Privacy Policy

1. Introduction

Veltraxis Advisory ("Company," "we," "us," or "our"), located at 2120 High Wickham Place, Louisville, KY 40245, is committed to protecting the privacy and security of your personal information. This Privacy Policy describes how we collect, use, disclose, store, and protect personal information when you visit our website, engage our consulting services, communicate with us, or otherwise interact with our business.

This Privacy Policy applies to all personal information collected by Veltraxis Advisory, whether collected online through our website, via email or telephone communications, through in-person meetings, or through any other interaction with our company. By engaging with Veltraxis Advisory in any capacity, you acknowledge that you have read and understood this Privacy Policy and consent to the collection, use, and disclosure of your personal information as described herein.

We encourage you to read this Privacy Policy carefully and in its entirety. If you have any questions about our privacy practices, please contact us using the information provided at the end of this document. We are committed to transparency and will address any concerns promptly and thoroughly.

2. Information We Collect

2.1 Personal Information You Provide Directly

In the course of our business operations and the delivery of our advisory services, we may collect the following categories of personal information that you voluntarily provide to us:

• Contact Information: full name, job title, company name, business address, email address, telephone number, and other contact details you provide when filling out forms on our website, sending us correspondence, or engaging our services.
• Professional Information: company name, industry, company size, your role and responsibilities within your organization, professional background, and other business-related information relevant to the services we provide.
• Engagement Information: information related to your specific consulting engagement, including business process documentation, operational data, workflow descriptions, organizational structures, financial metrics, performance indicators, and other business information you share with us for the purpose of receiving our advisory services.
• Communication Records: the content of emails, messages, notes from meetings, telephone conversations, and other communications between you and Veltraxis Advisory personnel.
• Feedback and Survey Responses: information you provide in response to surveys, feedback requests, testimonials, or reviews related to our services.
• Payment Information: billing address, payment method details, invoicing information, and other financial information necessary to process payments for our services. Note that payment card processing is handled by secure third-party payment processors, and we do not store complete payment card numbers on our systems.

2.2 Information Collected Automatically

When you visit our website, certain information may be collected automatically through cookies, web beacons, log files, and similar tracking technologies:

• Device Information: your device type, operating system, browser type and version, screen resolution, language preferences, and unique device identifiers.
• Usage Data: pages visited, time spent on each page, links clicked, scrolling behavior, search queries entered on our website, referring website addresses, and the date and time of your visit.
• Network Information: Internet Protocol (IP) address, Internet Service Provider (ISP), approximate geographic location derived from your IP address, and connection type.
• Cookie Data: information stored in cookies and similar technologies placed on your device, including session identifiers, preference settings, and authentication tokens.

2.3 Information from Third-Party Sources

We may receive information about you from third-party sources, including publicly available business directories, industry databases, professional networking platforms, referral partners, and business intelligence services. This information may include your name, job title, company affiliation, business contact information, and publicly available professional background information. We use this information to enhance the quality and relevance of our services and to identify potential clients who may benefit from our advisory offerings.

3. How We Use Your Information

Veltraxis Advisory uses the personal information we collect for the following purposes:

• Service Delivery: to provide, customize, and improve the strategy consulting and advisory services you have engaged us to perform, including conducting analyses, preparing reports, developing recommendations, and delivering presentations.
• Communication: to respond to your inquiries, provide information about our services, send project updates and deliverables, schedule meetings, and maintain ongoing communication throughout the engagement.
• Business Operations: to manage our internal business processes, including invoicing, accounting, record-keeping, quality assurance, and internal reporting.
• Relationship Management: to maintain our client relationships, track engagement history, and ensure continuity of service across multiple engagements.
• Website Improvement: to analyze how visitors interact with our website, identify usability issues, optimize content and functionality, and enhance the overall user experience.
• Legal Compliance: to comply with applicable laws, regulations, and legal processes, and to establish, exercise, or defend legal claims.
• Security: to detect, prevent, and address fraud, unauthorized access, and other security threats to our systems, data, and services.
• Business Development: to identify and evaluate potential business opportunities, prepare proposals, and develop marketing materials. We will always seek your consent before using your information in case studies, testimonials, or marketing materials.

4. Legal Bases for Processing

Where applicable privacy laws require a legal basis for processing personal information, we rely on the following legal bases:

• Contractual Necessity: processing necessary for the performance of a contract to which you are a party, or to take steps at your request prior to entering into a contract. This includes processing necessary to deliver our consulting services, communicate with you about your engagement, and manage our contractual relationship.
• Legitimate Interests: processing necessary for the purposes of our legitimate business interests, provided those interests are not overridden by your rights and freedoms. Our legitimate interests include improving our services, managing our business relationships, ensuring the security of our systems, and developing our business.
• Consent: where you have given explicit consent for us to process your personal information for a specific purpose. You may withdraw your consent at any time by contacting us, though withdrawal of consent does not affect the lawfulness of processing conducted prior to the withdrawal.
• Legal Obligation: processing necessary for compliance with a legal obligation to which Veltraxis Advisory is subject, including tax reporting requirements, regulatory obligations, and responses to lawful requests from governmental authorities.

5. Information Sharing and Disclosure

Veltraxis Advisory does not sell, rent, or lease your personal information to third parties. We may share your personal information in the following limited circumstances:

5.1 Service Providers

We may share personal information with trusted third-party service providers who assist us in operating our business, including cloud hosting providers, email service providers, document management systems, accounting software providers, and communication platforms. These service providers are contractually obligated to use your information only for the purposes of providing services to Veltraxis Advisory and to maintain the confidentiality and security of your information.

5.2 Professional Advisors

We may share personal information with our attorneys, accountants, auditors, insurance providers, and other professional advisors as necessary for the operation of our business and compliance with our legal obligations.

