Privacy Policy

Effective Date: 1 September 2025

This Privacy Policy (“Policy“) explains how Argilion Solutions Limited (“we“, “us“, or “our“) collects, uses, stores, and protects personal data when you:

• Visit our website, www.argilion.com (“Website“)
• Engage with us as a prospective client
• Instruct us as an actual client

By using the Website or providing personal information to us, you acknowledge the practices described in this Policy.

1. Data Controller and About Us

1.1 Argilion Solutions Limited is the data controller for all personal data processed under this Policy.

1.2 Contact information: info@argilion.com or Argilion Solutions Limited, 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ.

1.3 We comply with the UK Data Protection Act 2018, UK GDPR, and other applicable data protection laws.

2. Scope

This Policy applies to all individuals whose personal data we collect, including:

• Website visitors (browsing or submitting forms)
• Prospective clients (considering engaging our services)
• Actual clients (instructing or receiving services from us)
• Other individuals who provide data in connection with our business

Personal data means any information that can directly or indirectly identify an individual.

3. Categories of Data Collected

3.1 Website Visitors

• Data submitted via forms: name, email address, phone number, message content
• Technical data: IP address, device type, operating system, browser, referral website
• Usage data: pages visited, time spent, navigation paths

3.2 Prospective Clients

• Identification details: name, contact information, occupation
• Service-related information: suitability assessment, correspondence, CVs, supporting materials
• Communication records: emails, calls, meeting notes

3.3 Actual Clients

• Identification and contact details
• Instructions, case details, and correspondence
• Financial information: billing, payment, bank details
• Communications history: emails, calls, meetings
• Sensitive personal data (where necessary, e.g., health information relevant to instructions or compliance obligations)

4. How and Why We Use Your Data (Purposes and Legal Basis)

We process personal data for the following purposes:

• Website forms (name, email, phone, message content)
  • Purpose: Respond to inquiries and provide information about services
  • Legal Basis: Legitimate interests (to respond to prospective clients and general inquiries)
• Website analytics (IP, usage, device type)
  • Purpose: Maintain and improve the Website, analyse usage, enhance user experience
  • Legal Basis: Legitimate interests (to understand Website usage, ensure security, and optimise content)
• Prospective client data (identification, communication records)
  • Purpose: Assess suitability for services, pre-contractual discussions
  • Legal Basis: Performance of a contract or Legitimate interests (to evaluate both parties’ suitability and take steps at client request before entering a contract)
• Client management (identification, contact, financial details)
  • Purpose: Provide and manage services, including billing and payment
  • Legal Basis: Performance of a contract or Legitimate interests (to perform contractual obligations efficiently)
• Compliance (client data, financial details)
  • Purpose: Comply with legal and regulatory obligations (e.g., AML, KYC, tax reporting)
  • Legal Basis: Legal obligation or Legitimate interests (to meet statutory and regulatory requirements)
• Internal operations (all client and prospective client data)
  • Purpose: Auditing, training, risk management, internal operations
  • Legal Basis: Legitimate interests (to maintain secure, efficient, and compliant business operations)
• Sensitive data (health information, etc.)
  • Purpose: Provide services that require this information
  • Legal Basis: Explicit consent — consent may be withdrawn at any time without affecting prior lawful processing

5. Sharing Personal Data

5.1 We do not sell or rent personal data.

5.2 Data may be shared with:

• Service providers (IT, cloud hosting, analytics, tech platforms, professional advisors)
• Regulators, law enforcement, or legal authorities as required by law
• Subcontractors or external professionals for legitimate business purposes, including client service provision

5.3 All recipients process personal data only for permitted purposes and in compliance with data protection laws.

6. International Data Transfers

6.1 Personal data may be transferred outside the UK or EEA to provide services.

6.2 Transfers occur only to jurisdictions providing adequate protection or under legal mechanisms such as Standard Contractual Clauses (SCCs).

7. Data Retention

7.1 Website visitors: Retained only as necessary to respond to inquiries or for analytics (typically up to 12 months).

7.2 Prospective clients: Retained only as necessary to assess suitability or comply with legal obligations (typically up to 6 years after last engagement for legal purposes).

7.3 Clients: Retained according to professional and regulatory obligations (typically up to 6 years after relationship ends).

7.4 Data no longer required is securely deleted or anonymised.

8. Data Security

• Technical and organisational measures protect personal data from unauthorised access, disclosure, alteration, or destruction.
• Access is limited to employees, contractors, or agents who require it for legitimate business purposes.
• Data breaches are handled according to regulatory notification obligations.

9. Your Rights

Under UK GDPR, you may exercise the following rights (contact: info@argilion.com):

• Access your data
• Correct inaccuracies
• Request deletion (subject to legal obligations)
• Restrict processing
• Object to processing (including where based on legitimate interests or for marketing)
• Data portability
• Withdraw consent (for consent-based processing)

Requests are processed within the statutory timeframe (usually 1 month).

10. Automated Decision-Making

We do not make decisions based solely on automated processing, including profiling, that have legal or significant effects on you.

11. Cookies and Tracking

11.1 We do not currently use cookies or similar tracking technologies.

11.2 If this changes, our Cookie Policy will explain cookie types, purposes, and management options.

12. Regulatory Complaints

12.1 You may lodge a complaint with the UK ICO if you believe we have breached data protection laws.

12.2 ICO Contact: https://ico.org.uk, +44(0)303 123 1113

13. Updates to This Policy

13.1 We may update this Policy to reflect changes in legal requirements or business practices.

13.2 Updated versions are posted on the Website with a revised “Effective Date.”

14. Contact Us

Questions about this Policy or our data processing:

Argilion Solutions Limited
📧 info@argilion.com
📮 Argilion Solutions Limited, 71-75 Shelton Street, Covent Garden, London WC2H 9JQ