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Privacy Policy

Effective Date: July 23, 2026

1. Introduction and Scope

Aegis Management Services Limited, a member of the Aegis group of Companies ("Aegis", "we", "us" or "our"), is committed to protecting the privacy and security of personal information belonging to our clients, prospective clients, job applicants, and website visitors. This Privacy Policy explains what personal information we collect through our website, why we collect it, how we use, share, retain and protect it, and the rights available to you in respect of that information.

This Policy applies to all personal information processed in connection with the website operated at the domain on which this page is published, including our enquiry and contact form, our careers/application form, and any analytics cookies deployed with your consent. It does not apply to information we may receive from you through separate, offline engagement letters or client service agreements, which are governed by the terms of those specific agreements.

2. Data Controller

For the purposes of applicable data protection law, the data controller in respect of personal information collected through this website is:

Aegis Management Services Limited
ECL Business Park, Plot 7732, Block 1, 3rd Floor, Freedom Avenue, Kitwe, Zambia
Email: info@aegis-ms.com
Phone / WhatsApp: +260 961 145 800

Where Aegis Management Services Limited coordinates specialist services through licensed professional partners (for example, legal, audit, tax agency, or surveying services), those partners may act as independent data controllers in their own right in respect of information you provide directly to them, subject to their own privacy notices.

3. Information We Collect

We collect the following categories of personal information:

• Enquiry / Contact Information ("Leads"). When you submit an enquiry through our contact form, we collect your full name, company name (optional), email address, phone number (optional), and the contents of your message.
• Careers / Application Information. When you apply for a role through our careers form, we collect your full name, email address, phone number, the position applied for, any cover letter or message you provide, and your curriculum vitae ("CV") file.
• Technical and Usage Information. Where you have given explicit consent via our cookie banner, we collect aggregated, privacy-conscious analytics information (such as pages visited and general session duration) through Google Analytics 4 ("GA4"). No analytics cookies are set, and no such information is collected, until you affirmatively accept our cookie banner.
• Anti-Spam and Security Information. To protect our forms from automated abuse, submissions are validated using Cloudflare Turnstile, which may process limited technical signals (such as IP address and browser characteristics) in accordance with Cloudflare's own privacy practices.

4. How We Use Your Information and Legal Basis

We process your personal information for the following purposes:

• To respond to your enquiries and provide requested information about our corporate advisory, business consulting, regulatory, property, tax and related professional services. This processing is necessary for our legitimate interest in responding to prospective client communications, and, where an engagement follows, to take steps prior to entering into a contract with you or your organisation.
• To evaluate job applications submitted through our careers form, which is necessary to take steps at your request prior to entering into an employment or engagement contract.
• To maintain the security and integrity of our website, including spam and abuse prevention, which is necessary for our legitimate interest in operating a secure online service.
• To understand website usage patterns through consent-gated analytics, which is processed solely on the basis of your explicit, opt-in consent, given via our cookie banner, and which you may withdraw at any time as described in Section 8 below.
• To comply with our legal and regulatory obligations, including obligations relating to corporate record-keeping, tax, and any lawful request from a competent authority.

5. Data Retention

We retain personal information only for as long as is necessary for the purposes set out in this Policy, and in line with the following specific retention rules:

• Enquiry / Lead Records. Personal information submitted through our contact enquiry form is retained for a period of ninety (90) days from the date of submission. Records that remain in an unconverted status beyond this 90-day window are automatically identified by an internal, scheduled process and permanently purged from our production database, unless a longer retention period is required to complete an active engagement you have asked us to pursue, or is required by law.
• Careers / Application Records. CVs and application details are retained for the period reasonably necessary to evaluate your candidacy and, where you are unsuccessful, for a limited further period to allow us to consider your profile against future opportunities, unless you request earlier erasure in accordance with Section 9 below.

Where personal information is no longer required, it is either permanently deleted or irreversibly anonymised such that it can no longer be associated with you.

