Privacy policy

Who is responsible

Ravinoe Digital Solutions is a trading name of RAVINOE LTD, company number 17524079. RAVINOE LTD is responsible for deciding how personal information received through this website is used. For privacy questions or requests, contact info@ravinoedigital.com or 07356 008552. Our business information page contains our company details.

Information you provide

Our enquiry form asks for your name, a service selection, your message and at least one contact method: an email address or phone number. You may provide both. We also receive information you send by email or share by phone, such as your business name, website, project requirements and correspondence.

If you book a call, we receive the details you enter in the Cal.com booking form, the selected appointment and subsequent scheduling messages. Required fields are identified in each form. Without a way to contact you, we cannot respond to your enquiry.

Please avoid sending sensitive personal information or data about other people unless it is necessary and you are authorised to share it.

Why we use information

We use enquiry and appointment information to respond, discuss requirements, arrange meetings and prepare proposals. When you personally ask us to take steps towards a contract, we rely on those pre-contract steps. For general business enquiries and contacts acting for an organisation, we rely on our legitimate interests in communicating with potential customers and managing business relationships.

We use limited technical information to protect the website and investigate misuse, relying on our legitimate interests in maintaining a secure service. Where a specific legal obligation requires records or disclosure, we rely on that obligation. We use enquiry information to respond to your request and discuss your requirements, not to subscribe you to marketing. If we begin a project together, we keep the information needed to manage that project and explain any additional uses at that stage.

Technical information and security

The WordPress enquiry handler uses an IP-derived keyed hash to limit repeated submissions. That rate-limit entry expires after two minutes. The theme sends enquiries to our business mailbox and does not maintain a separate enquiry database. Email copies and provider logs may still exist.

Hosting and email providers may process IP addresses, browser information, timestamps and delivery or security logs. Their actual configuration and retention must be confirmed before launch. No system can guarantee absolute security; do not use the form to send credentials or payment details.

Booking through Cal.com

The contact page includes an external Cal.com calendar. Loading the calendar connects your browser to Cal.com, which can receive technical information such as your IP address and browser details. Information submitted in the calendar is used to schedule the meeting. Meetings are held using Google Meet or Zoom. The service used for your meeting receives the information needed to organise and provide the call. Cal.com processes scheduling details. No separate calendar is currently connected to our Cal.com account.

You can contact us by email or phone instead. Read Cal.com’s privacy information for its service practices. With participants’ consent, meetings may be recorded and automatically transcribed using Google Meet or Zoom to review your requirements and prepare your project. Recordings and transcripts are stored in Google Drive and may contain your voice, image and information shared in the meeting. Within our business, only the owner has access. You can request an unrecorded meeting; recording and automatic transcription must both be disabled for that meeting.

Recordings and transcripts associated with a project are kept only while needed for that purpose and for no longer than six months after the project is completed. For meetings that do not lead to a project, we delete the recording and transcript within 30 days of the meeting. If no project has been agreed by that deadline, the 30-day limit applies.

We explain the recording and transcription before starting and ask participants to agree. We rely on consent for this processing. Declining does not prevent you from having a meeting with us: we offer an unrecorded meeting without automatic transcription. You can withdraw consent by telling us during the meeting or emailing info@ravinoedigital.com. We will stop future recording and transcription and handle deletion of existing material in accordance with your rights. Withdrawal does not affect the lawfulness of processing before consent was withdrawn.

Who receives information

Within our business, only the owner accesses enquiry and project information. We keep local backups on an external drive accessed only by the owner. The same retention and deletion rules apply to those backup copies as to the main files; expired records are also deleted from the external drive. Providers supplying website hosting, email, scheduling and meeting services also process information as needed to deliver their services. Hostinger is the selected provider for the planned live website; the website has not yet been deployed there. Titan provides our business email and processes enquiry correspondence. The final Hostinger configuration and provider-managed backup arrangements must be checked before publication. Professional advisers or public authorities may receive information when necessary for advice, legal claims or a legal requirement.

We do not sell enquiry information. Service providers may process data outside the UK. Provider policies describe international operations and transfer safeguards, but the applicable arrangements depend on the service and account terms. We do not claim that all data is stored in the UK.

• Hostinger: website hosting. Its data processing addendum sets out the processor arrangements for covered services. Our server location and final hosting configuration are not yet verified.
• Titan: business email and enquiry correspondence. See its privacy policy and data processing addendum. The arrangements applying to our mailbox, including any reseller and international transfers, must be checked against the account terms.
• Cal.com: appointment scheduling. Its privacy policy explains booking-data processing and international operations. Our retention rules require us to delete old bookings; keeping an account active does not automatically enforce our chosen deadlines.
• Google: Google Meet and Google Drive for meetings, recordings and transcripts. Google describes worldwide processing and transfer mechanisms in its data-transfer information. We use a personal Google account, governed by Google’s consumer privacy policy; we do not represent that Google Workspace business processing terms apply to that account. The suitability of this arrangement for storing client recordings and transcripts must be reviewed before that processing begins.
• Zoom: meetings, recordings and automatic transcription when used. Its privacy statement explains global processing and retention. Our deletion rules apply to copies we control in Zoom as well as exported files.

Contact info@ravinoedigital.com for information about the safeguards applicable to your data or to request a copy where available. Before launch, we must confirm the appropriate safeguards and processing agreements for the accounts actually used; links to provider policies do not by themselves establish that review.

How long information is kept

We delete unsuccessful enquiry correspondence and related appointment records 12 months after the conversation ends. If an enquiry becomes a project, we retain information needed to deliver and support that project. After completion, we review project files at least annually and delete or anonymise personal information no longer needed for support, agreed ongoing work or a specific legal purpose. Contracts, invoices and accounting records are handled separately according to applicable record-keeping requirements. Relevant records may be retained longer where necessary for an unresolved dispute or a legal obligation.

Provider-managed records: hosting logs and provider backups may have separate retention cycles. The applicable Hostinger configuration and provider schedules must be confirmed before launch. Our owner-managed deletion rules cover email, appointment records, original recordings, transcripts, exported files and external-drive backups; they are operational commitments, not automatic deletion performed by this website.

Your rights and complaints

Depending on the circumstances, you can request access, correction, erasure, restriction or portability of your information, and object to processing based on legitimate interests. Where processing relies on consent, you can withdraw that consent without affecting earlier lawful processing. These rights are subject to applicable conditions and exemptions.

Contact info@ravinoedigital.com to exercise a right. We may need proportionate information to verify your identity. We normally respond within one month; where the law permits more time, we will explain why.

You can raise a concern with us or complain to the Information Commissioner’s Office.

Cookies and updates

See our cookie policy for browser storage and third-party calendar information. We do not plan to use visitor tracking, advertising pixels or marketing mailing lists at launch. The supplied website does not include those features or solely automated decisions with legal or similarly significant effects. We will update this notice when the way information is handled changes.