5.3 Legal Requirements

We may disclose personal information if required to do so by law, regulation, subpoena, court order, or other governmental or regulatory authority. We may also disclose personal information when we believe in good faith that disclosure is necessary to protect our rights, protect your safety or the safety of others, investigate fraud, or respond to a government request.

5.4 Business Transfers

In the event that Veltraxis Advisory undergoes a merger, acquisition, reorganization, dissolution, or sale of all or a portion of its assets, your personal information may be transferred as part of that transaction. We will provide notice before your personal information is transferred and becomes subject to a different privacy policy.

5.5 With Your Consent

We may share your personal information with third parties when you have given us explicit consent to do so, such as when you authorize us to share engagement results with specific stakeholders or when you participate in joint activities with our partners.

6. Data Security

Veltraxis Advisory implements reasonable and appropriate technical, administrative, and physical security measures designed to protect personal information from unauthorized access, use, alteration, disclosure, and destruction. These measures include:

• Encryption of personal information in transit using TLS/SSL protocols and at rest using industry-standard encryption algorithms.
• Access controls that limit access to personal information to authorized personnel who have a legitimate business need to access such information.
• Regular security assessments and vulnerability testing of our systems and processes.
• Employee training on data protection, information security best practices, and privacy awareness.
• Secure disposal procedures for physical and electronic records containing personal information.
• Incident response procedures designed to detect, respond to, and recover from security incidents promptly and effectively.

While we strive to protect your personal information, no method of transmission over the Internet or electronic storage is completely secure. We cannot guarantee the absolute security of your personal information, and any transmission of personal information is at your own risk.

7. Data Retention

We retain personal information for as long as necessary to fulfill the purposes for which it was collected, comply with our legal obligations, resolve disputes, and enforce our agreements. The specific retention period depends on the nature of the information and the purpose for which it was collected:

• Client engagement records and deliverables: retained for a minimum of seven (7) years after the completion of the engagement for contractual, legal, and quality assurance purposes.
• Financial and billing records: retained for a minimum of seven (7) years in accordance with applicable tax and accounting regulations.
• Communication records: retained for the duration of the business relationship and for three (3) years thereafter.
• Website analytics data: retained in anonymized or aggregated form for up to three (3) years.
• Marketing and prospecting data: retained until you opt out of marketing communications or request deletion of your information.

When personal information is no longer required for the purposes described in this Privacy Policy or by applicable law, we will securely delete or anonymize it so that it can no longer be associated with you.

8. Your Privacy Rights

Depending on your jurisdiction, you may have certain rights regarding your personal information, including:

• Right to Access: the right to request information about the personal information we hold about you and to receive a copy of that information.
• Right to Rectification: the right to request correction of inaccurate or incomplete personal information we hold about you.
• Right to Deletion: the right to request deletion of your personal information under certain circumstances, subject to legal retention requirements and our legitimate business interests.
• Right to Data Portability: the right to receive your personal information in a structured, commonly used, and machine-readable format and to transmit it to another organization.
• Right to Object: the right to object to the processing of your personal information for certain purposes, including direct marketing.
• Right to Restrict Processing: the right to request that we limit the processing of your personal information under certain circumstances.
• Right to Withdraw Consent: where processing is based on your consent, the right to withdraw that consent at any time without affecting the lawfulness of processing conducted prior to withdrawal.
• Right to Non-Discrimination: the right not to receive discriminatory treatment for exercising your privacy rights.

To exercise any of these rights, please contact us using the information provided at the end of this document. We will respond to your request within the timeframe required by applicable law, generally within thirty (30) days of receiving your request. We may need to verify your identity before processing your request to ensure the security of your personal information.

9. Cookies and Tracking Technologies

Our website uses cookies and similar tracking technologies to enhance your browsing experience, analyze website traffic, and understand how visitors interact with our website. Cookies are small text files stored on your device when you visit a website.

9.1 Types of Cookies We Use

• Essential Cookies: necessary for the basic functionality of our website, including session management, security features, and accessibility settings. These cookies cannot be disabled without affecting the functionality of the website.
• Analytics Cookies: help us understand how visitors interact with our website by collecting information about pages visited, time spent on pages, and navigation patterns. We use this information to improve our website and content.
• Functional Cookies: enable enhanced functionality and personalization, such as remembering your preferences, language settings, and previously entered information.

9.2 Managing Cookies

You can control and manage cookies through your browser settings. Most browsers allow you to block or delete cookies, set preferences for specific websites, or receive notifications when a cookie is being set. Please note that blocking or deleting cookies may affect the functionality of our website and your user experience.

10. Children's Privacy

Veltraxis Advisory's services are designed for businesses and professionals. We do not knowingly collect personal information from individuals under the age of eighteen (18). If we become aware that we have collected personal information from a minor, we will take steps to delete such information promptly. If you believe that we may have collected personal information from a minor, please contact us immediately using the information provided at the end of this document.

11. International Data Transfers

Veltraxis Advisory is based in the United States. If you are accessing our services from outside the United States, please be aware that your personal information may be transferred to, stored, and processed in the United States, where data protection laws may differ from those in your jurisdiction. By engaging with Veltraxis Advisory, you consent to the transfer of your personal information to the United States and the processing of your information in accordance with this Privacy Policy.

Where required by applicable law, we implement appropriate safeguards for international data transfers, including standard contractual clauses, binding corporate rules, or other mechanisms approved by relevant data protection authorities.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make material changes, we will update the "Last Updated" date at the top of this document and take reasonable steps to notify you, which may include posting a prominent notice on our website or sending you a direct notification.

We encourage you to review this Privacy Policy periodically to stay informed about how we are protecting your personal information. Your continued engagement with Veltraxis Advisory after the posting of changes constitutes your acceptance of those changes.