1. About this Privacy Notice
This Privacy Notice explains how INTELIXA LIMITED trading as Intelixa collects, uses, stores and shares personal data.
It applies when you:
- visit the Intelixa website
- contact Intelixa by email, form, telephone, social media or another communication route
- make an enquiry about Intelixa services
- become a client, supplier, partner, contact or business prospect
- take part in a Digital Health Check or other Intelixa client project
- provide information, screenshots, exports, sample records or documents to Intelixa
- use or enquire about Intelixa products, templates, resources or services
This Privacy Notice may be updated from time to time. The latest version will be published on the Intelixa website.
2. Who is responsible for your personal data?
INTELIXA LIMITED trading as Intelixa is responsible for the personal data it collects and uses for its own business purposes.
For the purposes of UK data protection law, Intelixa will usually act as a data controller for personal data relating to its own website visitors, contacts, prospects, clients, suppliers and business administration.
In some client project situations, including some Digital Health Check work, a client may provide Intelixa with personal data relating to the client’s own customers, staff, suppliers, prospects or other contacts. Depending on the nature of the work, Intelixa may act as a data processor, an independent controller, or both in different respects. Where appropriate, Intelixa may require a separate data processing agreement or additional data handling terms.
3. Personal data Intelixa may collect
Intelixa may collect and use different types of personal data depending on how you interact with us.
This may include:
- name
- business name
- job title or role
- email address
- telephone number
- postal or billing address
- website address
- social media profile or business page details
- enquiry details
- communication history
- proposal, project, payment and invoicing information
- meeting notes, call notes and project notes
- information supplied through website forms or email
- technical information such as IP address, device type, browser type, approximate location and website usage data
- information about the client’s business systems, enquiry routes, CRM, website, workflow, tools, subscriptions and processes
- information contained in client-provided screenshots, exports, sample records, documents, process notes, communications and other materials
Intelixa may also create working notes, analysis, reports, recommendations, task records and internal project records while providing services.
4. Digital Health Check and client project data
During a Digital Health Check or other client project, Intelixa may receive, review or create materials such as website screenshots; enquiry examples; CRM exports or sample records; spreadsheet extracts; form submissions; process notes; workflow documents; customer journey notes; analytics screenshots; email or message examples; supplier or software information; business tool and system information; and report drafts, working notes and final reports.
Clients should only provide information that is relevant to the agreed scope of work.
Where possible, clients should remove, redact or anonymise unnecessary personal data, confidential third-party information and sensitive information before sending materials to Intelixa.
Clients should not send special category personal data, criminal offence data, safeguarding information, detailed HR records, medical information, financial account data, passwords, authentication credentials or other highly sensitive information unless Intelixa has specifically requested it and agreed appropriate handling arrangements in writing.
Special category personal data includes information about health, racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic data, biometric data used for identification, sex life or sexual orientation.
Intelixa may decline to review, delete, return or ask for replacement copies of materials that appear excessive, irrelevant, unnecessarily sensitive or outside the agreed scope.
5. How Intelixa collects personal data
Intelixa may collect personal data:
- directly from you when you contact Intelixa
- through website forms or email
- during calls, meetings and project discussions
- through documents, screenshots, exports or materials provided by a client
- through business cards, networking, referrals or introductions
- through public business sources such as websites, directories, social media and Companies House
- through website analytics, cookies or similar technologies
- from service providers used to operate the website, email, CRM, file storage, accounting, project management or communication tools
6. Why Intelixa uses personal data
Intelixa may use personal data to:
- respond to enquiries
- provide information about Intelixa services
- prepare proposals, quotations and statements of work
- deliver Digital Health Checks and client projects
- review client-provided materials
- create reports, recommendations and project outputs
- manage client relationships
- arrange meetings and calls
- issue invoices and manage payments
- keep accounting, tax and business records
- manage suppliers and business contacts
- improve Intelixa services, templates, processes and website content
- maintain security and prevent misuse
- comply with legal, regulatory, accounting and tax obligations
- establish, exercise or defend legal rights
- send relevant service updates, where lawful
- send marketing communications where permitted by law or where consent has been obtained
7. Lawful bases for using personal data
Intelixa will only use personal data where there is a lawful basis to do so.
Depending on the circumstances, the lawful bases may include:
Contract: Intelixa may use personal data where it is necessary to enter into or perform a contract, such as responding to a service enquiry, preparing a proposal, delivering a Digital Health Check, issuing invoices or managing client work.
Legitimate interests: Intelixa may use personal data where it has a legitimate business interest and that interest is not overridden by the rights and freedoms of the individual. This may include managing business relationships, responding to business enquiries, keeping project records, improving services, reviewing business systems, maintaining security, and carrying out reasonable business development.
Legal obligation: Intelixa may use personal data where it needs to comply with legal, regulatory, tax, accounting or company record-keeping obligations.
Consent: Intelixa may rely on consent for certain activities, such as optional marketing emails or non-essential cookies, where consent is required. Where Intelixa relies on consent, you can withdraw that consent at any time.
Vital interests: Intelixa does not normally expect to rely on vital interests, but may do so in an emergency where necessary to protect someone’s life.
8. Artificial intelligence, automation and digital tools
Intelixa may use software, automation and AI-assisted tools to help organise, summarise, analyse, check or draft work.
This may include using AI-assisted tools to help with internal notes, research organisation, report structure, workflow analysis, draft wording, document comparison or task management.
Intelixa does not use AI tools to make solely automated decisions about individuals that produce legal or similarly significant effects.
