Privacy notice
Last updated: 1 November 2026
This notice explains what personal information AegisX collects when you visit aegisx.uk, book a call or email us, and what we do with it. We have kept it as short and plain as we can. If anything is unclear, please ask us.
At a glance
- We collect only what you choose to give us when you book a call or email us, plus the basic technical information any website needs to work.
- We only use website analytics if you say yes. It does not use cookies, and we only see totals, not individual visitors.
- We have no advertising, no social media trackers and no contact forms on this site, and we never sell your information.
Who we are
AegisX is the trading name of AegisX Ltd, a private limited company registered in England and Wales with company number 16656023. Our registered office is Unit A, 82 James Carter Road, Mildenhall, IP28 7DE.
We are the “controller” of the personal information described in this notice. This means we decide how and why it is used.
To contact us about your information, email shaun@aegisx.uk or write to us at our registered office.
We are a very small organisation and are not required to appoint a data protection officer. Please send any questions to the email address above.
What we collect and why
When you visit our website
Our website is hosted by Vercel. When your browser asks for a page, Vercel’s servers receive your IP address and technical details such as your browser type, the page requested and the time. Vercel uses this to deliver the page, keep the website secure and find faults. We do not use this information to identify you.
Lawful basis: our legitimate interests in running a website that works and is secure.
Website analytics (only if you agree)
If you choose “Allow analytics”, we use Vercel Web Analytics to understand how the website is used, so we can improve it. It records:
- the pages viewed and the website you came from;
- your approximate location (country, region and city, worked out from your IP address);
- your device type, operating system and browser;
- the time of each visit;
- which topic panels are opened, and which “Book a free 30-minute call” button is selected and for which topic.
It does not record what you type, and it does not use cookies. Vercel tells visits apart using a code created from your browser’s request, which Vercel discards after 24 hours. We only see totals and trends in a dashboard. We cannot see who you are. If you do not allow analytics, the analytics script does not load.
Lawful basis: your consent. You can change your mind at any time using “Cookie settings” at the bottom of every page.
When you book a call
The “Book a free 30-minute call” button takes you to a booking page run by Google (Google Calendar appointment booking). There you give your name and email address and, if you wish, answer optional questions about your organisation, your role and what you would like to talk about. These details come to us through our Google Workspace account and appear in our calendar. Google sends you a confirmation email. We use them to arrange and hold the call, to prepare for it, and to follow up on what we discussed.
Lawful basis: our legitimate interests in responding to your request and arranging the call you asked for. If you are contacting us about work for yourself rather than for an organisation, we also rely on taking steps you have asked for before entering a contract.
Google runs the booking page itself. Google may collect technical information and use its own cookies on that page under its own privacy policy. If you are signed in to a Google account, Google may use it to fill in your details. Our cookie settings do not control Google’s page.
When you email us
“Send us a note” opens your own email app with our address (shaun@aegisx.uk) filled in. When you email us, we receive your name, your email address and anything you write. We use this to reply and to continue the conversation.
Lawful basis: our legitimate interests in answering enquiries about our work.
Please do not send us sensitive information, such as details about health or about the people your charity supports, until we have agreed a safe way to share it.
If we work together
If a conversation leads to work with your organisation, we use the contact details of the people we deal with there to manage the work, send proposals, agreements and invoices, and keep proper business records.
Lawful basis: our legitimate interests in managing our relationship with your organisation; the contract, where our agreement is with you personally; and legal obligation, for accounting and tax records.
Sometimes we handle personal information on a charity’s behalf as part of a project, for example in a digital tool we build for them. When we do, we act under a separate written agreement with that charity, and the charity’s own privacy notice applies to that information.
What we do not do
We have no contact forms, advertising, social media pixels or tracking across other websites. Our fonts are stored on our own website, so your browser does not contact Google Fonts. We do not currently send newsletters or marketing emails. If that changes, we will ask you first.
Do you have to give us your information?
No. There is no legal or contractual requirement. To book a call, we need your name and email address. Without them the booking cannot be made, but you can always email us instead. The other booking questions are optional. Saying no to analytics makes no difference to how the website works for you.
