Privacy policy

Last updated: 20 August 2026

1. Who we are

Valdosa Tech Solutions Limited ("we", "us", "our") is a private company limited by shares, registered in England and Wales under company number 16210441, with its registered office at 73 Coltsfoot Green, Luton, England, LU4 0XW. For the purposes of UK data protection law — the UK GDPR and the Data Protection Act 2018 — we are the controller of the personal data described in this policy.

You can contact us about anything in this policy at info@valdosatech.org.

2. Personal data we collect

When you contact us

If you email us or otherwise get in touch, we receive your name, email address, and whatever you choose to tell us about your organisation. We use this to reply, to assess whether we can help, and to prepare a proposal if you ask for one.

When you become a client

We keep the information needed to deliver our services and run our business, which may include:

• contact and billing details (name, job title, organisation, address, email, telephone number);
• notes and records created during an engagement — interviews, findings, correspondence and drafts;
• information about your systems, suppliers, contracts and costs that you share with us for the work;
• where you grant us read-only access to a system for review purposes, the credentials or access tokens needed to do so, held securely and revoked at the end of the engagement;
• invoicing and payment records we are legally required to keep.

When you visit this website

This is a static website. We do not run analytics, advertising or tracking on it, and we do not set cookies. Our hosting provider may record standard server logs (IP address, browser type, pages requested) for security and capacity purposes. See our cookie policy for detail.

3. Information we see during an engagement

Reviewing an organisation's technology sometimes means seeing personal data belonging to its staff or customers — for example a list of user accounts, a mailbox configuration or a sample of records in a system being migrated. We ask for the minimum needed to answer the question, prefer anonymised or sample data wherever it will do, and do not copy personal data out of your systems unless that is expressly part of the agreed work. Where we process personal data on your behalf we act as your processor, and will agree the terms of that in writing before the work begins.

4. Why we use personal data, and our lawful bases

• To respond to enquiries and prepare proposals — steps taken at your request before entering a contract.
• To deliver consultancy and support services — performance of a contract.
• To invoice, keep accounts and meet tax obligations — legal obligation.
• To keep records of work done, and to secure our own systems — legitimate interests.
• To follow up with existing clients about related services — legitimate interests; you can ask us to stop at any time and we will.

We do not sell personal data, and we do not use it for automated decision-making or profiling.

5. Confidentiality

Beyond data protection law, everything you tell us about your organisation — systems, finances, suppliers, plans and problems — is treated as confidential. We do not name clients publicly without written permission, we do not share findings from one engagement with another client, and we are happy to sign a mutual non-disclosure agreement before detailed discussions begin.

6. Who we share data with

We share personal data only where necessary to run the business:

• service providers we use, such as email and file hosting, accounting software and secure credential storage, under their own contractual safeguards;
• named associate consultants where specialist input is needed, under equivalent confidentiality obligations, and only with your knowledge;
• professional advisers such as accountants, where required;
• authorities, where the law requires it.

Where a provider stores data outside the UK, we rely on recognised safeguards such as UK adequacy regulations or the International Data Transfer Agreement.

7. How long we keep data

• Enquiries that do not lead to work: up to 12 months, then deleted.
• Engagement records, reports and correspondence: for the duration of the relationship and up to 6 years afterwards, in line with limitation periods and tax rules.
• Credentials and system access granted for a review: revoked and deleted promptly at the end of the engagement.
• Copies of client data taken for analysis: deleted once the deliverable is accepted, unless you ask us to retain them.

8. Security

We apply the standards we recommend to clients: unique strong passwords in a managed vault, multi-factor authentication on our accounts, encrypted devices, least-privilege access and prompt security updates. No system is perfectly secure, but if we become aware of a breach affecting your personal data we will inform you and, where required, the Information Commissioner's Office without undue delay.

9. Your rights

Under UK GDPR you have the right to:

• access the personal data we hold about you;
• have inaccurate data corrected and, in certain circumstances, deleted;
• object to or restrict certain processing, including direct marketing;
• receive data you provided in a portable format, where processing is based on contract or consent;
• withdraw consent at any time, where processing relies on it.

To exercise any of these rights, email info@valdosatech.org. We respond within one month. If you are unhappy with our answer you can complain to the Information Commissioner's Office at ico.org.uk, though we would welcome the chance to resolve it first.

10. Changes to this policy

We may update this policy from time to time. The date at the top shows when it last changed, and the current version will always be at https://valdosatech.org/privacy.html.