Privacy Policy

Effective date: September 2026 | Website: www.ravensdaleconsultancy.uk

Ravensdale Consultancy Ltd (Ravensdale, we, us or our) respects your privacy and is committed to protecting personal data. This Privacy Policy explains how we collect, use, share and protect personal data when you use our website, contact us, commission our services, or take part in consultancy, facilitation, coaching or mentoring delivered by us.

1. Personal data we collect

We may collect:

Contact and professional information: name, email address, telephone number, job title, organisation, role and sector.
Engagement and administration information: enquiries, correspondence, proposals, contracts, session arrangements, invoices and payment records.
Service delivery information: documents and materials supplied to us, proportionate working notes, agreed actions and feedback generated while delivering the service and, where specifically agreed, audio or video recordings and automated transcripts.
Website and device information: IP address, browser and device information, pages visited, time spent on the site and referral source, where collected through cookies or analytics tools.

We usually obtain this information directly from you. We may also receive contact or professional information from an organisation commissioning work or from someone arranging an engagement on your behalf.

Please do not provide personal data about another person unless it is necessary and you are authorised to do so. We do not normally need special category personal data. If it is provided during our work, we will only process it where this is necessary and a valid condition under data protection law applies.

2. How and why we use personal data

We use personal data for the following purposes. The lawful basis for each purpose is explained alongside it.

Responding to enquiries and preparing proposals or contracts. We rely on taking steps at your request before entering into a contract, performance of a contract, and our legitimate interests in managing enquiries and developing our business.

Arranging and delivering consultancy, facilitation, coaching or mentoring, including reviewing supplied materials and keeping proportionate working notes. We rely on performance of a contract and our legitimate interests in delivering, managing and improving professional services.

Optional recording or automated transcription to support accurate note-taking and agreed session records. We rely on your consent. Recording is not required to receive the service and you may decline or withdraw consent without affecting your participation.

Managing contracts, invoices, payments, queries and complaints. We rely on performance of a contract, compliance with legal obligations, and our legitimate interests in administering the business and protecting legal rights.

Operating, securing and improving the website. We rely on our legitimate interests in running a secure and effective website. We rely on consent where this is required for non-essential cookies or similar technologies.

Sending marketing communications. We rely on consent, or on our legitimate interests where the law permits. You can opt out at any time.

3. Sharing personal data

We do not sell personal data or share it with third parties for their own advertising.

We may share limited personal data with trusted service providers that support our work, including website and email hosting, secure cloud storage, online meeting platforms, accounting services and carefully selected AI-assisted productivity tools. We share only what is necessary for the relevant purpose and require appropriate confidentiality, security and data protection arrangements.

Where recording or transcription has been agreed, the identified online meeting or transcription provider will process the recording or transcript to provide that function. Ravensdale will not use recordings or transcripts to train publicly available artificial intelligence models.

We may also share data with an associate or subcontractor involved in delivering an engagement, with professional advisers or insurers, or with a public authority where disclosure is required by law. If a provider processes personal data outside the UK, we use appropriate safeguards required by data protection law.

4. Retention

We keep personal data only for as long as it is reasonably needed for the purpose for which it was collected:

Enquiries that do not lead to an engagement: up to 3 years after the last meaningful contact.
Contracts, invoices and essential engagement records: for the engagement and normally for 7 years after it ends, to meet accounting, insurance and legal requirements.
Routine coaching or mentoring working notes and action records: normally up to 12 months after the engagement ends, unless a longer period is reasonably needed or agreed.
Agreed session recordings and automated transcripts: until the agreed notes have been prepared and no later than 30 days after the session, unless a longer period is required by law.
Marketing records: until you withdraw consent, opt out, or the information is no longer needed.

Ravensdale may propose recording or automated transcription of a session solely to support accurate note-taking and the preparation of agreed session records. This is optional and will only take place after written agreement and confirmation at the start of the session. You may decline or ask for recording to stop without affecting the service, in which case manual notes will be used. Access is restricted to the person or people identified in advance. Recordings and transcripts are not shared or used for another purpose unless separately agreed or required by law.

5. Security

We use appropriate technical and organisational measures to protect personal data from unauthorised access, loss, misuse, alteration or disclosure. Access is limited to people and providers who need it for an authorised purpose.

6. Your rights

Depending on the circumstances, you may have the right to:

Ask for access to your personal data.
Ask us to correct inaccurate or incomplete data.
Ask us to erase personal data.
Ask us to restrict processing or object to it.
Receive certain data in a portable form.
Withdraw consent at any time where processing is based on consent.

To exercise a right, contact hello@ravensdaleconsultancy.uk. You also have the right to complain to the Information Commissioner's Office at www.ico.org.uk, although we would welcome the opportunity to address your concern first.

7. Cookies, analytics and website tools

Our website uses essential cookies and similar technologies needed for security and core functions. With your consent, it may also use IONOS SiteAnalytics, Google Analytics and website translation tools to understand how the site is used and to provide optional functions. These services may collect device, usage and technical information.

You can accept, reject or change non-essential choices through the website's Privacy Settings. You can also manage cookies through your browser, although blocking essential cookies may affect how the site works.

8. External links

Our website may link to external sites. We are not responsible for the privacy practices of those sites.

9. Data controller and contact

The data controller is Ravensdale Consultancy Ltd.

Email: hello@ravensdaleconsultancy.uk

10. Changes to this policy

We may update this Privacy Policy from time to time. The effective date at the top of the policy will be changed when we do.