Who we share information with
- Vercel Inc. hosts our website and provides our analytics. Vercel acts on our instructions under its data processing terms. It also uses some technical and usage information for its own purposes, such as security and running its service, as a separate controller. Vercel privacy policy
- Google provides our email, calendar and booking pages through Google Workspace. Google acts on our instructions for information stored in our Workspace account, under its Cloud Data Processing Addendum. It acts as a separate controller for some technical service data, and for its own booking page. Google privacy policy and Google Cloud privacy notice
- Our professional advisers, such as our accountant, lawyers and insurers, where they need it to advise us.
- Public authorities, such as HMRC, a court or the police, where the law requires us to share it.
- A buyer or successor, if our business is ever sold or restructured, on a confidential basis.
We do not sell personal information, and we do not share it for advertising.
International transfers
Vercel and Google are based in the United States and may process information there and in other countries. Where personal information leaves the UK, it is protected by recognised safeguards. These are the UK Extension to the EU-US Data Privacy Framework, where the provider is certified under it, and the UK International Data Transfer Addendum to standard contractual clauses included in each provider’s data processing terms. You can find these on the providers’ websites, or ask us for details.
How long we keep your information
| Information | How long we keep it |
|---|---|
| Booking details (calendar entries and your answers) | 6 months after the call if no work follows. If work follows, as for client records. |
| Emails, where no work follows | 12 months after our last contact |
| Client records and correspondence | For the length of the work, then 6 years, so we can deal with any questions or claims |
| Invoices and accounting records | 6 years from the end of the financial year they relate to |
| Analytics | Vercel discards the visit code after 24 hours. Totals are kept in our Vercel dashboard for up to 12 months. |
| Website server logs | Kept by Vercel for 1 day. Vercel may keep some security records longer under its own policy. |
| Your analytics choice | Stored in your browser for 12 months, or until you clear it |
When information is no longer needed, we delete it.
Your rights
You have the right to:
- ask for a copy of the personal information we hold about you;
- ask us to correct information that is wrong or incomplete;
- ask us to delete your information;
- ask us to limit how we use it;
- object to our use of it where we rely on legitimate interests;
- ask for information you gave us in a reusable format, where we rely on your consent or a contract;
- withdraw your consent at any time, where we rely on consent. For analytics, use “Cookie settings” at the bottom of any page.
Some of these rights apply only in certain situations. We will explain if one does not apply.
To use your rights, email shaun@aegisx.uk. There is normally no charge. We will reply within one month. If your request is complex, or you have made several, we may extend this by up to two further months and will tell you why. If we need to confirm your identity or understand your request better, the time limit starts once we have what we need.
Complaints
If you are unhappy with how we have handled your information, please tell us first at shaun@aegisx.uk. We will acknowledge your complaint within 30 days, look into it, keep you updated and tell you the outcome.
You also have the right to complain to the Information Commission, the UK’s data protection regulator (still known as the ICO), at ico.org.uk/make-a-complaint or on 0303 123 1113.
Automated decisions
We do not make decisions about you by automated means, including profiling.
Children
Our website and services are for organisations and are not aimed at children.
Cookies and similar technologies
The law covers cookies and other ways of storing or reading information on your device, such as your browser’s local storage. Here is everything this website uses.
| What | Where it lives | What it is for | How long | Do we ask first? |
|---|---|---|---|---|
aegisx_consent | Your browser's local storage | Remembers whether you allowed analytics, so we do not ask on every page | 12 months | No. It is strictly necessary to remember your choice. |
| Vercel Web Analytics script | Loads from our website into your browser | Counts visits and clicks so we can improve the site (see "Website analytics" above). Sets no cookies. May check local storage for a Vercel setting, but stores nothing there as we use it. | Visit code discarded by Vercel after 24 hours | Yes. It only runs if you choose "Allow analytics". |
Videos in our articles: some articles include a video from YouTube. Until you press play, nothing is loaded from YouTube and no YouTube cookies are set. When you press play, the video loads from YouTube in its privacy-enhanced mode, and YouTube, which is owned by Google, may then store information on your device and receive details such as your IP address. Videos we host ourselves play from our website and involve no third party. See Google’s privacy policy.
We do not use any other cookies or similar technologies. The Google booking page is a separate website, and Google may use its own cookies there. See Google’s cookie information.
Changing your mind: select at any time. You can also clear or block site data in your browser settings.
Changes to this notice
We will update this notice when our practices change, and show the new date at the top. If a change significantly affects you, we will tell you directly where we can.
AegisX Ltd is a private limited company registered in England and Wales, company number 16656023. Registered office: Unit A, 82 James Carter Road, Mildenhall, IP28 7DE.