Privacy Policy

Last Updated: August 29, 2025

LICENTRA LTD ("Company", "we", "us", or "our") values your privacy and is committed to protecting your personal information. This Privacy Policy describes our practices regarding the collection, use, storage, and disclosure of information we receive from users of our website and clients of our services.

1. Scope and Application

1.1. This Privacy Policy applies to all personal information processed by LICENTRA LTD.
1.2. This policy covers our website, client portal, and all related services.
1.3. By using our services, you acknowledge that you have read and understood this policy.

2. Definitions

2.1. "Personal Information" means any data that identifies or can identify an individual.
2.2. "Processing" includes collection, storage, use, disclosure, and deletion of information.
2.3. "Services" refers to all consulting and advisory services provided by LICENTRA LTD.
2.4. "Client" means any individual or organization engaging our services.

3. Information Collection

3.1 Personal Details

  • Full name and professional title

  • Company name and position

  • Contact information (email, phone, address)

3.2 Business Information

  • Company size and industry sector

  • Business objectives and requirements

  • Project specifications and timelines

3.3 Technical Information

  • IP address and browser type

  • Device information and operating system

  • Website usage and navigation patterns

3.4 Communication Records

  • Email correspondence and attachments

  • Phone call records and meeting notes

  • Form submissions and inquiries

3.5 Financial Data

  • Payment information and billing details

  • Transaction history and invoicing records

  • Credit checks and financial assessments (when applicable)

4. Collection Methods

4.1. Direct Collection: Information provided directly by you through forms, emails, or phone calls.
4.2. Automatic Collection: Data gathered through cookies and tracking technologies.
4.3. Third-Party Sources: Information obtained from business directories and professional networks.
4.4. Public Records: Data available through public databases and registries.
4.5. Referral Sources: Information provided by existing clients or business partners.

5. Purposes of Processing

5.1. Service delivery and project management
5.2. Client communication and relationship management
5.3. Billing and payment processing
5.4. Legal compliance and regulatory requirements
5.5. Business improvement and service optimization
5.6. Marketing and business development (with consent)
5.7. Security monitoring and fraud prevention
5.8. Internal reporting and analytics
5.9. Quality assurance and training purposes
5.10. Contract negotiation and execution
5.11. Dispute resolution and legal proceedings
5.12. Professional networking and referrals

6. Legal Basis for Processing

6.1. Contract Performance: To fulfill our service agreements and obligations
6.2. Legal Obligation: To comply with applicable laws and regulations
6.3. Legitimate Interest: For business operations and service improvement
6.4. Consent: For marketing communications and optional services
6.5. Vital Interests: To protect health, safety, or security when necessary

7. Data Sharing and Disclosure

7.1 Service Providers

  • IT support and hosting services

  • Payment processing companies

  • Professional advisors (legal, accounting)

  • Marketing and communications platforms

7.2 Business Partners

  • Joint venture partners

  • Subcontractors and specialists

  • Professional service networks

  • Industry associations

7.3 Legal Authorities

  • Regulatory bodies and government agencies

  • Courts and tribunals

  • Law enforcement agencies

  • Professional standards organizations

7.4 Corporate Transactions

  • Potential buyers or investors

  • Merger and acquisition parties

  • Business restructuring entities

8. International Transfers

8.1. Your information may be transferred to countries outside your jurisdiction.
8.2. We ensure adequate protection through contractual safeguards.
8.3. Transfers comply with applicable data protection laws.
8.4. We provide information about transfer mechanisms upon request.

