Privacy Notice

1. Who We Are

This Privacy Notice explains how Ravon Group LTD, trading as Ravon Group and Ravon Sage, collects, uses, stores and shares personal data when you:

• visit www.ravonsage.com;
• contact us or submit an enquiry;
• request or attend a demonstration;
• communicate with us through email, telephone, social media or another channel;
• receive marketing or business communications from us;
• attend an event involving Ravon Group;
• explore, negotiate or enter into a business relationship with us.

Ravon Group LTD is the controller responsible for the personal data covered by this Privacy Notice.

Registered company name: Ravon Group LTD

Company number: 14909435

Registered office: 71 to 75 Shelton Street, Covent Garden, London, United Kingdom, WC2H 9JQ

Email: emre@ravongroup.com

In this Privacy Notice, "Ravon Group", "Ravon Sage", "we", "us" and "our" refer to Ravon Group LTD.

2. Scope of This Privacy Notice

This Privacy Notice primarily covers personal data processed through the Ravon Sage website, our sales and marketing activities, demonstrations, enquiries and general business communications.

It does not fully describe how information is processed within a customer's own deployment of Ravon Sage.

Ravon Sage is generally deployed within a customer's own infrastructure. In that context, the customer will ordinarily determine why and how personal data is processed and will usually act as the controller. Ravon Group may act as a processor where we access or process personal data on the customer's documented instructions during implementation, integration, maintenance or support.

Those arrangements will be governed by the applicable customer agreement, data processing agreement, security documentation and technical scope.

Where a customer organisation has provided your personal data to Ravon Sage, you should direct privacy requests concerning that data to the relevant customer organisation in the first instance.

3. Personal Data We Collect

The personal data we collect depends on how you interact with us.

3.1 Information You Provide to Us

We may collect the following information directly from you:

Contact information

This may include your name, business email address, telephone number, professional title, employer, organisation and business location.

Enquiry and demonstration information

This may include information submitted through contact forms, demonstration request forms, questionnaires, emails or calls, including your organisation's industry, size, requirements, systems, infrastructure, intended use cases and implementation priorities.

Business relationship information

This may include information concerning proposals, negotiations, contracts, projects, meetings, implementation planning, customer support and your role within an existing or prospective customer, supplier or partner organisation.

Communications

This may include emails, messages, meeting notes, telephone call details, feedback and other communications exchanged with us.

Event information

This may include your name, organisation, role, attendance details, preferences and information you provide when registering for or attending an event.

Marketing preferences

This may include whether you have requested information from us, subscribed to communications, opted out of marketing or expressed an interest in particular Ravon Group products or services.

Recruitment information

Where you apply for a position or contact us regarding work, we may collect your CV, employment history, education, skills, professional profile and other information you provide as part of the recruitment process.

3.2 Information Collected Automatically

When you visit our website, we and our website service providers may automatically collect technical and usage information, including:

• your Internet Protocol address;
• browser type and version;
• device type and operating system;
• language and general location settings;
• pages viewed and links selected;
• the date, time and duration of visits;
• the website or source that referred you to our website;
• website interactions and navigation patterns;
• diagnostic, performance and security information.

Some of this information may be collected through cookies or similar technologies. Further information is provided in Section 11.

3.3 Information Obtained from Other Sources

We may receive professional or business contact information from:

• your employer or organisation;
• existing customers, suppliers, advisers or business partners;
• professional networking platforms;
• event organisers and event partners;
• publicly available company websites and professional profiles;
• Companies House and other public registers;
• business information and lead generation providers;
• individuals who introduce or refer you to us.

Where we obtain your personal data from another source, we will use it only where we have a lawful reason to do so.

3.4 Sensitive Personal Data

We do not intentionally request special category personal data through the Ravon Sage website or general enquiry forms.

Special category data includes information concerning health, racial or ethnic origin, religious or philosophical beliefs, political opinions, trade union membership, genetic data, biometric identification data and information concerning a person's sex life or sexual orientation.

Please do not submit special category data, criminal offence data, patient information, confidential client records, legally privileged information or sensitive operational data through a general website form.

Where processing this type of information becomes necessary in a customer project, it will be addressed separately through the relevant contract, data protection assessment, technical controls and customer instructions.

4. How and Why We Use Personal Data

We use personal data only where we have a lawful basis under applicable data protection law.

4.1 Responding to Enquiries

We use your contact details, enquiry information and communications to:

• respond to questions;
• arrange meetings and demonstrations;
• understand your organisation's requirements;
• provide requested information;
• follow up on an enquiry.

Our lawful basis is taking steps at your request before entering into a contract and our legitimate interest in responding to business enquiries and developing customer relationships.

4.2 Providing Demonstrations

We use your information to prepare, arrange and deliver demonstrations of Ravon Sage and related services.

