Privacy Policy - Zivana Ltd

Last updated: 8 April 2025

Zivana Ltd is committed to protecting your personal data and respecting your privacy. This notice explains what information we collect, why we collect it, how we use it, and the choices you have. Zivana Ltd is registered with the UK Information Commissioner’s Office (ICO) for data protection purposes.

This Privacy Notice applies to the website zivana.co, our client communications, and any services provided by Zivana Ltd.

1. Who We Are

Zivana Ltd is an independent strategy and systems consultancy, and is a limited company registered in England and Wales under company number 16348492. Our registered office is:C/O Aardvark Accounting 1 Cedar Office Park, Cobham Road, Wimborne, England, BH21 7SB

If you have any questions about this notice, please contact us at:

Email: privacy@zivana.co.uk

2. Information We Collect

We collect and process the following types of personal information:

• Contact information – such as your name, email address, job title or organisation

• Communications – emails or messages you send us, including meeting notes and project discussions

• Usage data – anonymised data about how you use our website

• Client data – any information you choose to share during a professional engagement, including via calls, shared documents or feedback

We do not knowingly collect or process data from anyone under the age of 18.

3. How We Collect Information

We collect personal information when you:

• Visit our website or contact us through a form or email

• Schedule or participate in a meeting

• Engage our services

• Subscribe to newsletters, resources or events (if applicable)

• Access shared project workspaces or collaborative tools

4. How We Use Your Information

We process your data to:

• Respond to your enquiries

• Deliver the services you’ve requested

• Manage project communication and documentation

• Maintain accurate client records

• Improve our services and systems

• Comply with legal or regulatory obligations

We do not sell your data or use it for profiling or targeted advertising.

5. Lawful Basis for Processing

We process your information under one or more of the following legal bases:

• Contract – when we are delivering services to you

• Consent – when you voluntarily sign up for communications or agree to optional data use

• Legitimate interests – for internal operations, business development and service improvement

• Legal obligation – where required to comply with law

6. Use of AI Tools and Automated Processing

To support the quality and efficiency of our work, we may use AI-enabled tools in two ways:

• Text-based Support – We may use secure platforms (such as ChatGPT or Claude) to assist with synthesis, summarisation or drafting. No personal or sensitive data is entered unless anonymised or required by context.

• Meeting Support – We may use AI-powered notetaking tools (such as Fathom) during meetings to support accurate recall and documentation. These tools process audio or video for internal use only.

We never use AI tools for automated decision-making about individuals. If you would prefer that we do not use AI tools during your engagement, please let us know at any time.

7. Data Sharing and Processors

We may occasionally use secure, third-party platforms to support delivery and communication, including:

• Google Workspace – email and document hosting

• FreeAgent – invoicing and accounting

• Todoist – task management

• Fathom – meeting transcription (when used)

• OpenAI (ChatGPT) – synthesis, content support

• Anthropic (Claude) – summarisation and drafting support

These tools are used only under professional discretion, and no sensitive personal data is entered unless contextually required and proportionate. All tools are subject to GDPR-aligned safeguards, and clients may request non-use of AI tools at any time.

A full list of current data processors and AI-supported tools is available on request. We regularly review all providers for compliance, security, and data handling practices.

8. Data Retention

We keep your information only as long as necessary:

• Enquiry data: up to 12 months from last contact

• Client records: for up to 6 years following the conclusion of a project (for tax, legal and contractual obligations)

• Meeting notes or AI summaries: deleted upon request or within agreed retention terms

9. International Transfers

Some of our tools may store or process data outside the UK or EEA (for example, in the United States). Where this occurs, we ensure that appropriate safeguards are in place, such as standard contractual clauses or equivalent protective measures.

10. Cookies and Website Tracking

Our website uses only essential cookies required for secure site operation. These include session-based cookies set by our content management platform (Squarespace) to manage navigation and prevent cross-site request forgery (CSRF).

We do not use cookies for advertising, analytics, or behavioural tracking.

You can manage or disable cookies via your browser settings at any time.

11. Your Rights

You have the right to:

• Access your personal data

• Correct or update inaccurate information

• Request deletion of your data

• Object to or restrict processing

• Withdraw consent (where applicable)

• Lodge a complaint with the Information Commissioner’s Office (ICO)

To exercise your rights, email: privacy@zivana.co

12. Changes to This Notice

We may update this Privacy Notice from time to time. If the changes are material, we will notify you via email or via our website.