Privacy Policy

1. Who We Are

This Privacy Policy explains how Cawdor Consulting Limited ("we", "us", or "our") collects, uses, stores, and protects your personal data when you use our website and the Cawdor Companion platform.

Cawdor Consulting Limited is a company registered in England and Wales. We are the data controller responsible for your personal data under UK data protection law.

If you have any questions about this Privacy Policy or your personal data, please contact:

Email: privacy@cawdorconsulting.com
Address:
Cawdor Consulting Limited
31 Norton Way North
Letchworth Garden City
Hertfordshire
SG6 1BX
United Kingdom

2. What Information We Collect

Information You Provide Directly

We may collect personal data that you voluntarily provide when you:

• Request a demo
• Create an account
• Use the Cawdor Companion platform
• Contact us
• Subscribe to updates
  
  

This may include:

• Name
• Email address
• Job title
• Company name
• Username and password
• Billing information
• Contact preferences
• Any information you submit through forms or platform inputs

You are responsible for ensuring that the information you provide is accurate and up to date.

Information Collected Automatically

When you visit our website or use our platform, we may automatically collect:

• IP address
• Browser type and version
• Device type and operating system
• Pages visited and time spent on pages
• Usage data within the platform
• Referring URLs
• General location data derived from IP address

This information does not directly identify you but helps us maintain security, improve performance, and analyse usage.

3. How We Use Your Information

We process your personal data to:

• Provide access to the Cawdor Companion platform
• Manage user accounts
• Deliver requested services
• Respond to enquiries and provide support
• Send administrative communications
• Improve our services and platform functionality
• Maintain security and prevent fraud
• Comply with legal obligations

We do not use your personal data for automated decision-making that produces legal or similarly significant effects.

4. Legal Bases for Processing

Under UK GDPR, we rely on the following lawful bases:

Contract
Where processing is necessary to provide services or manage your account.‍

Legitimate Interests
Where processing is necessary for our legitimate business interests, including improving our services, maintaining security, analysing usage, and developing the platform, provided those interests do not override your rights.

Consent
Where you have provided consent, such as for marketing communications. You may withdraw consent at any time.

Legal Obligation
Where processing is necessary to comply with legal or regulatory requirements.

5. Artificial Intelligence Features

Cawdor Companion uses artificial intelligence technologies to generate structured feedback, analysis, and learning outputs based on user inputs.

User-provided content may be processed by trusted third-party AI infrastructure providers to enable these features. These providers process data only in accordance with our instructions and applicable data protection law.

We do not use personal data submitted through the platform to train publicly available AI models.

6. Sharing Your Information

We may share personal data with trusted third-party service providers who support our operations, including:

• Cloud hosting providers
• Data storage providers
• AI infrastructure providers
• Website hosting providers
• Analytics providers (such as Google Analytics)
• Communication and collaboration tools

All third parties are required to process personal data in accordance with our instructions and applicable law.

We may also disclose personal data if required by law or in connection with a business restructuring, merger, or sale.

We do not sell personal data.

7. Cookies and Analytics

We use cookies and similar technologies to:

• Maintain website functionality
• Improve performance
• Analyse usage
• Enhance user experience

We use Google Analytics to understand how visitors use our website. Google Analytics may collect information such as your IP address and browsing behaviour.

You can control cookies through your browser settings or via our cookie banner. For further details, please see our Cookie Policy.

8. International Transfers

Some of our service providers may process personal data outside the United Kingdom. Where this occurs, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses or adequacy regulations, in accordance with UK data protection law.

9. How Long We Keep Your Data

We retain personal data only for as long as necessary for the purposes set out in this policy, including:

• Account data: for the duration of your account and up to 12 months after closure
• Enquiry data: up to 12 months after last contact
• Contractual and financial records: up to 6 years to comply with legal obligations
• Analytics data: in accordance with our analytics configuration

Where we no longer have a legitimate need to process personal data, we will delete or anonymise it.

10. Data Security

We implement appropriate technical and organisational measures to protect personal data against unauthorised access, alteration, disclosure, or destruction.

However, no electronic transmission over the internet is completely secure, and we cannot guarantee absolute security.

11. Your Rights

Under UK data protection law, you have the right to:

• Request access to your personal data
• Request correction of inaccurate data
• Request deletion of your data
• Request restriction of processing
• Object to processing
• Request data portability
• Withdraw consent (where applicable)

To exercise your rights, contact:

privacy@cawdorconsulting.com

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) at:
www.ico.org.uk

12. Children

Our services are not directed at individuals under 18. We do not knowingly collect personal data from children.

13. Updates to This Policy

We may update this Privacy Policy from time to time. The updated version will be published on our website with a revised date.

14. Contact Us

If you have any questions about this Privacy Policy or your personal data, please contact:

Email: privacy@cawdorconsulting.com

Or write to:

Cawdor Consulting Limited
31 Norton Way North
Letchworth Garden City
Hertfordshire
SG6 1BX
United Kingdom