6. How We Share Your Information

We do not sell your personal information. We disclose personal information only in the following limited circumstances:

• Infrastructure and hosting providers who process data on our behalf as data processors, including our cloud application hosting and managed database provider, and Cloudflare for network security, bot management and spam protection. These providers are bound by appropriate data processing terms and may apply encryption at rest to stored information.
• Professional partners, but only where you have specifically requested coordination of a specialist regulated service (for example, legal, audit, or surveying services) that requires us to share relevant information with that partner in order to fulfil your request.
• Regulators or authorities, where disclosure is required by applicable law, regulation, or a valid legal process.

7. International Data Transfers

Our hosting, database, and analytics infrastructure providers may process and store personal information on servers located outside Zambia. Where this occurs, we take reasonable steps to ensure that any such provider maintains a standard of protection for your personal information that is consistent with the principles set out in this Policy, including the use of encryption in transit and at rest and contractual data processing commitments.

8. Cookies and Analytics

Our website uses only the essential functionality required for the site to operate (such as remembering your selected language). We do not load any analytics, advertising, or tracking technology by default.

On your first visit, you will be shown a cookie consent banner offering you the choice to accept or decline optional analytics cookies (Google Analytics 4). If you select "Decline", no analytics script is loaded and no analytics cookie is set. If you select "Accept", a consent record is stored on your device for 365 days and the GA4 analytics script is loaded from that point forward. You may withdraw your consent at any time by clearing your browser's local storage and cookies for this site, which will cause the consent banner to reappear on your next visit.

We do not use advertising cookies, and we do not permit third parties to place advertising trackers on this website.

9. Your Rights

Subject to applicable law, you have the following rights in respect of your personal information:

• Right of access to request confirmation of whether we process your personal information, and to obtain a copy of it.
• Right to rectification to request that we correct inaccurate or incomplete personal information.
• Right to erasure to request that we permanently delete your personal information, as described below.
• Right to restriction of processing to request that we limit how we use your personal information in certain circumstances.
• Right to object to object to processing carried out on the basis of our legitimate interests.
• Right to data portability to request a structured, commonly used, machine-readable copy of personal information you have provided to us.

9.1 Right to Erasure Process

You may request erasure of your personal information at any time by emailing info@aegis-ms.com with the subject line "Data Erasure Request", together with sufficient information to allow us to locate your record (for example, the name, email address, or company name used in your original submission). Upon receipt of a valid request, an authorised administrator will process the erasure through our secure administrative dashboard, which supports permanent, irreversible removal of qualifying lead and application records. We will confirm completion of your erasure request in writing within a reasonable time, and in any event within the timeframe required by applicable law.

We may decline or delay an erasure request to the extent that continued retention of specific information is required to comply with a legal obligation, to establish, exercise or defend legal claims, or to complete an active, client-requested engagement.

9.2 California Residents (CCPA/CPRA)

To the extent the California Consumer Privacy Act, as amended ("CCPA"), applies to our processing of your personal information, you have the right to know what personal information we collect, to request deletion of that information, and to not be discriminated against for exercising these rights. We do not sell or share personal information within the meaning of the CCPA, and we do not use or disclose sensitive personal information for purposes other than those permitted by law. California residents may exercise these rights using the same contact details provided in Section 9.1 above.

10. Data Security

We apply appropriate technical and organisational measures designed to protect personal information against unauthorised access, alteration, disclosure or destruction, including transport-layer encryption, encryption of stored data at rest, role-based access controls for our administrative systems, spam and bot mitigation, and rate-limiting of form submissions. No method of transmission or storage is completely secure, and while we work to protect your personal information, we cannot guarantee its absolute security.

11. Children's Privacy

Our website and services are directed at businesses, investors, and professional contacts, and are not intended for use by individuals under the age of 18. We do not knowingly collect personal information from children.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or for other operational reasons. Any material changes will be reflected by an updated effective date at the top of this page. We encourage you to review this page periodically.

13. Contact Us

If you have questions about this Privacy Policy or wish to exercise any of the rights described above, please contact us at info@aegis-ms.com or +260 961 145 800.

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