Introduction
This policy explains what personal information Adigi collects, why, what we do with it and how long we keep it. It also explains your rights and how to use them.
It covers this website, enquiries you send us by any route, our newsletter, and people who send us a CV or ask about freelance work.
It doesn’t cover the websites of our clients, or other websites we link to. They have their own policies.
How we use cookies is explained separately in our Cookie policy.
Who we are
Adigi Ltd is the “controller” of your personal information. That means we decide how it is used, and we are responsible for looking after it.
- Company: Adigi Ltd, registered in England and Wales, company number 07412739
- Registered office and studio: 1 Victoria Avenue, Harrogate, North Yorkshire, HG1 1EQ
- ICO registration: Adigi Ltd is registered with the Information Commissioner’s Office, registration number ZB030433.
- Email about privacy: info@adigi.co.uk
- Phone: 01423 594 799
We don’t have to appoint a Data Protection Officer. Jonny Wright, Technical Director, is responsible for privacy questions and is your contact for anything in this policy.
What we collect and where it comes from
When you send an enquiry
Our enquiry form asks for your name, work email address, website and a short note about what you’re planning. You can also attach a brief (PDF or Word).
Our mini-audit form asks for your name, work email, website and, if you choose, a phone number. Our credentials form asks for your name, work email and company.
When you send any of these forms, we also record where you came from. That is the page you sent it from, the website that referred you, and any campaign details in the web address (such as a Google Ads click ID). We use this to understand which of our marketing works.
When you open one of our documents
Some documents on this site, such as our credentials and proposals, ask for your email address before you can read them. We record your email address, which document you opened and when. We tell our team, and your email address is added to Klaviyo as a contact against that document, so we can see who has read it and follow up. This doesn’t subscribe you to our newsletter.
A cookie remembers your email address for a year on that browser, so we don’t ask again.
When you email or call us
We keep the emails you send us and the notes we make of calls and meetings. This might include your name, job title, company, contact details and what you need.
When you join our newsletter
We collect your email address, the date you signed up and how you signed up. Our newsletter provider also records whether you open our emails and click on links.
You only join the newsletter if you tick the box or use the newsletter sign-up yourself. The box is never ticked for you.
When you send us a CV or ask about freelance work
We’re not always hiring, but we’re happy to hear from people. If you send us a CV, a portfolio or a freelance enquiry, we keep what you send. That usually means your name, contact details, work history, skills and any links to your work.
Please don’t include sensitive details we don’t need, such as health information, religion or a photo.
When you use this website
Our website host records basic technical details when you visit, such as your IP address, browser and the pages you asked for. This keeps the site running and secure.
If you agree to optional cookies, we also collect information about how you use the site, such as the pages you view and how you arrived. The Cookie policy explains this in full.
When we work together
If you’re a client or a supplier, we hold the contact details of the people we work with, plus contracts, invoices and project records. Work we do on a client’s own website, data or customers is covered by our contract with that client, not by this policy.
Information from other places
Sometimes we get your details from someone else. For example, a colleague or partner may introduce you, or we may find your work contact details on your company’s website or LinkedIn. If we contact you this way, we’ll tell you where we got your details.
Why we use it and our lawful basis
The law says we need a “lawful basis” for each use of your information. This table shows each one.
| What we do | Why | Lawful basis |
|---|---|---|
| Reply to your enquiry, mini-audit or credentials request, and arrange a call | So we can answer the question you asked us | Taking steps you have asked for before a possible contract. Otherwise, our legitimate interest in replying to people who contact us |
| Let you read a document, and tell our team who has read it | So we can share our credentials and proposals, and follow up with the people who read them | Legitimate interests |
| Record which page, website or campaign brought you to us | To learn which of our marketing works | Legitimate interests |
| Keep a record of enquiries and conversations in our CRM | So anyone at Adigi can pick up where a colleague left off | Legitimate interests |
| Send you our newsletter | Because you asked for it | Consent. You can withdraw it at any time |
| Send occasional updates to people we already work with | To tell clients about work and services relevant to them | Legitimate interests. You can opt out at any time |
| Deliver projects, provide hosting and support, and send invoices | To do the work we’ve agreed | Contract |
| Keep accounts and tax records | Because the law requires it | Legal obligation |
| Consider a CV or freelance enquiry | To see if there’s work that suits you, now or later | Legitimate interests |
| Measure how the website is used | To improve the site | Consent (given through our cookie banner) |
| Measure and improve our advertising | To see which adverts lead to enquiries | Consent (given through our cookie banner) |
| Keep the website and our systems secure, and block spam | To protect you and us | Legitimate interests |
| Deal with complaints or legal claims | To protect our legal rights | Legitimate interests, or legal obligation |
When we rely on legitimate interests, we have weighed our interests against yours. You can ask us for details of that, and you can object (see “Your rights”).
You don’t have to give us your information. But if you don’t give us an email address, for example, we can’t reply to your enquiry.
We don’t make decisions about you using only automated means.
Who we share it with
We don’t sell your information, and we don’t let anyone else use it for their own marketing.
