1. Who we are
"Ilmove" refers to Ilmove Ltd, a company registered in England (Companies House number to be inserted before public launch). Our registered office is in London, United Kingdom. We are the data controller for the ilmove.com marketing site, and the data processor for personal data held inside Ilmove HR and Ilmove Accountancy on behalf of our customers (who remain the data controllers).
2. What data we collect
2.1 From visitors to ilmove.com
- Information you submit through contact and demo forms (name, email, company, phone, message).
- Essential session cookies necessary for the site to function.
- We do not use third-party analytics, ad networks, or tracking pixels.
2.2 Inside Ilmove HR (as processor on behalf of customers)
- Employee records: name, contact details, date of birth, address, National Insurance number, photo (where consented), Right-to-Work documents, sponsor licence references where applicable.
- Application and onboarding data submitted via apply.ilmove.com.
- Leave, absence and HR documents uploaded by your administrators.
2.3 Inside Ilmove Accountancy
- Company financial records you choose to share with us for bookkeeping, payroll, VAT, year-end and tax filing purposes.
- Payroll details for individuals you employ.
3. Lawful basis
We process personal data under one or more of the following lawful bases set out in Article 6 of the UK GDPR:
- Contract — to deliver the services you have signed up for.
- Legal obligation — where the law requires us to retain or report data (e.g. HMRC payroll filings, UKVI sponsor reporting obligations).
- Legitimate interests — to operate, secure and improve our products, balanced against your rights.
- Consent — where you have explicitly opted in (e.g. marketing email).
4. Where data is hosted
All Ilmove data is hosted in Google Cloud's London (europe-west2) region. We do not transfer personal data outside the United Kingdom unless you specifically instruct us to, in which case we will use UK-approved transfer mechanisms (UK International Data Transfer Agreement or equivalent).
5. How long we keep data
Customer data inside Ilmove HR and Ilmove Accountancy is retained for as long as your account is active and for a defined period after termination, in line with statutory retention requirements (HMRC: 6 tax years; UKVI: 1 year after sponsorship ends, or as required by Home Office guidance). Marketing enquiries are retained for 24 months unless you ask us to delete them sooner.
6. Sub-processors
We engage the following sub-processors, each of which has UK-adequate or UK GDPR-compliant data handling:
- Google Cloud Platform (UK region) — hosting and database
- SendGrid by Twilio — transactional email
- Twilio — SMS reminders (HR only, opt-in)
- Stripe — payment processing
A current list is available on request.
7. Your rights
Under UK GDPR you have the right to access, rectify, erase, restrict, port or object to the processing of your personal data. To exercise any of these rights, email hello@ilmoveai.com. We will respond within one calendar month.
If you believe we have not handled your data correctly, you have the right to complain to the Information Commissioner's Office at ico.org.uk.
8. Security
We use TLS 1.2+ encryption for all data in transit, encryption at rest for our databases, principle-of-least-privilege access controls, multi-factor authentication for administrators, and audit logs for sensitive operations. We never store passwords in plain text.
9. Changes to this policy
We will update this policy from time to time. Material changes will be communicated to active customers by email at least 30 days before they take effect.
10. Contact
Questions, requests or complaints: hello@ilmoveai.com