Email Communications & Consent

Last updated: 1 May 2026

1. Our Commitment

INAGENTIC LTD (Company Number: 16702679), operator of FileDone.co.uk, is committed to respecting your inbox and complying with UK GDPR and the Privacy and Electronic Communications Regulations (PECR). We only send emails with your explicit consent.

2. Types of Emails We Send

2.1 Essential Service Emails (No Consent Required)

These emails are necessary for the Service to function and are sent on a legitimate interest basis:

  • Magic Link Authentication: One-time login links to access your account
    Sent: When you request to sign in
  • Critical Service Notices: Urgent security alerts or service disruptions
    Sent: Only for critical issues
  • Password Reset: If we implement password authentication in future
    Sent: When you request a password reset

Legal Basis: Legitimate interest / contract performance (necessary to provide the Service you requested)

2.2 Optional Reminder Emails (Consent Required)

These emails require your explicit opt-in consent:

  • Compliance Reminder Summaries: Weekly or monthly emails containing:
    • Your active reminders with dates
    • UK Compliance Obligations due in next 12 months
    • Confirmation statements and annual accounts deadlines
    • Company-specific compliance information
    Sent: According to schedule you set (weekly/monthly)
  • Product Updates: Major new features or improvements (if we implement this)
    Sent: Infrequently, only for significant updates

Legal Basis: Consent (you must explicitly opt-in)

3. How to Give Consent

3.1 Reminder Emails

To opt-in to reminder emails:

  1. Sign in to your FileDone account
  2. Click the "Comments & Notes" button (floating button, bottom-right)
  3. Go to the "All" tab
  4. Click "Schedule Email Updates" in the Email Reminders section
  5. Choose your preferences:
    • Start date and time
    • Frequency (weekly or monthly)
  6. Click "Save Schedule" to confirm

✓ Explicit Consent: By clicking "Save Schedule", you explicitly consent to receive compliance reminder emails at the frequency you selected. We record the date and time of your consent.

3.2 What Happens When You Consent

  • We store your email preferences in our system
  • We record the date and time you gave consent
  • We send you a confirmation email immediately (if you selected immediate start)
  • Emails are sent according to your chosen schedule

4. How to Withdraw Consent

You can withdraw your consent at any time. Your reminder emails will stop immediately.

4.1 Via Dashboard

  1. Sign in to FileDone
  2. Open Comments & Notes popover
  3. Click "Disable" next to Email Reminders
  4. Confirm your choice

4.2 Via Unsubscribe Link

Every reminder email includes an unsubscribe link at the bottom. Click it to instantly disable reminder emails.

4.3 Via Email

Send an email to unsubscribe@filedone.co.uk with your account email address. We'll process your request within 48 hours.

✓ Immediate Effect: When you withdraw consent, we stop sending reminder emails immediately. You'll receive a confirmation of your unsubscribe.

5. Email Frequency and Content

5.1 Reminder Emails

FrequencySchedule
WeeklyEvery 7 days at your chosen time
MonthlyOnce per month at your chosen time

5.2 What's Included

Each reminder email contains:

  • Section 1: Your active reminders (if any)
  • Section 2: UK Compliance Obligations due in next 12 months
  • Company names, registration numbers, and due dates
  • Status indicators (overdue, due soon, upcoming)
  • Direct link to your dashboard
  • Unsubscribe link

5.3 No Marketing

We do NOT send:

  • Marketing or promotional emails
  • Third-party advertisements
  • Newsletters (unless you explicitly opt-in to a future newsletter)
  • Spam or unsolicited communications

6. Data Protection

Your email data is protected:

  • Storage: Encrypted at rest in AWS (eu-west-1, Ireland)
  • Transmission: Sent via AWS SES with TLS encryption
  • Access: Limited to authorized personnel only
  • Sharing: We never share, sell, or rent your email address
  • Retention: Deleted within 30 days after account deletion

7. Consent Records

We maintain records of your consent in compliance with UK GDPR:

  • Date and time consent was given
  • What you consented to (email type and frequency)
  • How consent was obtained (through dashboard feature)
  • Date and time consent was withdrawn (if applicable)

You can request a copy of your consent records at any time by contacting privacy@filedone.co.uk

8. Children's Privacy

Our Service is not intended for individuals under 18 years of age. We do not knowingly collect email addresses from children or send them emails.

9. Your Rights

Under UK GDPR, you have the right to:

  • Withdraw Consent: Stop receiving emails at any time
  • Access: Request a copy of emails we've sent you
  • Rectification: Update your email address
  • Erasure: Request deletion of your email and consent records
  • Portability: Receive your email history in machine-readable format
  • Object: Object to email processing
  • Complain: Lodge a complaint with the ICO

10. Changes to This Policy

If we make significant changes to our email practices or this policy, we'll notify you:

  • Via email (to your registered address)
  • Through a prominent notice in the Service
  • At least 30 days before changes take effect

If changes require new consent, we'll ask you to opt-in again.

11. Contact Us

Questions about email communications or consent?

INAGENTIC LTD
16 Mill Road, Wolvercote
Oxford, England, OX2 8PR
United Kingdom

Email: privacy@filedone.co.uk
Unsubscribe: unsubscribe@filedone.co.uk
Website: filedone.co.uk

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