GDPR Privacy Notice

1. Who We Are

Valexis Consulting Limited ("Valexis", "we", "us", "our") is the data controller responsible for your personal data. We are registered in England and Wales under company number 12531719.

Our registered address is: 167–169 Great Portland Street, London, England, W1W 5PF.

For any data protection queries, please contact us at hello@valexis.com

2. What Personal Data We Collect

We may collect and process the following categories of personal data:

• Identity data — including first name, last name, job title and organisation
• Contact data — including email address, telephone number and postal address
• Professional data — including your role, seniority, industry and areas of interest
• Communication data — including messages, enquiries and correspondence sent to us
• Technical data — including IP address, browser type and website usage data where applicable
• Financial data — including invoicing details and bank account information where relevant to an engagement

We do not collect any special category data (such as health, religious or political information) and we do not collect data from individuals under the age of 18.

3. How We Collect Your Data

We collect personal data through the following means:

• Directly from you — via our contact form, email, telephone or in-person meetings
• From third parties — such as LinkedIn, referrals or publicly available professional sources
• Through our website — via cookies and analytics tools where applicable
• During the course of an engagement — where you or your organisation is a client or partner

4. How We Use Your Personal Data

We use your personal data for the following purposes:

• To respond to your enquiries and communicate with you
• To provide our consultancy services and fulfil contractual obligations
• To manage our client and supplier relationships
• To send relevant updates, insights or information about our services where you have consented or where we have a legitimate interest
• To process invoices and manage financial transactions
• To comply with our legal and regulatory obligations
• To improve our website, services and internal processes

5. Legal Basis for Processing

We process your personal data on the following legal bases under UK GDPR:

• Contract — where processing is necessary to fulfil or prepare a contract with you or your organisation
• Legitimate interests — where we have a genuine business reason to process your data, such as responding to enquiries, managing relationships or conducting business development
• Legal obligation — where we are required to process data to comply with the law
• Consent — where you have explicitly provided consent for a specific purpose, such as receiving marketing communications

6. How We Store Your Data

Your personal data is stored securely on our systems and with trusted third-party service providers. We take appropriate technical and organisational measures to protect your data against unauthorised access, loss or disclosure.

Where we use third-party processors (such as email platforms, CRM tools or document management systems), we ensure they provide sufficient guarantees around data protection and that appropriate data processing agreements are in place.

We do not transfer your personal data outside of the United Kingdom or European Economic Area unless appropriate safeguards are in place.

7. How Long We Keep Your Data

We retain your personal data only for as long as is necessary for the purposes for which it was collected, or as required by law. Our standard retention periods are:

• Enquiries that do not result in an engagement — up to 12 months
• Client and supplier records — up to 7 years following the end of the relationship, in line with legal and financial obligations
• Financial records — up to 7 years in accordance with HMRC requirements
• Marketing contacts — until you withdraw consent or request removal

At the end of each retention period, your data will be securely deleted or anonymised.

8. Sharing Your Data

We do not sell, rent or share your personal data with third parties for marketing purposes. We may share your data with:

• Trusted service providers acting as data processors on our behalf (e.g. email platforms, CRM systems, document storage)
• Professional advisors such as lawyers, accountants or insurers where necessary
• Regulatory or law enforcement authorities where required by law
• Other members of our delivery network where relevant to an engagement, with your knowledge

All third parties we work with are required to handle your data securely and in accordance with applicable data protection law.

9. Cookies

Our website uses a small number of cookies and similar technologies. Strictly necessary cookies are used to run the website and to remember your cookie choices. With your consent, we also use:

• Analytics cookies - Google Analytics 4, to understand how visitors use our website and tools so that we can improve them
• Marketing cookies - the LinkedIn Insight Tag, to measure the effectiveness of our LinkedIn activity

Non-essential cookies are only placed once you have given consent through the cookie banner shown on your first visit. You can change or withdraw your consent at any time using the privacy settings button at the bottom of every page.

10. Your Rights

Under UK GDPR, you have the following rights in relation to your personal data:

• Right of access — to request a copy of the personal data we hold about you
• Right to rectification — to request correction of inaccurate or incomplete data
• Right to erasure — to request deletion of your personal data where there is no lawful reason to continue processing it
• Right to restrict processing — to request that we limit how we use your data in certain circumstances
• Right to data portability — to receive your data in a structured, commonly used format
• Right to object — to object to processing based on legitimate interests or for direct marketing purposes
• Right to withdraw consent — where processing is based on consent, to withdraw it at any time

To exercise any of these rights, please contact us at hello@valexis.com. We will respond within 30 days.

11. Complaints

If you are unhappy with how we have handled your personal data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK's supervisory authority for data protection matters.

ICO website: ico.org.uk  |  ICO helpline: 0303 123 1113

12. Changes to This Notice

We may update this GDPR Privacy Notice from time to time to reflect changes in our practices or legal requirements. Any updates will be published on this page with a revised date. We encourage you to review this notice periodically.

For any questions about this notice or how we handle your data, please contact us at hello@valexis.com