Agile Reviews Privacy Policy
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This policy explains how Agile Reviews collects and uses personal data about the businesses we work with, people who enquire about our service, and visitors to our website.
The short version: we collect what we need to talk to you, set you up and bill you. We never sell your data. You can ask us what we hold, correct it, or ask us to delete it at any time.
If you received a review request or another message from a business that uses Agile Reviews, section 2 explains how that works.
1. Who we are
Agile Reviews is a product of Agile Web Designs, registered in England and Wales under company number [number], whose registered office is at [address] (we, us, our).
We are the controller of the personal data described in this policy.
For any privacy question or request, contact us at:
- Email: info@agilewebdesigns.co.uk
2. Received a message from a business using Agile Reviews?
Businesses use Agile Reviews to ask their own customers for reviews and, in some cases, to send them other messages. If you received one of those messages:
- The business is responsible for your data. It decided to contact you and gave us your details to send the message. It is the controller, and we act only as its processor, on its instructions.
- To stop messages, reply STOP, or contact the business directly. We will mark you as do-not-contact as soon as we are told.
- For questions about your data, such as how the business got your details or what it holds, contact the business first. Its own privacy policy should explain how it uses your data.
- If you contact us instead, we will pass your request to the business promptly so it can respond.
We never use these customers’ details for our own marketing, and we never sell them.
3. What we collect and where it comes from
|
Who |
What we collect |
Where it comes from |
|---|---|---|
|
People who enquire |
Name, business name, email, phone number, business type, approximate number of customers, answers to our qualifying questions |
Forms on our website, lead forms on Facebook and Instagram, emails and calls |
|
Clients and their staff |
Contact details, job title, login details, Google Business Profile details, notes from calls and onboarding, support messages |
You, during sign-up, onboarding and use of the service |
|
Billing contacts |
Name, billing address, email, payment history |
You, and our payment provider (we never see or store full card numbers) |
|
Website visitors |
IP address, device and browser information, pages visited, how you arrived at our site |
Cookies and similar technologies, where you allow them (see section 6) |
|
Business information |
Publicly available details about your business, such as your Google rating, review count and competitors |
Google and other public sources, when you use our audit tools or we prepare for a call |
We do not knowingly collect special category data about you, such as health information.
4. How we use it and our lawful basis
|
Purpose |
Lawful basis |
|---|---|
|
Replying to your enquiry, calling you to discuss the service, and booking calls |
Legitimate interests: responding to people who have asked about our service |
|
Setting up and providing the service, onboarding and support |
Contract: necessary to deliver what you signed up for |
|
Billing, invoices and accounting records |
Contract and legal obligation: we must keep financial records |
|
Measuring and improving our advertising, including telling Meta and Google when an enquiry or sign-up happens |
Consent, where cookies are used; otherwise legitimate interests in understanding which adverts work |
|
Sending you news, tips and offers about Agile Reviews |
Legitimate interests, or consent where the law requires it (see section 5) |
|
Keeping our systems secure and preventing misuse |
Legitimate interests |
|
Complying with the law and handling legal claims |
Legal obligation and legitimate interests |
Where we rely on legitimate interests, we have weighed them against your rights. You can object at any time (see section 10).
5. Marketing from us
We send occasional emails and messages about Agile Reviews, such as tips on getting more reviews, product updates and offers.
- If you are a limited company or other corporate body, we may send these to your business email address under our legitimate interests.
- If you are a sole trader or partnership, or we are contacting you at a personal address, we will only do so where you are an existing client or have asked about our service and were given the chance to opt out when we collected your details, or where you have given consent.
Every marketing message includes a simple way to opt out. You can also email us at any time. Opting out of marketing does not affect messages we need to send about your account or service.
6. Cookies and tracking
Our website uses cookies and similar technologies. Essential cookies keep the site working. With your consent, we also use:
- Analytics cookies from Google, to understand how visitors use our site; and
- Advertising cookies and pixels from Meta (Facebook and Instagram) and Google, to measure our adverts and show them to people likely to be interested.
We may also tell Meta and Google, directly from our systems, when someone who came from one of their adverts makes an enquiry or signs up. We send this information in a hashed (scrambled) form so they can match it to their users without seeing it in plain text.
You can accept, reject or change your cookie choices at any time using the cookie banner or the Cookie Settings link at the bottom of our website. Rejecting non-essential cookies does not affect how the site works.
7. Who we share it with
We never sell your personal data. We share it only with:
- Service providers who help us run our business, including our CRM and automation platform, email and messaging providers, website hosting, payment processing, accounting, and scheduling tools. They act on our instructions and must keep your data secure.
- Advertising platforms (Meta and Google), as described in section 6.
- Professional advisers, such as our accountant or solicitor, where needed.
- Authorities or courts, where the law requires it.
- A buyer or successor, if our business is sold or restructured, who will be bound by this policy.
A current list of the service providers we use is available on request by emailing info@agilewebdesigns.co.uk.
8. International transfers
Some of our service providers store or process data outside the UK, including in the United States.
When that happens, we make sure an appropriate safeguard is in place, such as UK adequacy regulations, the UK Extension to the EU-US Data Privacy Framework, the UK International Data Transfer Agreement, or the EU Standard Contractual Clauses with the UK Addendum. You can ask us for more details about the safeguard used for a particular provider.
9. How long we keep it
|
Data |
How long |
|---|---|
|
Enquiries that do not become clients |
2 years from our last contact, then deleted |
|
Client account and service records |
For as long as you are a client, then 6 years after the service ends, to deal with any legal claims |
|
Billing and accounting records |
6 years from the end of the financial year they relate to, as required by tax law |
|
Marketing opt-outs |
Kept as long as needed to make sure we do not contact you again |
|
Website analytics data |
Up to 14 months, depending on the tool’s settings |
When we no longer need data, we delete it or make it anonymous.
10. Your rights
Under UK data protection law, you have the right to:
- access the personal data we hold about you;
- correct data that is wrong or incomplete;
- delete your data, where we no longer have a good reason to keep it;
- restrict how we use your data in certain circumstances;
- object to us using your data based on legitimate interests, and to direct marketing at any time;
- move data you gave us to another provider, where it is processed by automated means under contract or consent; and
- withdraw consent at any time, where we rely on it.
To use any of these rights, email us at info@agilewebdesigns.co.uk. We will respond within one month and will not charge you, unless a request is clearly unfounded or excessive. We may ask you to confirm your identity first.
