Minima Maxima Ltd
Last updated: October 2025
Minima Maxima is committed to protecting your privacy. This Privacy Policy explains how we collect, use, store and protect your personal data when you interact with us, our website, or any of our services.
By using our website or engaging with Minima Maxima, you agree to the practices described in this policy.
Minima Maxima Ltd
Registered in the United Kingdom
Website: https://minimamaxima.io
Email: tony@minimamaxima.io
We act as a Data Controller for personal data we collect directly, and a Data Processor when delivering services that involve accessing our clients’ internal systems.
We may collect and process the following types of information:
Name
Email address
Phone number
Company name
Job title
Information submitted through contact forms or booking tools
Information shared during calls, workshops, or consultancy sessions
IP address
Browser type and version
Device information
Pages visited and on-site behaviour
Cookies and analytics data (see Section 10)
During consultancy or implementation work, we may access data within:
CRM systems (e.g., Bullhorn or others)
Automation platforms
Analytics tools
ATS or talent systems
Email, calendar, or internal documentation (only if granted access)
This data is accessed solely to deliver contracted services and remains the property of the client at all times.
We never use client data to train AI models or for any purpose outside the agreed consultancy scope.
We process personal data for the following purposes:
Providing consultancy, advisory, implementation or optimisation services
Accessing necessary platforms to complete contracted work
Communicating updates, materials and deliverables
Managing proposals, contracts and billing
Responding to enquiries
Maintaining internal records
Sharing relevant insights, updates or resources
Contacting potential clients under legitimate interest
You may opt out at any time
Understanding how visitors use our site
Improving performance and user experience
We do not sell, rent, or commercially share personal data.
Under UK GDPR, we rely on the following lawful bases:
Legitimate Interests: responding to enquiries, operating our business, improving our website
Contractual Necessity: delivering agreed consultancy services
Consent: when you opt in to marketing communications
Legal Obligation: compliance with accounting and tax requirements
We take data security seriously. Protection measures include:
Encrypted devices and secure cloud storage
Multi-factor authentication and strict access controls
Internal data-handling procedures
No use of personal data in public or non-compliant AI tools
Only working with GDPR-compliant third-party processors
Client data accessed during engagements is handled according to each client’s governance policies.
We may share personal data with:
Trusted service providers (email, analytics, automation, secure hosting)
Subcontractors supporting our services (all under NDA)
Legal or regulatory authorities when required
We never sell personal data or share it with advertisers.
If data is transferred outside the UK/EU, we ensure adequate safeguards such as:
UK/EU adequacy decisions
Standard Contractual Clauses (SCCs)
Equivalent legal protections
We retain personal data only as long as needed:
Contact enquiries: 12–24 months
Client project data: only for the duration of the engagement, unless agreed otherwise
Financial and contractual records: typically 6 years, in line with UK law
You may request deletion at any time (see Section 9).
Under UK GDPR, you have the right to:
Access your personal data
Correct inaccurate information
Request deletion
Restrict or object to processing
Request data portability
Withdraw consent at any time
Lodge a complaint with the ICO
To exercise your rights, email: tony@minimamaxima.io
Our website uses cookies and analytics tools to understand behaviour and improve performance. This may include:
Essential cookies
Analytics cookies (anonymous traffic insights)
Third-party tools (e.g., Google Analytics, HubSpot or similar)
You may manage cookie preferences via your browser settings.
When providing AI-enabled services:
We never use personal data to train public AI models
We use only GDPR-compliant, enterprise-grade AI tools
AI outputs are reviewed with human oversight
Client data used in AI workflows is securely contained
See our Responsible AI Policy for full details.
We may update this Privacy Policy periodically to reflect regulatory updates or changes to our services.
The “Last updated” date indicates the latest version.
For privacy-related enquiries, contact:
Minima Maxima Ltd
Email: tony@minimamaxima.io
Website: https://minimamaxima.io
OVERVIEW
A growing specialist recruitment agency (circa 35 consultants) was performing well commercially but struggling operationally. Despite investing in multiple systems over time, leadership lacked confidence in reporting, teams worked inconsistently, and growth felt increasingly fragile.
Minima Maxima was engaged to stabilise the operating model, unify systems and data, and create a platform for predictable, scalable growth.
THE CHALLENGE
Recruiters had developed their own processes over time:
This created friction, slowed onboarding and made performance uneven.
Despite “having the data”, leaders couldn’t reliably answer:
Reporting existed, but trust in the numbers didn’t.
The agency had:
The issue wasn’t effort — it was lack of alignment between systems and how the business actually operated.
OUR APPROACH
We began by mapping how the business really worked — not how it was meant to work:
This created a shared understanding of what needed fixing — and what didn’t.
We stabilised the CRM and data layer by:
The system became simpler, cleaner and more intuitive.
Automation was redesigned to:
This shifted automation from background clutter to operational leverage.
We implemented a focused analytics layer that gave leaders:
Data became a decision-making tool, not a reporting burden.
THE IMPACT
Teams worked in a shared framework while retaining autonomy.