We use trusted companies to run parts of our business. They only use your information on our instructions, and we have contracts with them that require them to keep it safe.
| Who | What they do for us |
|---|---|
| Vercel | Hosts this website |
| Mailgun | Sends the emails that tell our team about form submissions (including any brief you attach) and document views. It processes them in the EU |
| Google (Google Workspace, Gmail) | Our email, calendar and documents |
| Adigi O/S | Our own CRM system, where we keep a record of contacts and enquiries |
| Klaviyo | Sends our newsletter to people who join it. Also receives the email address of anyone who opens one of our documents, and recognises returning visitors on this site (only if you agree to cookies) |
| Google (Google Analytics, Google Ads, Google Tag Manager) | Measures how the site and our adverts perform, only if you agree to cookies |
| Meta (Facebook Pixel) | Measures how our adverts on Facebook and Instagram perform, only if you agree to cookies |
| Leadinfo | Shows us which companies visit this site, using the visit’s IP address, only if you agree to cookies |
| CookieYes | Runs our cookie banner and records your cookie choices. Your browser connects to it to load the banner |
| Adobe (Adobe Fonts) | Supplies the fonts on this site. Your browser connects to Adobe to load them |
| Xero | Our accounting and invoicing (clients and suppliers only) |
| WP Engine and Vercel | Host the websites we host for clients (clients only) |
| Our accountants, lawyers and insurers | Professional advice, when needed |
We may also share information if the law requires it, for example with HMRC or the police, or if Adigi is ever sold or merged. In that case, the new owner would have to treat your information in line with this policy.
Transfers outside the UK
Some of the companies above are based in, or store information in, the USA or the European Economic Area.
When your information leaves the UK, we make sure it is protected in one of these ways:
- the country has been approved by the UK government as having adequate protection (this includes the EEA countries)
- the company has signed up to the UK Extension to the EU–US Data Privacy Framework
- we use the UK’s approved contract terms (the International Data Transfer Agreement, or the UK Addendum to the EU’s standard contract terms)
The safeguard each provider relies on, from their own published terms:
| Who | Safeguard |
|---|---|
| Vercel | The UK Extension to the EU–US Data Privacy Framework, with the UK Addendum to the EU’s standard contract terms as a back-up |
| WP Engine | The UK Addendum to the EU’s standard contract terms |
| The UK Extension to the EU–US Data Privacy Framework | |
| Klaviyo | The UK Extension to the EU–US Data Privacy Framework, with the UK Addendum to the EU’s standard contract terms as a back-up |
| Mailgun | The UK Addendum to the EU’s standard contract terms, and its certification under the EU–US Data Privacy Framework. We use its EU region |
| Meta | The EU–US Data Privacy Framework and the EU’s standard contract terms |
| Leadinfo | Its servers are in the EEA (Ireland). Anything it sends outside the EEA is covered by the EU’s standard contract terms |
| Adobe | The UK Extension to the EU–US Data Privacy Framework |
| CookieYes | The terms of its data processing agreement with us |
You can ask us for more detail about these safeguards.
How long we keep it
We keep information only for as long as we need it. Then we delete it, or make it anonymous.
| Information | How long we keep it |
|---|---|
| Enquiries that don’t lead to work, including any brief you attached | 2 years after we last spoke |
| Where you came from (page, referrer, campaign) | As long as the enquiry it belongs to |
| Newsletter sign-ups | Until you unsubscribe. If you don’t open any of our emails for 2 years, we’ll remove you |
| Email addresses of people who unsubscribe | Kept on a “do not email” list, so we don’t email you again |
| Client and supplier contacts, contracts and project records | For as long as we work together, then 6 years |
| Invoices and accounting records | 6 years from the end of the financial year they relate to (the legal minimum for companies) |
| People who open a document: email address and which documents | 2 years |
| Speculative CVs and freelance enquiries | 12 months, unless you ask us to delete them sooner or we agree to keep them longer |
| Website analytics (if you agree to cookies) | 14 months in Google Analytics |
| Website security logs | Kept by our host for its standard period |
If there’s a complaint or legal claim, we may keep relevant information until it’s resolved.
How we keep it safe
We use well-known, secure tools, and we limit who at Adigi can see your information to the people who need it.
Our systems use encrypted connections, and our accounts are protected by strong passwords and two-step sign-in.
No system is completely secure. If something goes wrong that puts your information at risk, we’ll act quickly. Where the law requires it, we’ll tell you and the ICO.
Your rights
You have these rights over your personal information:
- To be told how we use it. This policy does that.
- To get a copy of the information we hold about you.
- To correct it if it’s wrong or incomplete.
- To have it deleted in some situations, for example when we no longer need it.
- To restrict how we use it, for example while we check something you’ve told us is wrong.
- To object to us using it on the basis of legitimate interests. You can always object to direct marketing, and we will stop.
- To move it to another organisation, in a common digital format, where we use it on the basis of consent or a contract.
- To withdraw consent at any time, where we rely on it. This doesn’t affect anything we did before you withdrew.
- Not to be subject to decisions made only by automated means. We don’t make any.
How to use your rights
Email us at info@adigi.co.uk or write to us at the address in “Who we are”. You don’t need to use any particular words or form.
We may ask you to confirm who you are before we act. It’s free in most cases.
We’ll reply within one month. If your request is complicated, or you’ve sent us several, we may need up to two more months. If so, we’ll tell you within the first month and explain why.
To stop the newsletter, use the “unsubscribe” link in any email.
How to complain
If you’re unhappy with how we’ve used your information, please tell us first, using the contact details above. We’ll look into it and reply.
You also have the right to complain to the Information Commissioner’s Office (ICO), the UK’s data protection regulator:
- Website: ico.org.uk/make-a-complaint
- Phone: 0303 123 1113
- Post: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Changes to this policy
We’ll update this policy when the way we use information changes, or when the law does. The date at the top shows when it last changed.
If a change makes a real difference to you, we’ll let you know, for example by email if you’re on our newsletter.
Contact us
Questions about this policy, or about your information:
- Email: info@adigi.co.uk
- Post: Adigi Ltd, Lower ground floor, 1 Victoria Avenue, Harrogate, North Yorkshire, HG1 1EQ
- Phone: 01423 594 799