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Privacy Policy

This policy is effective from 10th August 2025

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Caveonan Ltd (“we”, “our”, “us”) is committed to protecting and respecting your privacy. This policy explains how we collect, use, store, and protect personal data in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. It also outlines your rights and how to contact us about privacy matters.​

Definitions

‘Personal Data’ means any information relating to an identified or identifiable person.

‘Processing’ means any operation performed on personal data, such as collection, storage, or use.

‘Controller’ means the organisation that determines the purposes and means of processing personal data.

‘Processor’ means the organisation processing personal data on behalf of the controller.

‘Special Category Data’ means personal data revealing racial or ethnic origin, political opinions, religious beliefs, trade union membership, genetic data, biometric data, or health data

How we collect personal data

We collect personal data from:

  • Direct interactions: via meetings, telephone calls, email, or web forms.

  • Project work: when providing consultancy services to clients.

  • Recruitment processes: job applications, CVs, interviews.

  • Publicly available sources: Companies House, NHS directories, LinkedIn.

  • Automated technologies: cookies, analytics, and similar tools

Types of data we collect

  • Identity data: names, titles, organisation details.

  • Contact data: email addresses, phone numbers, postal addresses.

  • Technical data: IP addresses, browser type, operating system, referring URLs.

  • Professional data: job titles, qualifications, project history.

  • Special category data: only where relevant to service delivery, such as health-related planning data.

Purposes for processing data

We process personal data to:

  • Deliver consultancy and advisory services.

  • Respond to enquiries.

  • Manage contracts and client relationships.

  • Meet legal and regulatory requirements.

  • Improve our services and website experience.

  • Conduct recruitment and manage employment relationships.

  • Send relevant marketing communications (with consent).

Lawful basis for processing

Our lawful bases include:

  • Consent: where you agree to us processing your data.

  • Contract: processing necessary to fulfil a contract.

  • Legal obligation: to comply with the law.

  • Legitimate interest: where processing is necessary for our business operations and not overridden by your rights.

Marketing and communications

We may send you updates about our services if you have opted in. You may withdraw consent at any time by contacting us or clicking the unsubscribe link in our emails.

Data sharing

We may share your data with:

  • Service providers: IT support, cloud hosting, analytics providers.

  • Professional advisers: lawyers, accountants.

  • Regulatory bodies: NHS England, HMRC, Information Commissioner’s Office (ICO), where required.

All third parties are bound by confidentiality and data protection obligations.

International transfers

Where data is transferred outside the UK, we implement appropriate safeguards such as Standard Contractual Clauses or adequacy decisions.

Data retention

We retain data according to the following schedules:

  • Client project data: 7 years after project completion.

  • Recruitment data: 6 months for unsuccessful candidates.

Marketing contact data: until you opt out.

Data security

We implement technical measures such as encryption, secure servers, and regular security testing, and organisational measures such as staff training and access controls.

Data breaches

In the event of a data breach, we will notify the ICO within 72 hours and affected individuals where legally required. The ICO’s contact details can be found on their website at https://ico.org.uk/

Children’s privacy

Our services are not directed to children under 16, and we do not knowingly collect personal data from them.

Your rights

Under UK GDPR, you have the right to: access, rectify, erase, restrict, object, and request portability of your personal data.

Contact us

Email: contact@caveonan.com
Tel: (+44) 0203 576 2520
Registered Address: 20-22 Wenlock Road, London, England, N1 7GU

Company Number: 08025306

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