Intelixa remains responsible for reviewing final client-facing outputs before release.
Intelixa will not knowingly submit unnecessary personal data, special category personal data, passwords, authentication credentials or highly sensitive client information into AI tools.
Where AI-assisted tools are used, Intelixa will aim to use them in a proportionate way and with appropriate safeguards.
Clients should avoid sending unnecessary personal data and should redact or anonymise information where possible before supplying it to Intelixa.
9. Sharing personal data
Intelixa may share personal data where reasonably necessary with:
- professional advisers, such as accountants, insurers, lawyers or consultants
- IT, hosting, email, website and security providers
- cloud storage and document management providers
- CRM, project management, productivity and communication tools
- payment, invoicing and accounting providers
- analytics and website performance providers
- AI-assisted tools and automation providers, where used with appropriate safeguards
- subcontractors or specialist suppliers, where agreed or reasonably necessary for the service
- regulators, public authorities, courts or law enforcement where required by law
- another organisation if Intelixa is involved in a business transfer, restructuring, merger or sale
Intelixa will not sell personal data.
Intelixa will not use a client’s name, logo or identifiable project details in public case studies or marketing without permission.
10. International transfers
Some service providers used by Intelixa may process or store personal data outside the United Kingdom.
Where personal data is transferred internationally, Intelixa will take reasonable steps to ensure that appropriate safeguards are in place, such as use of adequacy regulations, approved contractual safeguards or other lawful transfer mechanisms.
The exact transfer position may depend on the tools and suppliers being used at the relevant time.
11. How long Intelixa keeps personal data
Intelixa will not keep personal data for longer than reasonably necessary.
Retention periods may vary depending on the type of information, the purpose for which it is used, legal and accounting requirements, contractual needs and whether there is a dispute or potential claim.
As a general guide:
- enquiry records may be kept for a reasonable period to manage follow-up and business development
- client project records, including Digital Health Check records, may be kept for a reasonable period after the project ends for client support, professional record-keeping, service improvement, insurance, dispute handling and legal protection
- accounting, invoicing and tax records will normally be kept for at least six years where required for tax and company record purposes
- marketing records may be kept until you unsubscribe or ask Intelixa to stop contacting you, unless Intelixa has another lawful reason to keep a limited record
- website analytics and cookie data will be kept according to the settings and retention periods of the relevant tool
- materials that appear unnecessary, excessive or unusually sensitive may be deleted, returned or replaced sooner
Intelixa may retain anonymised or aggregated information that no longer identifies individuals.
12. Security
Intelixa takes reasonable steps to protect personal data against unauthorised access, loss, misuse, alteration or disclosure.
Measures may include access controls, password protection, secure storage, device security, supplier review, limited access to project materials, and deletion or archiving where appropriate.
No internet, email, cloud or electronic storage system can be guaranteed completely secure. Clients should avoid sending passwords, authentication credentials, unnecessary sensitive information or excessive personal data to Intelixa.
13. Cookies and website analytics
The Intelixa website may use cookies and similar technologies.
Cookies are small files placed on a device to help websites function, improve performance, remember preferences, analyse usage or support marketing.
Some cookies may be necessary for the website to work properly. Others, such as analytics or marketing cookies, may require consent.
Intelixa may use website analytics to understand how visitors use the website and to improve website content and performance.
Where required, Intelixa will ask for consent before placing non-essential cookies.
More detailed cookie information may be provided in a separate Cookie Policy or cookie banner.
14. Marketing communications
Intelixa may contact business contacts about relevant Intelixa services, products, updates or resources where permitted by law.
Where consent is required, Intelixa will ask for consent before sending marketing communications.
You can unsubscribe from marketing emails or ask Intelixa to stop sending marketing communications at any time.
Intelixa may still send service, contractual or administrative messages where necessary.
15. Your data protection rights
Depending on the circumstances, you may have the right to:
- request access to your personal data
- ask for inaccurate personal data to be corrected
- ask for personal data to be erased
- ask Intelixa to restrict how personal data is used
- object to certain uses of personal data
- request transfer of personal data in a portable format
- withdraw consent where Intelixa relies on consent
- complain to the Information Commissioner’s Office
These rights are not absolute and may depend on the circumstances.
To exercise your rights, contact Intelixa using the contact details on this page.
Intelixa may need to verify your identity before responding to a request.
16. Complaints
If you have a concern about how Intelixa handles personal data, please contact Intelixa first so the issue can be reviewed.
You also have the right to complain to the Information Commissioner’s Office, the UK regulator for data protection.
ICO website: https://ico.org.uk ICO telephone: 0303 123 1113
17. Client responsibility when providing third-party personal data
Where a client provides Intelixa with personal data relating to the client’s own customers, staff, suppliers, prospects or other third parties, the client is responsible for ensuring that it has an appropriate lawful basis and authority to share that information with Intelixa.
The client is also responsible for providing any required privacy information to those individuals, unless otherwise agreed in writing.
The client should only provide personal data that is relevant and necessary for the agreed work.
Intelixa may ask the client to redact, anonymise, reduce or replace information where appropriate.
18. Digital Health Check terms
Where Intelixa provides a Digital Health Check, the Digital Health Check Terms and Conditions will also apply.
Those terms include further information about scope, client responsibilities, client-provided materials, report use, publication restrictions, AI-assisted tools, payment and liability.
Digital Health Check Terms and Conditions: /digital-health-check-terms/
19. Updates to this Privacy Notice
Intelixa may update this Privacy Notice from time to time.
The latest version will be published on the Intelixa website.