Privacy policy

This policy explains how Agentrix Ltd collects and uses personal data when you visit agentrix.io, book a call, send us an enquiry or request a check, and, at a high level, when your organisation uses Axis, RelayRec or AIOS. It is written to meet the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Who we are

Agentrix Ltd is a company registered in England and Wales (company number 15895318), based in the Wirral. You can find our registered details on Companies House. For anything about your personal data, email [email protected]. We deal with these requests directly.

For the website, bookings and enquiries, Agentrix Ltd is the controller of your personal data. When we handle data on behalf of a client inside Axis, RelayRec or an AIOS set-up, the client is the controller and we act as their processor (see below).

What we collect

Contact details you give us: your name, work email, phone number, organisation and anything you write in a message, booking form or email.
Booking details: when you book a call through Cal.com, the time you choose and the details you enter there.
Check and project information: for a Payback Check, an Unpaid Shifts Check or a project, notes about your processes, tools and volumes. We ask you not to send us personal data about your staff or customers by email.
Technical data: like most websites, our hosting and security providers record basic technical information such as IP address, browser type and the pages requested, to run the site and protect it from abuse.

Cookies

This website doesn't set advertising cookies, and we don't use it to build marketing profiles. Our hosting and security providers may use strictly necessary cookies or similar technology to keep the site secure and working. If we ever add analytics or other non-essential cookies, we'll ask for your consent first and update this policy.

How we use your data, and our lawful basis

Enquiry form: when you use the enquiry form on our website, we receive your name, email, company (if you give it), your message and the page you sent it from. We use this only to reply to you. It is sent to us by email through our email delivery provider, Resend.
To reply to you and arrange calls: our legitimate interest in responding to enquiries, or steps you've asked us to take before entering a contract.
To deliver work you've bought (for example a Payback Check, a build, a subscription or a website): performance of our contract with you or your organisation.
To keep business and tax records: our legal obligations.
To keep the website and our services secure: our legitimate interest in protecting our systems and our clients.
To tell you about our services: we won't add you to a marketing mailing list without your agreement, and you can ask us to stop contacting you at any time.

We don't sell personal data, and we don't make decisions about you based solely on automated processing.

Client data in Axis, RelayRec and AIOS

When your organisation uses one of our services, it decides what data goes in and why. We process that data only on your organisation's instructions, under a data processing agreement (DPA), and only to provide the service.

Axis processes shift ledgers, invoices and remittances, which can include workers' names, hours and rates. Stored data is held in the UK (London). Some processing happens with our suppliers in the EU and US under UK-approved transfer safeguards. Axis uses an AI provider to help match records, and we send only the fields needed for the match. More detail is on our Axis security page.
RelayRec holds candidate and recruitment data that your agency adds, including CVs, profiles and video interview answers. Each agency's data is kept separate, and AI features are used to help your recruiters, who make the decisions.
AIOS is set up in your own accounts, on tools you already pay for. Your rules and business context are kept in files you own. You grant access and can take it back at any time, and we don't keep copies of your data.

If you're a candidate, worker or customer of one of our clients and want to use your data protection rights, please contact that organisation first. We'll help them respond.

Who we share data with

We use trusted suppliers to run our website and services. They act as our processors, under contracts that protect your data. They include website hosting and security (Vercel, Cloudflare), call booking (Cal.com), application hosting and databases (Supabase, Render), AI services (such as Anthropic), and our email and office software. We may also share data with professional advisers, or where the law requires it.

International transfers

Some of our suppliers are based in, or process data in, the EU or the US. Where personal data leaves the UK, we rely on UK-approved safeguards, such as UK adequacy regulations, the UK International Data Transfer Agreement or Addendum, or the UK Extension to the EU–US Data Privacy Framework.

How long we keep it

Enquiries and booking details that don't lead to work: only as long as we reasonably need them to follow up, then deleted.
Client contracts, invoices and related correspondence: for as long as UK company and tax law requires, usually six years after the end of the financial year they relate to.
Client data in our products: for as long as your organisation uses the service and as set out in the DPA. For Axis, we delete your data within 30 days of you leaving.

How we protect it

We use encryption in transit and at rest with our main providers, access controls, two-factor login on admin accounts, and we keep access to production systems to as few people as possible.

Your rights

Under UK GDPR you can ask us to give you a copy of your data, correct it, delete it, restrict or object to how we use it, or move it to another provider. Where we rely on your consent, you can withdraw it at any time. Email [email protected] and we'll respond within one month.

If you're unhappy with how we've handled your data, please tell us first so we can put it right. You can also complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.

Children

Our website and services are for businesses and aren't aimed at children.

Changes to this policy

We'll update this page if the way we handle personal data changes.

Last updated: October 2026