complying with legal requirements, a court order, or a governmental authority.
9. What Happens If Our Business Changes Hands?
10. How Can You Control Your Data?
10.1 If You are a Subscriber, in addition to Your rights under the UK GDPR, set out in section 4, when You submit the Recipient’s Personal Data via The Service, You may at any time revoke the request and all data submitted will be deleted and no longer held by The Service.
10.2 If You are a Recipient, You are given the option to opt out of The Service. If You choose to opt out, Your Personal Data will be deleted from The Service.
11. Your Right to Withhold Information
11.1 As a Subscriber, You can withhold information by reducing the amount of information You share in the cover note email, by restricting the type of documents You share and by choosing not to use secure links in order to avoid providing a mobile number.
11.2 As a Recipient, You can opt out of The Service via the email You receive inviting You to share the document and Your Personal Data will be deleted from The Service.
12. How Can You Access Your Data?
You have the right to ask for a copy of any of Your Personal Data held by Us, under the UK GDPR. No fee is payable and We will provide any and all information in response to Your request free of charge. Please contact Us for more details at firstname.lastname@example.org, or using the contact details below in section 14.
The Service only uses session cookies and these are deleted at the end of each session.
14. Contacting Us