Privacy policy

Who is responsible for your data

The data controller is Fssilva, Unipessoal Lda., with tax number (NIF) 514 701 153 and registered office at Travessa do Eirado, n.º 4, 4410-428 Arcozelo, Vila Nova de Gaia, which trades under the Agiliz brand. For any question about your data, write to geral@agiliz.pt.

What data we collect and why

When you ask us to get in touch

On the "Talk to us" form we collect your email and, if you provide them, your name, company, company tax number (NIF), phone number, sector, the problems you ticked and your message. If you used one of the calculators beforehand, we also keep the values you entered and the result, so that we come to the conversation with that number already in hand.

We use this data to reply to your request and prepare the conversation. The legal basis is taking steps at your request prior to entering into a contract (Article 6(1)(b) of the GDPR).

If you provide a tax number (NIF), we check that it belongs to a company on VIES, the European Commission's VAT number validation system. We send only the tax number, and no other data about you.

When you book a call

To book a call we collect your name, email, company and the time you chose. We email you a confirmation with the calendar invitation, reminders before the call and a link to reschedule or cancel. That link is yours alone: anyone who has it can manage the booking, so please don't share it. The legal basis is the same as for contact requests.

When the call is recorded

Our video calls take place in our own room, on our own video call server. Before joining, each person sees the recording notice and says whether they agree. We record each person separately, and only those who agree: for each person who agrees we record their microphone audio, their camera and any screen they share (without the screen's sound). Anyone who doesn't agree still joins, and nothing of theirs is recorded; in the room they are shown as "not recorded". If your voice is picked up by someone else's microphone (for example, when they aren't using headphones), you can ask us to delete the recording.

We also keep a record of each person's answer: who answered, when, the text they read and whether they agreed. It is the proof that we were allowed to record.

From the audio of those who agreed we produce a transcript, with the name of whoever is speaking at each moment, and a summary, so that we don't miss anything you said and so that the team who will work with you knows what has already been discussed. Only the Agiliz team can see the recording; it is not available in the client portal.

The legal basis is your consent (Article 6(1)(a) of the GDPR), which you can withdraw at any time, during or after the call. You can also ask us not to use artificial intelligence with your data: in that case your calls are not sent to the transcription and summary services listed below.

When you email us

The emails we exchange with you, at geral@agiliz.pt and in the mailboxes of the people on our team, are copied to our platform, with their attachments, so that the team can handle them. Each team member's mailbox can only be seen by that person. To prepare a reply, artificial intelligence may read the conversations when the team opens them or asks for them to be sorted, to write a summary, set a priority and propose a draft. In team members' mailboxes, only when the owner of the mailbox does so, with email addresses, phone numbers, IBAN, tax numbers and card numbers replaced by labels before anything is sent, and never if the owner has turned artificial intelligence off for their mailbox. If you have asked us not to use artificial intelligence with your data, your conversations are not sent.

When you use the calculators

The calculations run in your browser. The values you enter in the calculators don't leave your computer unless you then ask us to get in touch: in that case they are sent with your request, as described above.

When you subscribe to the insights

We keep your email and the page where you subscribed, to send you one insight a month and nothing else. The subscription only takes effect once you confirm it in the email we send you. The legal basis is your consent (Article 6(1)(a) of the GDPR). Every email includes a link to unsubscribe: when you click it, we delete your email. If we have spoken to you before, the subscription is linked to your contact record.

How long we keep the data

• Contacts and requests that don't lead to work with us: 24 months after the last contact. At that point we delete everything that identifies you (name, email, phone, tax number, address and what you wrote), and only data that no longer relates to anyone remains: the sector, the problems ticked and the calculator figures, for statistical purposes.
• Insights subscription: until you unsubscribe, at which point we delete your email. A subscription that is never confirmed is deleted after 30 days.
• Call recordings (each person's audio, camera and screen, and the video we put together on request): 90 days.
• Transcripts: 12 months. The record of the answer to the recording notice is kept for as long as the transcript exists and is deleted with it.
• Call summaries: for as long as you are our client.
• Copies of emails on our platform (with attachments): 12 months after the last message in the conversation. The emails remain in the mailboxes, like any email.
• If you become a client, project data is kept for the duration of the contract and, after that, for as long as the law requires us to (for example, invoicing documents).

Who we share the data with

We don't sell or transfer data to anyone for commercial purposes. For the site, the calls and the emails to work, we use providers that process data on our behalf, under contract and only for what we ask of them:

• server hosting (Hostinger, in France), which also runs our own video call server (LiveKit): calls go through it and not through a third-party service;
• file and recording storage (Wasabi, in Paris);
• sending emails;
• audio transcription of recorded calls (ElevenLabs): it only receives the audio, and the transcript is deleted on their side as soon as it reaches us;
• summaries of calls and emails and draft replies, with the Claude API (Anthropic), which does not train its models on this data;
• tax number (NIF) validation on VIES (European Commission).

If any of these providers processes data outside the European Economic Area, we only allow it with the safeguards provided for in the GDPR, such as a European Commission adequacy decision or standard contractual clauses.

Your rights

You can ask us at any time to see the data we hold about you, correct it, delete it, restrict what we do with it, receive it in a format you can take elsewhere, or object to us processing it. Write to geral@agiliz.pt and we will reply within one month.

If you believe we have not handled your data properly, you can lodge a complaint with the Portuguese data protection authority, the Comissão Nacional de Proteção de Dados (CNPD), at www.cnpd.pt.

Security

The site and the API only work over an encrypted connection (HTTPS). The data is kept on servers with access restricted to the team, and backups are made daily.

Cookies

We don't use cookies. The details are on the cookies page.

Changes to this policy

If we change the way we handle data, we update this page and the date at the top. If the change is significant and we have your email, we let you know beforehand.