Onboarding improved and performance variation reduced.
Leaders finally trusted what they were seeing:
By removing friction and unnecessary admin, recruiters reclaimed time for high-value work — without increasing pressure.
The agency emerged with:
Growth became intentional, not reactive.
What This Enabled
The business now operates with:
Technology became an enabler — not a constraint.
CLIENT QUOTE
“We didn’t need more tools — we needed clarity. Minima Maxima helped us align our systems to how we actually work, and the difference has been transformational.”
OVERVIEW
A global technology recruitment company operating across the UK, EMEA and the US approached Minima Maxima with a familiar challenge:
tons of data, thousands of candidates, but no meaningful deal flow being generated from it.
Despite having years of candidate CVs, notes, outreach history and job records inside the CRM, the business struggled to leverage its data for sourcing, re-engagement or market insights.
Minima Maxima partnered with the leadership team to convert their legacy data into a high-performing revenue engine, powered by automation, analytics and an AI-ready data foundation.
THE CHALLENGE
The agency had grown fast — but without a consistent data strategy. As a result:
Automations were built on assumptions that didn’t match real data usage:
Great candidates existed in the system — but couldn’t be found, reactivated or matched effectively.
The company didn’t have a technology director internally, and regional operations lacked alignment.
OUR APPROACH
We began with a full ecosystem analysis, identifying:
We produced a red/amber/green assessment covering all core objects.
We rebuilt the data structure to make the CRM a usable search engine again:
This created a clean, trustworthy foundation for sourcing, automation and AI.
We redesigned workflow stages so consultants could:
Recruiters immediately felt the difference.
Once the foundation was fixed, we deployed a full automation framework:
These automations were personalised, brand-consistent, and written to reduce emotional variance across messaging.
We built a repeatable cycle for turning dormant data into live revenue:
This created a direct link between data quality → sourcing efficiency → job delivery → revenue.
With a clean dataset, we prepared the CRM for AI-driven tools:
The company is now in a position to adopt:
THE IMPACT
The CRM became the primary sourcing tool again.
Search accuracy increased dramatically.
Consultants stopped relying exclusively on LinkedIn.
Automation resurfaced thousands of previously dormant candidates.
Several placements were generated within weeks from reactivation workflows alone.
Better shortlisting + better job coverage = faster delivery.
Teams hit SLA milestones consistently for the first time.
Market maps generated directly from Bullhorn enabled:
Clean data unlocked:
Decision-making became data-led rather than intuition-led.
With structured, reliable data, the agency is now rolling out:
All powered by the clean, unified ecosystem we created.
What This Enabled
The transformation didn’t just improve data quality — it changed the trajectory of the business:
The company now treats the CRM as a strategic asset, not an administrative burden.
CLIENT QUOTE
“We always assumed our data was ‘too messy’ to fix. Minima Maxima proved otherwise — within months we were generating real revenue from segments of the database we didn’t even know we had.”
OVERVIEW
A fast-growing, sector-focused recruitment agency with 40 staff was struggling to scale due to fragmented systems, inconsistent workflows and poor data foundations.
Despite strong market demand, the business found it increasingly difficult to maintain delivery quality, forecast accurately, and onboard new consultants effectively.
Minima Maxima partnered with the agency to modernise its entire ecosystem — aligning people, process, data and technology into one unified, scalable operating model.
THE CHALLENGE
The agency faced several common but serious obstacles to growth:
The business knew there CRM could and should do more — but lacked the internal bandwidth and expertise to fix, redesign, and embed it properly.
OUR APPROACH
We conducted a structured assessment of:
This gave a 360° view of how the agency actually operated across front, middle and back office.
We rebuilt the CRM to match the agency’s real-world operations:
This gave consultants clarity, consistency and a more intuitive system.
We created a “data-ready-for-AI” environment by:
This tackled the root causes of poor reporting and workflow friction.
We designed and implemented a full-service automation layer, including:
Automations were written to reinforce brand tone and reduce emotional variance across communications.
We built out there Analytics capability that gave leaders real visibility:
This enabled data-led decision-making for the first time.
We delivered:
The result: the system stuck.
THE IMPACT
Recruiters had clearer workflows and automations prompting key actions.
This led to:
Leaders finally had:
This improved planning, hiring and resource allocation.
By removing manual admin and smoothing the workflow, consultants gained approx:
+5–7 hours per week of productive time
which they redirected into sourcing delivery and further training.
Compliance steps were automated, documentation was standardised, and data governance improved — significantly reducing risk.
Every consultant now used the CRM the same way, enabling the business to scale consistently across teams and new hires.
With clearer visibility and fewer bottlenecks, the agency saw:
What This Enabled
The agency emerged with a scalable, modern CRM ecosystem — not just a tidied-up system, but a platform capable of supporting their next stage of growth:
CLIENT QUOTE
“Minima Maxima helped us transform from a system we used into a system that drives the business.
Our workflows are cleaner, reporting is accurate, and our consultants are noticeably more productive.”