9. Data Security

9.1. Physical Security: Secure facilities with controlled access
9.2. Technical Security: Encryption, firewalls, and secure networks
9.3. Administrative Security: Staff training and access controls
9.4. Regular Audits: Periodic security assessments and updates
9.5. Incident Response: Procedures for handling security breaches
9.6. Backup Systems: Regular data backups and recovery procedures

10. Data Retention

10.1. Active Clients: Information retained during service relationship
10.2. Former Clients: Business records kept for 7 years after completion
10.3. Marketing Data: Retained until consent is withdrawn
10.4. Legal Requirements: Compliance with statutory retention periods
10.5. Dispute Resolution: Extended retention for ongoing legal matters
10.6. Archival Records: Limited information for historical purposes

11. Your Privacy Rights

11.1. Right of Access: Request copies of your personal information
11.2. Right to Rectification: Correct inaccurate or incomplete data
11.3. Right to Erasure: Request deletion of your information
11.4. Right to Restrict Processing: Limit how we use your data
11.5. Right to Data Portability: Receive data in a portable format
11.6. Right to Object: Opt-out of certain processing activities
11.7. Right to Withdraw Consent: Cancel previously given permissions
11.8. Right to Lodge Complaints: Contact supervisory authorities

12. Cookies and Tracking

12.1. Essential Cookies: Required for website functionality
12.2. Performance Cookies: Help us improve website performance
12.3. Functional Cookies: Remember your preferences and settings
12.4. Marketing Cookies: Used for advertising and remarketing
12.5. Third-Party Cookies: Set by external service providers
12.6. Cookie Management: You can control cookies through browser settings

13. Marketing Communications

13.1. We may send marketing emails with your explicit consent
13.2. You can unsubscribe at any time using provided links
13.3. We respect your communication preferences
13.4. Marketing data is kept separate from service delivery data
13.5. We do not sell or rent marketing lists to third parties

14. Children's Privacy

14.1. Our services are not directed at individuals under 18 years
14.2. We do not knowingly collect information from minors
14.3. Parents can request deletion of their child's information
14.4. We implement age verification measures where appropriate

15. Data Quality and Accuracy

15.1. We strive to maintain accurate and up-to-date information
15.2. You can update your information through our client portal
15.3. We regularly review data for accuracy and completeness
15.4. Corrections can be requested at any time

16. Third-Party Websites

16.1. Our website may contain links to external sites
16.2. We are not responsible for third-party privacy practices
16.3. We recommend reviewing privacy policies of linked sites
16.4. External sites may have different data protection standards

17. Business Transfers

17.1. Information may be transferred in case of merger or acquisition
17.2. We will notify affected parties of any ownership changes
17.3. Your rights remain protected under new ownership
17.4. You may opt-out of data transfer where legally permitted

18. Data Breach Notification

18.1. We will notify authorities of serious data breaches within 72 hours
18.2. Affected individuals will be informed without undue delay
18.3. Notifications will include details of the breach and response measures
18.4. We maintain incident logs for regulatory compliance

19. Professional Obligations

19.1. We maintain professional confidentiality standards
19.2. Client information is protected under professional privilege
19.3. We comply with industry-specific privacy requirements
19.4. Professional indemnity insurance covers privacy-related claims

20. Automated Decision Making

20.1. We may use automated systems for certain business processes
20.2. Significant decisions are not based solely on automated processing
20.3. You have the right to request human review of automated decisions
20.4. We will explain the logic behind automated decision-making

21. Policy Updates and Changes

21.1. This policy may be updated to reflect changes in our practices
21.2. Significant changes will be communicated directly to clients
21.3. The "Last Updated" date indicates when changes were made
21.4. Continued use of services constitutes acceptance of updates
21.5. Previous versions are available upon request

22. Governing Law

22.1. This policy is governed by applicable data protection laws
22.2. Disputes will be resolved according to local jurisdiction requirements
22.3. We comply with international data protection standards
22.4. Legal requirements may vary by location and service type

23. Additional Information

23.1. Detailed information about specific processing activities is available upon request
23.2. We maintain records of processing activities for regulatory compliance
23.3. Regular privacy impact assessments are conducted for new services
23.4. Staff receive ongoing training on privacy and data protection requirements

LICENTRA LTD