Privacy & Cookie Policy

Who we are

Valconia is a strategic risk consultancy based in the UK.

For the purposes of data protection law, Valconia is the data controller for the personal information described in this policy.

You can contact us at:

• Email: hello@valconia.com
• Website: www.valconia.com

What information we collect

We may collect and process personal information when you:

• contact us by email;
• enquire about working with us;
• become a client, collaborator or supplier;
• interact with our website;
• correspond with us in the course of a project or professional relationship.

This may include:

• your name;
• your email address;
• your organisation and role;
• your phone number, if you choose to provide it;
• the content of your enquiry or correspondence;
• information needed to deliver work, manage a client relationship, issue invoices or keep business records.

We do not intentionally collect special category personal data through this website.

How we use your information

We use your personal information to:

• respond to enquiries;
• discuss potential work or collaboration;
• provide consultancy services;
• manage client, supplier and professional relationships;
• send relevant information where you have asked us to do so;
• maintain business records;
• meet legal, tax and accounting obligations;
• protect our legitimate business interests.

Our lawful basis for using your information

Depending on the situation, we rely on one or more of the following lawful bases:

The ICO recommends that privacy information should explain the purposes of processing, lawful basis, retention approach and individuals' rights in clear language.

Who we share information with

We do not sell your personal information.

We may share information with trusted third parties where necessary to operate our business, such as:

• email and website hosting providers;
• cloud storage and productivity tools;
• accountants, bookkeepers or professional advisers;
• payment or invoicing providers;
• delivery partners or associates working with us on a project;
• legal or regulatory bodies where required.

Where we use third-party service providers, we only share the information they need to provide their service.

International transfers

Some of the services we use may store or process information outside the UK. Where this happens, we take reasonable steps to ensure appropriate safeguards are in place, such as contractual protections or recognised data transfer mechanisms.

How long we keep information

We keep personal information only for as long as necessary for the purpose it was collected.

As a general guide:

• enquiry emails may be kept for up to 24 months;
• client and project records may be kept for up to 7 years for legal, tax and accounting purposes;
• supplier and financial records may be kept for up to 7 years;
• marketing consent records, if applicable, are kept until consent is withdrawn or the information is no longer needed.

If we no longer need your information, we will delete it or anonymise it where appropriate.

Your rights

Under UK data protection law, you have rights in relation to your personal information. These may include the right to:

• access a copy of your personal information;
• ask us to correct inaccurate information;
• ask us to delete your information;
• restrict how we use your information;
• object to certain uses of your information;
• ask for your information to be transferred to another organisation;
• withdraw consent where we rely on consent.

The ICO notes that people should be told what rights they have, including access, rectification, erasure, restriction, objection and portability where applicable.

To exercise your rights, contact us at hello@valconia.com.

You also have the right to complain to the Information Commissioner's Office, the UK regulator for data protection:

• ICO website: www.ico.org.uk

How we protect your information

We take reasonable technical and organisational steps to protect personal information from loss, misuse, unauthorised access, disclosure or alteration.

However, no method of transmission over the internet or electronic storage is completely secure, so we cannot guarantee absolute security.

Cookies

Cookies are small files placed on your device when you visit a website. Similar technologies can also be used to store or access information on your device.

At present, Valconia's website is intended to use only cookies or technologies that are necessary for the website to function properly.

These may include cookies or similar technologies used to:

• keep the website secure;
• load pages correctly;
• remember basic technical preferences;
• support website functionality.

We do not currently use cookies for advertising, retargeting or behavioural tracking.

If we introduce analytics or marketing cookies in future, we will update this policy and, where required, ask for your consent before setting those cookies. The ICO's guidance says consent is generally needed for non-essential cookies and similar technologies, while there is an exception for technologies that are essential to provide a service requested by the user.

Managing cookies

You can control or delete cookies through your browser settings. Most browsers allow you to block cookies, delete existing cookies or set preferences for certain websites.

Please note that blocking essential cookies may affect how the website works.

Links to other websites

Our website may include links to other websites. We are not responsible for the privacy practices, content or cookie use of those websites. You should read their privacy and cookie policies before providing any personal information.

Changes to this policy

We may update this Privacy & Cookie Policy from time to time. The latest version will always be available on this page.