Our lawful basis is taking steps at your request before entering into a contract and our legitimate interest in presenting and explaining our products and services.

Demonstrations should not include live confidential, personal or sensitive data unless appropriate contractual and security arrangements have first been agreed.

4.3 Developing Business Relationships

We may use professional contact details and business communications to establish, manage and develop relationships with prospective customers, existing customers, partners, advisers, suppliers and other organisations.

Our lawful basis is the performance of a contract, taking steps before entering into a contract and our legitimate interest in operating and developing our business.

4.4 Delivering Products and Services

Where you or your organisation becomes a customer, supplier or partner, we may use personal data to:

• administer the contractual relationship;
• coordinate implementation and delivery;
• provide technical or operational support;
• manage access, permissions and authorised contacts;
• maintain project and service records;
• issue and process invoices;
• communicate about performance, maintenance, security and contractual matters.

Our lawful bases are performance of a contract, compliance with legal obligations and our legitimate interest in delivering and administering our services effectively.

4.5 Operating and Improving the Website

We may use technical and usage information to:

• operate and maintain the website;
• understand how visitors use it;
• identify technical problems;
• improve website content, structure and performance;
• measure the effectiveness of campaigns and communications;
• protect the website against misuse, attacks and unauthorised activity.

Depending on the technology involved, our lawful basis is our legitimate interest in operating, securing and improving the website or your consent where consent is required for cookies or similar technologies.

4.6 Marketing and Business Development

We may use professional contact information, marketing preferences and business interests to send relevant information about Ravon Sage, Ravon Group, events, publications, product updates and related services.

Depending on the circumstances, we rely on your consent or our legitimate interest in promoting relevant business to business products and services.

Where consent is required under the Privacy and Electronic Communications Regulations, we will request that consent before sending the communication.

You may object to direct marketing or unsubscribe at any time by:

• selecting the unsubscribe link in a marketing email;
• replying to the communication;
• contacting emre@ravongroup.com.

We may retain limited information about your opt out request to ensure that we continue to respect it.

4.7 Events

We may process your information to register you for an event, manage attendance, communicate event information and follow up regarding matters discussed at the event.

Our lawful basis is performance of a contract where applicable, your consent where required and our legitimate interest in organising events and developing professional relationships.

Where an event is organised jointly with another organisation, that organisation may process your personal data under its own privacy notice.

4.8 Recruitment

We may use applicant information to:

• assess qualifications and suitability;
• communicate about a position;
• conduct interviews and reference checks;
• make recruitment decisions;
• comply with employment and legal requirements.

Our lawful bases are taking steps before entering into a contract, compliance with legal obligations and our legitimate interest in recruiting suitable personnel.

A more detailed applicant privacy notice may be provided where appropriate.

4.9 Legal, Regulatory and Security Purposes

We may use personal data to:

• comply with laws, regulations, court orders and lawful requests;
• establish, exercise or defend legal claims;
• maintain business, financial and compliance records;
• enforce our contractual and legal rights;
• prevent and investigate fraud, cyberattacks, misuse and other unlawful conduct;
• protect our systems, personnel, customers and business;
• support audits, insurance requirements and professional advice.

Our lawful bases are compliance with legal obligations and our legitimate interests in protecting our business, systems and legal rights.

4.10 Corporate Transactions

We may process and disclose information in connection with a proposed or completed investment, financing, restructuring, acquisition, merger, transfer or sale of all or part of our business.

Our lawful basis is our legitimate interest in managing and developing our business.

5. Summary of Our Lawful Bases

Depending on the circumstances, we rely on one or more of the following lawful bases:

Contract

Processing is necessary to enter into or perform a contract with you.

Where you act on behalf of an organisation, contract may not apply directly to you. In that case, we will ordinarily rely on legitimate interests.

Legitimate Interests

Processing is necessary for our legitimate business interests or those of another organisation, provided those interests are not overridden by your rights and freedoms.

Our legitimate interests may include:

• responding to business enquiries;
• developing relevant business relationships;
• operating and improving Ravon Group and Ravon Sage;
• promoting relevant business to business services;
• protecting our website, systems and organisation;
• administering contracts and customer relationships;
• establishing and defending legal rights.

Where we rely on legitimate interests, you may request information about the balancing assessment we have conducted.

Consent

We rely on consent where you have freely provided a specific and informed indication that you agree to the processing.

You may withdraw consent at any time. Withdrawal will not affect processing that occurred before consent was withdrawn.

Legal Obligation

We process information where necessary to comply with an obligation imposed by law.

6. When We Share Personal Data

We do not sell personal data.

We may share personal data with the following recipients where necessary and lawful.

