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conanima

Privacy Policy

Last updated: March 2026

1. Introduction

Conanima Capacity Building Ltd ("Conanima", "we", "our", or "us") is committed to protecting your privacy and handling your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This Privacy Policy explains how we collect, use, store, and protect your personal data when you visit our website at conanimacapacity.com (the "Website") or engage with our services.

Conanima Capacity Building Ltd is a company registered in Scotland (company number SC880143). We are the data controller responsible for your personal data.

Data Protection Contact: alan@conanimacapacity.com

2. What Data We Collect

2.1 Information You Provide Directly

When you interact with our Website or services, we may collect the following personal data that you voluntarily provide:

  • Contact form submissions: Your name, email address, and the content of your message. Contact form data is processed through GoHighLevel, our customer relationship management platform.
  • Email correspondence: Your name, email address, and any information you include when contacting us directly.
  • Service engagement: Information provided during coaching, facilitation, or consultancy engagements, including business details, role information, and professional background.

2.2 Information Collected Automatically

When you visit our Website, we may automatically collect certain technical data:

  • Website usage data: Pages visited, time spent on pages, navigation paths, and referring URLs.
  • Technical data: IP address, browser type and version, operating system, device type, and screen resolution.
  • Cookie data: Information collected through cookies and similar technologies (see Section 6 below).

2.3 Admin Authentication Data

Our content management system uses Google OAuth 2.0 for administrator authentication. If you are an authorised administrator, Google provides us with your name, email address, and profile image for the purpose of access control. This data is used solely for website administration and is not shared with third parties.

3. How We Use Your Data

We process your personal data for the following purposes and on the following legal bases:

3.1 Contractual Necessity (Article 6(1)(b) UK GDPR)

  • To deliver coaching, facilitation, capacity building, DISC profiling, and workshop services you have engaged us to provide.
  • To communicate with you about your engagement, including scheduling, deliverables, and follow-up.
  • To manage our business relationship with you or your organisation.

3.2 Legitimate Interests (Article 6(1)(f) UK GDPR)

  • To respond to enquiries submitted through our contact form or by email.
  • To improve our Website, services, and user experience.
  • To maintain the security and integrity of our Website and systems.
  • To administer our business, including record-keeping and internal reporting.

We have carried out legitimate interest assessments for each of these purposes and are satisfied that our interests do not override your rights and freedoms.

3.3 Consent (Article 6(1)(a) UK GDPR)

  • To place non-essential cookies on your device (analytics and marketing cookies). You can withdraw your consent at any time through our cookie consent banner.

4. Third-Party Processors

We use the following third-party service providers who process personal data on our behalf. Each operates under a data processing agreement and appropriate safeguards:

4.1 Vercel Inc. (Hosting and CDN)

Our Website is hosted on Vercel's infrastructure. Vercel processes technical data (IP addresses, request metadata) to deliver our Website to you. Vercel is based in the United States and operates under Standard Contractual Clauses (SCCs) for international data transfers.

4.2 MongoDB Inc. (Data Storage)

Website content and page data are stored in MongoDB Atlas, a cloud database service. MongoDB Atlas processes data within their infrastructure and operates under SCCs for international transfers. Our database is hosted on shared infrastructure with appropriate access controls.

4.3 GoHighLevel LLC (CRM and Forms)

Contact form submissions are processed through GoHighLevel, our customer relationship management platform. GoHighLevel receives your name, email address, and message content when you submit our contact form. GoHighLevel is based in the United States and operates under SCCs.

4.4 Google Analytics (When Enabled)

When analytics cookies are enabled with your consent, we use Google Analytics (GA4) to understand how visitors use our Website. Google Analytics collects anonymised usage data including pages visited, session duration, and general geographic location. Google processes this data in accordance with their privacy policy and operates under SCCs for international transfers.

5. International Data Transfers

Some of our third-party processors are based in the United States. We ensure appropriate safeguards are in place for all international transfers of personal data, including:

  • UK adequacy decisions: Where applicable, we rely on the UK Government's adequacy assessments for the receiving country.
  • Standard Contractual Clauses (SCCs): Our processors have entered into UK International Data Transfer Agreements or EU SCCs (as supplemented for UK transfers) to provide appropriate safeguards.
  • Supplementary measures: Where necessary, we implement additional technical and organisational measures to ensure the security of transferred data.

You may request a copy of the relevant safeguards by contacting us at alan@conanimacapacity.com.

6. Cookies

Our Website uses cookies and similar technologies. Cookies are small text files placed on your device that help us provide and improve our services.

6.1 Necessary Cookies

These cookies are essential for the Website to function and cannot be switched off. They include:

  • Session cookies: Maintain your browsing session.
  • Authentication cookies: Enable secure administrator access.
  • Cookie consent preference: Remember your cookie choices.

6.2 Analytics Cookies (Consent Required)

When enabled with your consent, Google Analytics (GA4) cookies help us understand how visitors interact with our Website. These cookies collect anonymised data about page views, session duration, and navigation patterns.

6.3 Marketing Cookies (Consent Required)

When enabled with your consent, GoHighLevel tracking cookies help us understand how visitors who submit enquiries found our Website. These cookies support our customer relationship management.

You can manage your cookie preferences at any time using the cookie consent banner on our Website. You can also delete cookies through your browser settings.

7. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected:

  • Contact form data: Retained for the duration of any resulting business relationship, plus six years thereafter to comply with UK tax and legal record-keeping requirements.
  • Service engagement data: Retained for the duration of the engagement, plus six years for tax and legal compliance.
  • Analytics data: Retained in accordance with Google Analytics' default retention settings (currently 14 months for GA4).
  • Admin authentication data: Retained for as long as the individual remains an authorised administrator.
  • Cookie data: Retained in accordance with each cookie's specified expiry period.

When personal data is no longer required, we securely delete or anonymise it.

8. Your Rights

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

  • Right of access: You may request a copy of the personal data we hold about you.
  • Right to rectification: You may request that we correct inaccurate or incomplete personal data.
  • Right to erasure: You may request that we delete your personal data, subject to legal retention requirements.
  • Right to restriction: You may request that we restrict the processing of your personal data in certain circumstances.
  • Right to data portability: You may request a copy of your personal data in a structured, commonly used, machine-readable format.
  • Right to object: You may object to processing based on legitimate interests. We will cease processing unless we have compelling legitimate grounds.
  • Right to withdraw consent: Where processing is based on consent, you may withdraw it at any time without affecting the lawfulness of prior processing.

To exercise any of these rights, please contact us at alan@conanimacapacity.com. We will respond to your request within one month, as required by law.

9. Data Security

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, destruction, or alteration. These measures include:

  • Encrypted data transmission (HTTPS/TLS) for all Website communications.
  • Secure authentication for administrative access (Google OAuth 2.0).
  • Access controls limiting data access to authorised personnel only.
  • Regular review of our security practices and third-party processor arrangements.

10. Children's Privacy

Our Website and services are not directed at individuals under the age of 16. We do not knowingly collect personal data from children. If you believe we have inadvertently collected data from a child under 16, please contact us immediately at alan@conanimacapacity.com and we will take steps to delete it.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will indicate the date of the most recent update at the top of this page. We encourage you to review this policy periodically.

Where changes are significant, we will make reasonable efforts to notify you, for example by placing a notice on our Website.

12. 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:

  • Website: ico.org.uk
  • Helpline: 0303 123 1113
  • Address: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

We would appreciate the opportunity to address your concerns before you contact the ICO. Please reach out to us first at alan@conanimacapacity.com.

13. Contact Us

If you have any questions about this Privacy Policy, your personal data, or wish to exercise your rights, please contact us: