How we collect, use and protect personal data.

1. Data Controller

For the purposes of this Privacy Policy, the data controller is Kaelviona, based in United Kingdom. The data controller is responsible for deciding why and how personal data is processed in relation to this website and our business communications.

Contact email: office@Kaelviona.com

2. Personal Data We May Collect

We may collect personal data that you provide directly to us, as well as limited technical data generated when you use our website.

Data you provide directly

• Name and surname;
• Email address;
• Phone number;
• Company name and role;
• Message content submitted through contact forms or email;
• Information shared during calls, audits, proposals or project discussions.

Technical and website data

• IP address and approximate location;
• Device, browser and operating system information;
• Pages visited, time on page and website interaction data;
• Referral source, campaign parameters and analytics data;
• Cookie preferences and consent choices.

3. How We Use Personal Data

We use personal data only when we have a valid reason to do so and only for purposes connected to our website, communication and services.

• To respond to inquiries, contact requests and project discussions;
• To prepare audits, proposals, offers or service recommendations;
• To provide marketing, advertising, web design, branding and analytics services;
• To manage client relationships and project communication;
• To improve our website, services, content and user experience;
• To measure marketing performance and website interactions;
• To send relevant communications if you have requested them or where legally permitted;
• To protect our website, business, users and systems from misuse or security risks;
• To comply with legal, tax, accounting or regulatory obligations.

4. Legal Bases for Processing

Depending on the context, we may rely on one or more of the following legal bases for processing personal data:

• Consent — for example, when you agree to receive marketing communications or accept optional cookies;
• Contractual necessity — when processing is needed to provide services, prepare an offer or manage a client relationship;
• Legal obligation — when we need to keep records or comply with applicable legal, tax or accounting rules;
• Legitimate interest — when we process data for normal business communication, service improvement, fraud prevention, website security or B2B relationship management, provided your rights and freedoms are not overridden.

5. Cookies, Analytics and Tracking

Our website may use cookies and similar technologies to operate correctly, remember preferences, analyze performance and understand how visitors interact with our pages.

Some cookies may be strictly necessary for the website to function. Optional cookies, such as analytics or marketing cookies, should only be used according to your consent choices where required by law.

For more details about cookie categories, purposes and consent settings, please read our Cookie Policy.

6. Data Sharing and Service Providers

We do not sell personal data. We may share limited personal data with trusted service providers when this is necessary to operate our website, deliver services or manage business communication.

Such providers may include:

• Website hosting and technical infrastructure providers;
• Email, CRM, communication or scheduling tools;
• Analytics, advertising and reporting platforms;
• Payment, accounting, legal or administrative service providers;
• Contractors or partners involved in delivering agreed services.

Where required, we aim to use appropriate contractual, technical and organizational safeguards with providers that process data on our behalf.

7. Data Retention

We keep personal data only for as long as reasonably necessary for the purposes described in this Privacy Policy, unless a longer retention period is required by law.

• Contact form and inquiry data may be kept for the time needed to respond and manage potential collaboration;
• Client and project data may be kept during the relationship and for a reasonable period afterwards;
• Accounting, contract and legal records may be kept according to applicable legal retention obligations;
• Marketing communication data may be kept until you unsubscribe or object, unless we need to retain minimal suppression records;
• Analytics data may be retained according to the settings of the analytics tools used.

8. Your Data Protection Rights

Depending on your location and applicable law, you may have rights regarding your personal data. These may include:

• The right to be informed about how your data is used;
• The right to access the personal data we hold about you;
• The right to request correction of inaccurate or incomplete data;
• The right to request deletion of personal data in certain situations;
• The right to restrict or object to certain types of processing;
• The right to data portability where applicable;
• The right to withdraw consent where processing is based on consent;
• The right to lodge a complaint with a competent data protection authority.

To exercise your rights, contact us at office@Kaelviona.com. We may need to verify your identity before responding to a request.

9. Data Security

We aim to protect personal data through reasonable technical and organizational measures designed to reduce the risk of unauthorized access, loss, misuse, disclosure or alteration.

However, no website, email system or digital transmission method is completely secure. You should avoid sending highly sensitive information through unsecured contact forms or email unless specifically requested and protected through suitable measures.

10. International Transfers

Some service providers used for hosting, analytics, advertising, email, CRM or communication may process data outside your country or outside the United Kingdoman Economic Area. Where required, we aim to rely on appropriate safeguards for such transfers.

11. Children’s Privacy

Our website and services are intended for businesses and professional users. We do not knowingly collect personal data from children. If you believe a child has provided us with personal data, please contact us so we can review and delete it where appropriate.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, website, tools, legal requirements or business practices. The updated version will be published on this page with a revised “Last updated” date.

13. Contact

If you have questions about this Privacy Policy or how we process personal data, please contact us:

• Email: office@Kaelviona.com
• Company: Kaelviona
• Location: Based in United Kingdom