Privacy Policy
Caledonia Strategic Advisory Ltd ("we," "our," or "us") is committed to protecting your personal data. This privacy policy explains how we collect, use, store, and protect your personal information in accordance with UK data protection laws, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Who we are:
Caledonia Strategic Advisory Ltd is a financial advisory firm registered in Scotland, providing strategic financial services to small and medium-sized enterprises (SMEs).
Registered Office: Dundee, Scotland, United Kingdom
Contact Email: info@caledoniastrategicadvisory.co.uk
Website: www.caledoniastrategicadvisory.co.uk
Information We Collect:
We may collect and process the following categories of personal data:
2.1 Client Data
- Full name and business name
- Contact details (email address, phone number, postal address)
- Company registration details and tax identification numbers
- Financial information (bank details, financial statements, tax records)
- Identification documents (passport, driver’s licence, proof of address)
- Business ownership and structure information
2.2 Prospective Client Data
- Name and contact details
- Company information
- Details of enquiries and communication preferences
2.3 Supplier and Vendor Data
- Business contact information
- Payment and invoicing details
- Service performance records
2.4 Website Visitor Data
- IP address and browser information
- Pages visited and time spent on our website
- Referral sources and navigation patterns
2.5 Job Applicant Data
- Name, contact details, and CV/resume
- Educational and employment history
- Professional qualifications and references
- Right-to-work documentation
2.6 Event Attendee Data
- Name, organisation, and contact details
- Dietary requirements or accessibility needs (where provided)
How We Collect Personal Data:
We collect personal data through:
- Direct interactions (meetings, emails, phone calls, contact forms)
- Business cards and networking events
- Our website and online forms
- Third parties (referrals, publicly available sources, credit reference agencies)
- Document submissions as part of our advisory services
Why We Use Your Personal Data:
We process your personal data for the following purposes:
4.1 Service Delivery
- Providing financial advisory, valuation, and strategic services
- Conducting due diligence and risk assessments
- Preparing reports, financial models, and recommendations
- Managing client relationships and communications
4.2 Legal and Regulatory Compliance
- Meeting obligations under financial services regulations
- Conducting anti-money laundering (AML) and Know Your Customer (KYC) checks
- Complying with tax laws and reporting requirements
- Responding to legal proceedings or regulatory requests
4.3 Business Operations
- Processing payments and maintaining financial records
- Managing supplier and vendor relationships
- Maintaining business insurance
- Protecting our legal rights and interests
4.4 Marketing and Business Development
- Sending newsletters, industry updates, and service information (with your consent)
- Inviting you to events, webinars, or workshops
- Conducting market research and improving our services
4.5 Recruitment
- Assessing job applications and conducting interviews
- Verifying qualifications and references
- Managing the recruitment process
Legal Basis for Processing:
We process your personal data based on the following legal grounds:
- Contractual necessity:To perform our obligations under contracts with clients and suppliers
- Legal obligation:To comply with AML, tax, and regulatory requirements
- Legitimate interests:To operate our business, prevent fraud, and improve our services (where your rights do not override our interests)
- Consent:For marketing communications and certain optional data processing (you may withdraw consent at any time)
- Vital interests:To protect someone’s life or wellbeing in emergency situations
How We Share Your Personal Data:
We may share your personal data with:
6.1 Service Providers
- IT and cloud hosting providers
- Accounting and payroll services
- Professional advisors (lawyers, auditors, insurers)
- Payment processors
6.2 Regulatory and Legal Bodies
- HM Revenue & Customs (HMRC)
- Financial Conduct Authority (FCA) or other regulators
- Law enforcement agencies (when legally required)
- Courts and dispute resolution bodies
6.3 Third Parties with Your Consent
- Other professional advisors involved in your engagement
- Business partners or potential investors (with your explicit consent)
We do not sell your personal data to third parties. All third-party service providers are contractually bound to protect your data and use it only for specified purposes.
International Data Transfers:
As a small firm operating solely from Scotland, we generally process and store data within the United Kingdom. However, some of our service providers (such as cloud hosting or software providers) may store data outside the UK.
When we transfer data internationally, we ensure appropriate safeguards are in place, such as:
- Standard Contractual Clauses approved by the UK Information Commissioner’s Office (ICO)
- Transfers to countries with adequacy decisions
- Other legally approved transfer mechanisms
How Long We Keep Your Data:
We retain personal data only for as long as necessary to fulfil the purposes for which it was collected or to comply with legal and regulatory requirements.
Typical retention periods:
- Client files:6-7 years after engagement ends (to meet regulatory and tax requirements)
- Financial records:6 years (in line with UK tax law)
- Job applications:Up to 12 months (unless you consent to longer retention for future opportunities)
- Marketing data:Until you withdraw consent or request deletion
- Website analytics:Up to 2 years
After the retention period expires, we will securely delete or anonymise your personal data.
Your Rights:
Under UK data protection law, you have the following rights:
- Right of access:Request a copy of the personal data we hold about you
- Right to rectification:Correct inaccurate or incomplete data
- Right to erasure:Request deletion of your data (in certain circumstances)
- Right to restrict processing:Limit how we use your data
- Right to data portability:Receive your data in a structured, machine-readable format
- Right to object:Object to processing based on legitimate interests or for direct marketing
- Rights related to automated decision-making:Not be subject to solely automated decisions (we do not currently use automated decision-making)
To exercise any of these rights, please contact us at info@caledoniastrategicadvisory.co.uk.
We will respond to your request within one month. In complex cases, we may extend this by up to two additional months and will inform you of any delay.
Data Security:
We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, destruction, or damage. These measures include:
- Secure servers and encrypted data transmission
- Access controls and password protection
- Regular security assessments and updates
- Staff training on data protection
- Confidentiality agreements with employees and contractors
While we take all reasonable steps to protect your data, no internet transmission is completely secure. We cannot guarantee absolute security but will notify you and the ICO of any data breaches where required by law.
Cookies and Website Analytics:
Our website uses cookies to enhance your browsing experience and analyse website performance.
Types of cookies we use:
- Strictly necessary cookies:Essential for website functionality
- Performance cookies:Help us understand how visitors use our site (e.g., Google Analytics)
- Functionality cookies:Remember your preferences
- Marketing cookies:Track your activity for advertising purposes (with your consent)
You can manage your cookie preferences through your browser settings or our cookie banner when you first visit our website. For more information, see our Cookie Policy [link if separate policy exists].
Third-Party Links:
Our website may contain links to third-party websites. We are not responsible for the privacy practices of these external sites. We encourage you to review their privacy policies before providing any personal information
Children's Privacy:
Our services are not directed at children under 16. We do not knowingly collect personal data from children. If we become aware that we have inadvertently collected such data, we will delete it promptly. providing any personal information
Changes to This Privacy Policy:
We may update this privacy policy from time to time to reflect changes in our practices or legal requirements. The updated version will be posted on our website with a revised “Last Updated” date.
We encourage you to review this policy periodically. For significant changes, we may notify you directly via email.
Contact Us and Complaints:
If you have any questions about this privacy policy or how we handle your personal data, please contact us:
Email: info@caledoniastrategicadvisory.co.uk
Address: Caledonia Strategic Advisory Ltd, [Full Office Address], Dundee, Scotland, United Kingdom
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