Privacy Policy

Last updated: January 2026

Data Controller

This Privacy Policy is issued by Ruvca Limited, a company registered in England and Wales (Company No. 07788435) with its registered office at 40 Chestnut Grove, Dartford, DA2 7PG.

Ruvca Limited is the Data Controller for the personal information we process in connection with our website, marketing activities, and client engagements. For privacy-related matters, contact us at contact@ruvca.com.

1. Data We Collect

We collect personal data through the following means:

  • → Contact forms: name, email address, company name, and message content when you contact us via the website.
  • → Newsletter subscriptions: email address only.
  • → Client engagements: contact details and relevant professional information necessary to deliver contracted services.
  • → Website analytics: anonymised browsing data including pages visited and approximate geographic location. No individual is identified.

2. How We Use Your Data

We process personal data on the following lawful bases:

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

Responding to enquiries, managing business relationships, improving our services, and sending relevant communications to existing contacts.

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

Newsletter subscriptions and marketing communications. You may withdraw consent at any time by unsubscribing or contacting us.

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

Processing data necessary to deliver professional services under contract with clients.

3. AI Processing and Model Training

As an AI solutions company, we are committed to transparency about how AI technologies interact with personal data:

  • → Website enquiries are not used for AI model training. Contact form submissions and newsletter sign-ups are used only to respond to you and, where consented, to send relevant communications.
  • → Client project data. Where client engagements involve processing personal data as part of an AI development project, such processing is governed by a separate Data Processing Agreement, which sets out the scope, purposes, and safeguards in detail.
  • → No automated individual decision-making with legal or similarly significant effects is applied to any personal data we process via this website.
  • → Third-party AI tools. Where we use AI tools internally (e.g. large language models for drafting or analysis), we do not input client personal data into public-facing AI APIs without explicit contractual permission.

4. Data Retention

We retain personal data only as long as necessary for the purpose for which it was collected:

Contact enquiries

Up to 2 years from last contact, unless an ongoing client relationship exists

Newsletter subscriptions

Until you unsubscribe or ask us to delete your data

Client engagement data

7 years from project completion (legal and accounting obligations)

Website analytics

Anonymised; no retention limit applicable

5. Your Rights Under UK GDPR

You have the following rights regarding your personal data:

  • ✓ Right of access — to receive a copy of personal data we hold about you
  • ✓ Right to rectification — to correct inaccurate personal data
  • ✓ Right to erasure — to request deletion of your personal data (subject to legal retention obligations)
  • ✓ Right to restrict processing — to limit how we use your data in certain circumstances
  • ✓ Right to data portability — to receive data in a structured, commonly used format
  • ✓ Right to object — to object to processing based on legitimate interests
  • ✓ Right to withdraw consent — at any time, for processing based on consent

To exercise any of these rights, contact us at contact@ruvca.com. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.

6. Cookies

Our website uses the following types of cookies:

Essential

Session and functional cookies necessary for the website to work. Cannot be disabled.

Analytics

Anonymised usage data to help us understand how our website is used and improve it. No personally identifiable information is collected.

We do not use advertising or tracking cookies. No personal data is shared with advertising platforms.

7. Contact for Privacy Matters

For any questions about this policy or to exercise your rights, please contact us:

Ruvca Limited — Data Privacy

40 Chestnut Grove, Dartford, DA2 7PG

contact@ruvca.com

We reserve the right to update this Privacy Policy to reflect changes in law, technology, or our processing activities. Significant changes will be notified via our website. This policy was last reviewed in January 2026.