Privacy Policy

1. Data Controller

The data controller responsible for your personal data is:

We have not appointed a Data Protection Officer as we are a small organisation. For any data protection queries, please contact us using the details above.

2. Introduction

Agni AI Solutions Ltd ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website or use our AI products and services, in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Please read this privacy policy carefully. By accessing or using our services, you acknowledge that you have read, understood, and agree to be bound by all the terms of this privacy policy.

3. Information We Collect

Personal Information

We may collect personal information that you voluntarily provide to us when you:

• Register for our services or products
• Request a strategy call or demo
• Subscribe to our newsletter
• Contact us for support or inquiries
• Use our AI products (HirebyAI.io, Agni Insight, etc.)

Automatically Collected Information

When you access our website and have consented to analytics cookies, we may automatically collect certain information, including:

• Device information (browser type, operating system)
• IP address and location data
• Usage data and browsing patterns
• Cookies and similar tracking technologies (only with your consent)

4. Lawful Basis for Processing

Under the UK GDPR, we must have a lawful basis for processing your personal data. We rely on the following bases:

• Consent (Article 6(1)(a)): For placing analytics cookies on your device and sending marketing communications. You may withdraw consent at any time.
• Contract (Article 6(1)(b)): For processing data necessary to perform our services when you purchase a subscription or request a demo/strategy call.
• Legitimate Interest (Article 6(1)(f)): For improving our website, fraud prevention, and internal analytics. We have conducted a Legitimate Interest Assessment to ensure this does not override your rights.
• Legal Obligation (Article 6(1)(c)): For retaining financial records as required by HMRC and Companies Act 2006.

5. How We Use Your Information

We use the information we collect for various purposes, including to:

• Provide, operate, and maintain our AI products and services
• Improve, personalise, and expand our offerings
• Process transactions and send related information
• Respond to your comments, questions, and requests
• Send you technical notices and support messages
• Communicate about products, services, and events (with consent)
• Monitor and analyse trends, usage, and activities (with consent for cookies)
• Detect, prevent, and address technical issues
• Comply with legal obligations

6. Sharing of Information

We may share your information in the following situations:

• Service Providers: With third-party vendors who perform services on our behalf (e.g., payment processing via Stripe, email delivery via Resend)
• Business Transfers: In connection with any merger, sale, or acquisition
• Legal Requirements: When required by law or to protect our rights
• With Your Consent: With your explicit consent for any other purpose

We do not sell, rent, or trade your personal information to third parties for marketing purposes.

7. International Data Transfers

Some of our service providers (including cloud hosting and analytics providers) are based outside the United Kingdom. When we transfer your personal data internationally, we ensure appropriate safeguards are in place:

• Adequacy decisions: We rely on the UK Secretary of State's adequacy regulations where available
• Standard Contractual Clauses: Where no adequacy decision exists, we use UK International Data Transfer Agreements (IDTAs) or the UK Addendum to EU Standard Contractual Clauses
• Additional measures: We assess whether supplementary technical or organisational measures are needed on a case-by-case basis

You may request a copy of the safeguards in place by contacting us at contact@agniaisolutions.com.

8. Data Security

We implement appropriate technical and organisational security measures to protect your personal information against unauthorised access, alteration, disclosure, or destruction. These measures include:

• Encryption of data in transit and at rest
• Regular security assessments and audits
• Access controls and authentication mechanisms
• Employee training on data protection

However, no method of transmission over the Internet or electronic storage is 100% secure, and we cannot guarantee absolute security.

9. Your Rights Under UK GDPR

Under the UK GDPR, you have the following rights regarding your personal data:

• Right of Access (Article 15): Request a copy of the personal data we hold about you
• Right to Rectification (Article 16): Request correction of inaccurate data
• Right to Erasure (Article 17): Request deletion of your personal data in certain circumstances
• Right to Data Portability (Article 20): Request a copy of your data in a machine-readable format
• Right to Object (Article 21): Object to processing based on legitimate interests
• Right to Restrict Processing (Article 18): Request restriction of processing in certain circumstances
• Right to Withdraw Consent: Where processing is based on consent, withdraw at any time without affecting the lawfulness of prior processing

To exercise these rights, please contact us at contact@agniaisolutions.com. We will respond within one month, as required by law.

Right to Complain: If you are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):

10. Cookies and Tracking

In accordance with the Privacy and Electronic Communications Regulations 2003 (PECR), we do not place any non-essential cookies on your device without your prior consent.

When you first visit our website, a cookie consent banner will ask for your permission before any analytics cookies are placed. You may accept or reject non-essential cookies at any time. Your preference is stored in your browser's local storage.

Types of Cookies We Use

• Strictly Necessary: Essential for website functionality (e.g., session management). These do not require consent.
• Analytics (Google Analytics 4): Used to understand how visitors interact with our website. Only placed with your consent. Data is processed by Google LLC under Standard Contractual Clauses.

To change your cookie preferences, clear your browser's local storage or use your browser's cookie settings.

11. Automated Decision-Making

Our AI products (such as HirebyAI.io) may use automated processing to assist with candidate screening and ranking. However, no solely automated decisions with legal or similarly significant effects are made about individuals without human review.

Our AI tools are designed to assist human decision-makers, not replace them. All final hiring or business decisions remain with the human users of our products. If you believe an automated decision has been made about you in error, you have the right to request human intervention by contacting us.

12. Data Retention

We retain your personal information only for as long as necessary to fulfil the purposes for which it was collected, including to satisfy any legal, accounting, or reporting requirements. Specifically:

• Contact form submissions: Retained for 2 years after last contact
• Customer account data: Retained for the duration of the business relationship plus 6 years (as required by HMRC)
• Analytics data: Retained for 14 months (Google Analytics default)

13. Children's Privacy

Our services are not intended for individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected personal data from a child without verification of parental consent, we take steps to remove that information.

14. Changes to This Policy

We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last updated" date at the top of this policy.

15. Contact Us

If you have any questions about this Privacy Policy or wish to exercise your data protection rights, please contact us: