GDPR COMPLIANCE FOR CONSULTING SERVICES

Privacy Policy for Business Consulting Services
Business Strategy, Digital Transformation, and Compliance Advisory

Effective: 1 May 2025

1. Introduction

We, the (“Entity”), respect and protect the privacy of our clients, partners, and stakeholders in accordance with the General Data Protection Regulation (EU) 2016/679 (“GDPR”) and relevant national data protection laws. This privacy policy explains how we manage personal data in the course of delivering business consulting services.

2. Data Controller

The Entity is the Data Controller for all personal data processed during the provision and administration of our consulting services.

3. What Personal Data We Collect

We may process:

• Identification Data: Name, job title, company name, gender

• Contact Details: Business address, email, phone, professional networks

• Engagement Data: Meeting notes, project deliverables, stakeholder feedback

• Legal and Contractual Data: Service agreements, NDAs, compliance obligations

• Behavioral Data: Participation in workshops, feedback forms, digital engagement

• Website and Communication Data: Visitor analytics, contact form details, IP logs

Sensitive data is only collected when essential for service delivery and with appropriate safeguards.

4. Lawful Basis for Processing

We process your data under:

• Consent (Art. 6(1)(a)) – newsletters, events, optional communications

• Contractual Necessity (Art. 6(1)(b)) – for consulting engagements

• Legal Obligation (Art. 6(1)(c)) – for taxation and audit purposes

• Legitimate Interest (Art. 6(1)(f)) – for quality assurance, analytics, business development

5. Purposes of Data Processing

We use data to:

• Deliver consulting services and strategic advice

• Manage client relationships and project performance

• Conduct workshops, training sessions, and assessments

• Analyze feedback and improve services

• Maintain legal, financial, and contractual compliance

• Issue invoices and manage billing cycles

6. Data Sharing and Recipients

We may share your data with:

• External consultants under contract

• Financial and legal advisors

• Regulatory and tax authorities

• Cloud service providers for document management
  All third parties are bound by GDPR-compliant data processing agreements (Art. 28 GDPR).

7. Data Retention

• Project Documentation: Retained for 7 years

• Financial and Tax Records: Retained for 6–10 years

• Feedback and Analytics Data: Retained for 3 years

• Marketing Preferences: Until consent is withdrawn

8. Data Subject Rights

Individuals have the right to:

• Access data (Art. 15)

• Rectify data (Art. 16)

• Erase data (Art. 17), subject to legal obligations

• Restrict processing (Art. 18)

• Object (Art. 21)

• Withdraw consent (Art. 7(3))

9. International Transfers

We do not routinely transfer personal data outside the EEA. If international transfers occur (e.g., global projects), we ensure:

• SCCs or adequacy decisions

• Explicit consent where applicable

10. Data Security

Security measures include:

• Role-based access to project systems

• Encrypted file storage and secure emails

• Access logs and multi-factor authentication

• Staff confidentiality and GDPR training

11. Data Breach Notification

Breaches involving personal data are reported to the Supervisory Authority within 72 hours, and to affected individuals where legally required.

12. Automated Decision Making

We do not use automated profiling or decision-making that impacts your rights. All advisory outcomes are determined by qualified professionals.

13. Data Protection Impact Assessments (DPIA)

DPIAs are performed for:

• High-risk data analytics or profiling

• New digital consulting platforms

• Client portal features or monitoring tools

14. Cookies and Website Tracking

We use cookies for essential site functions and analytics. No tracking or advertising cookies are deployed without your explicit consent.

15. Complaints

You may contact your Supervisory Authority if you believe your data protection rights have been breached. via CONTACT SUPERVISORY AUTHORITY below.

16. Use of Artificial Intelligence (AI) and Automated Tools

We may use Artificial Intelligence (AI) or automated technologies to support the delivery, analysis, or improvement of our services. Any deployment of AI is conducted in accordance with applicable laws, including the GDPR and forthcoming EU AI Act, and is subject to the following safeguards:

• Transparency: Where AI tools are used to process personal data (e.g., chatbots, service optimization, fraud detection), individuals are clearly informed at the point of interaction.

• Human Oversight: All AI-supported functions are subject to human review and final decision-making. No fully automated decisions with legal or similarly significant effects are taken without human intervention.

• Fairness and Accuracy: AI systems used by the Entity are regularly monitored to ensure outputs are non-discriminatory, accurate, and aligned with intended purposes.

• Data Minimization: Personal data used in AI models is limited to what is strictly necessary, and anonymization or pseudonymization is applied wherever feasible.

• Third-Party AI Providers: If AI services are sourced from external vendors, they are required to comply with our data protection standards and are bound by GDPR-compliant agreements (Art. 28).

• Rights of Individuals: Data subjects retain all applicable GDPR rights, including the right to object to automated processing (Art. 21) and to receive meaningful information about the logic and implications of any AI-supported decisions (Art. 22).

This clause will be updated as legal frameworks governing AI continue to evolve.

17. Updates

This policy is reviewed annually and updated to reflect changes in law or service station operations.

We the ENTITY take your privacy seriously and treat your personal information with the same care and respect we would expect for our own. This policy has been developed to comply with relevant data protection laws in our jurisdiction and, where applicable, with those of international clients and partners. If you have any concerns or believe there are areas where our data handling may fall short, please contact us using the details at the end of this policy. We are committed to transparency and prompt resolution of any issues.

A specialized compliance team has created this policy:

1. Data Protection Officer (DPO) – Regulatory Oversight

• Ensures all policies comply with GDPR core principles (lawfulness, fairness, purpose limitation, data minimization)

• Coordinates legal review of processing bases, data subject rights, and international data flows

• Oversees DPIAs and data breach response strategies

2. Consulting Practice Compliance Lead – Sector-Specific Applicability

• Aligns privacy standards across business verticals (e.g., finance, logistics, retail)

• Ensures compliance with relevant industry-specific frameworks and confidentiality obligations

• Validates data practices in business transformation, audits, and advisory sessions

3. Cybersecurity Expert – Data Security & Technical Controls

• Reviews encryption standards, access controls, and network protection across all client data storage platforms

• Conducts security assessments of document management systems and cloud services used in consulting delivery

• Oversees breach mitigation protocols

4. Contract & Legal Counsel – Service Agreements & Data Use

• Validates legal bases in B2B engagements, NDAs, and subcontractor arrangements

• Advises on client contract terms related to data confidentiality, liability, and third-party access

• Confirms legal validity of consent and legitimate interest where applied

5. Financial Data Analyst – Billing & Regulatory Compliance

• Ensures secure processing of client billing records, purchase orders, and financial audits

• Validates use of accounting software in accordance with GDPR and local tax laws

• Reviews cross-border invoicing and data sharing with financial institutions

6. HR & People Data Compliance Advisor – Internal Governance

• Manages internal employee data policies, recruitment data, and training records

• Validates lawful handling of consultant performance data and internal access logs

• Monitors use of productivity tools and personal identifiers

7. Business Intelligence & Analytics Advisor – Data Minimization & Ethics

• Validates anonymization of client project data for analytics and reporting

• Ensures dashboard tools and feedback systems align with consent and proportionality principles

• Oversees compliance in data visualization tools and automated reporting

8. Cross-Border Transfer Specialist – International Data Governance

• Ensures use of SCCs, BCRs, and adequacy mechanisms in multinational consulting projects

• Verifies transfer logs, third-country recipient agreements, and GDPR Articles 44–50 compliance

• Supports data transfer impact assessments (TIA) when required

9. Digital Transformation Lead – Tech-Driven Advisory Services

• Reviews AI, automation, and decision-support tools for data ethics and compliance

• Ensures privacy notices cover emerging tech use (e.g., CRM AI plugins, HR analytics)

• Aligns service model updates with EU AI Act and GDPR where applicable

10. Marketing & CRM Advisor – Outreach and Consent

• Ensures lawful processing of prospect data under consent or legitimate interest

• Reviews marketing automation, campaign analytics, and subscription mechanisms

• Validates GDPR-compliant unsubscribe features and tracking tools