6.1 Service Providers

We may use service providers that support:

• website hosting and infrastructure;
• website analytics;
• email and communications;
• customer relationship management;
• meeting scheduling and video conferencing;
• document storage and collaboration;
• information security;
• accounting and financial administration;
• marketing operations;
• professional and technical services.

These providers may process personal data only for the relevant services and in accordance with appropriate contractual obligations.

6.2 Professional Advisers

We may disclose information to lawyers, accountants, auditors, insurers, consultants, banks and other professional advisers where reasonably necessary.

6.3 Customers and Business Partners

Where you interact with us on behalf of an organisation, we may share relevant communications and project information with authorised personnel at that organisation.

We may also share information with an authorised implementation, integration or delivery partner where this is necessary to assess or deliver an agreed project.

6.4 Government and Regulatory Authorities

We may disclose information to courts, regulators, law enforcement bodies, tax authorities or other public bodies where required by law or reasonably necessary to protect legal rights.

6.5 Corporate Transaction Participants

We may disclose relevant information to prospective purchasers, investors, lenders, advisers or other participants in a proposed or completed corporate transaction.

Any recipient will be expected to handle the information confidentially and lawfully.

7. International Transfers

Some of our service providers may process personal data outside the United Kingdom.

Where personal data is transferred to a country that has not been recognised by the UK Government as providing an adequate level of protection, we will use an appropriate safeguard where required.

These safeguards may include:

• the United Kingdom International Data Transfer Agreement;
• the United Kingdom Addendum to the European Commission Standard Contractual Clauses;
• another transfer mechanism permitted under applicable data protection law.

We may also assess whether additional technical, organisational or contractual safeguards are appropriate.

You may contact emre@ravongroup.com for further information about the safeguards used for relevant international transfers.

8. How Long We Keep Personal Data

We retain personal data only for as long as reasonably necessary for the purpose for which it was collected, including legal, contractual, accounting, security and reporting requirements.

Our typical retention periods are:

Website enquiries and demonstration requests

Ordinarily retained for up to 24 months after the most recent meaningful interaction, unless a business relationship develops or there is another reason to retain the information.

Prospective customer and business development records

Ordinarily retained for up to 36 months after the most recent meaningful interaction.

Customer, supplier and contractual records

Ordinarily retained for the duration of the relationship and for up to six years after it ends, unless a longer period is required by law, contract or an actual or anticipated legal claim.

Financial and transaction records

Ordinarily retained for at least six years after the end of the relevant financial period, where required for accounting and tax purposes.

Marketing records

Retained while you remain subscribed or while we reasonably consider the communication relevant and lawful.

Suppression records may be retained for longer so that we can continue to respect an opt out request.

Website analytics information

Retained according to the settings and retention periods applied to the relevant analytics service.

Security records

Ordinarily retained for between 12 and 24 months, unless required for an investigation, legal claim or security incident.

Recruitment records

Information concerning unsuccessful applicants is ordinarily retained for up to six months after the recruitment process concludes, unless you consent to a longer period or a longer period is reasonably required.

We may retain information for longer where necessary to comply with law, resolve a dispute, prevent fraud, enforce an agreement or establish or defend a legal claim.

We may also retain aggregated or anonymised information that no longer identifies an individual.

9. Data Security

We use appropriate technical and organisational measures designed to protect personal data against:

• unauthorised access;
• unlawful processing;
• accidental loss;
• destruction;
• alteration;
• unauthorised disclosure.

These measures may include access controls, authentication, encryption, system monitoring, role based permissions, contractual safeguards, backups and security procedures appropriate to the relevant risk.

Access to personal data is limited to personnel, contractors and service providers who have a legitimate need to use it.

No internet transmission or storage system can be guaranteed to be completely secure. You should avoid sending confidential, sensitive or special category information through general website forms or unsecured email.

Where we become aware of a personal data breach, we will investigate and make any legally required notifications to affected individuals and the Information Commissioner's Office.

10. Your Data Protection Rights

Depending on the circumstances, you may have the following rights.

Right of Access

You may request confirmation of whether we process your personal data and obtain a copy of that data.

Right to Rectification

You may ask us to correct inaccurate or incomplete personal data.

Right to Erasure

You may ask us to delete personal data in certain circumstances.

This right is not absolute and may not apply where continued retention is required by law or necessary for legal claims.

Right to Restrict Processing

You may ask us to restrict how we use your personal data in certain circumstances.

Right to Object

You may object to processing based on legitimate interests.

You have an absolute right to object to the use of your personal data for direct marketing.

Right to Data Portability

Where processing is based on consent or contract and carried out by automated means, you may be entitled to receive personal data you provided in a structured, commonly used and machine readable format.

Right to Withdraw Consent

Where we rely on consent, you may withdraw it at any time.

Rights Concerning Automated Decisions

You may have rights concerning decisions made solely through automated processing that produce legal or similarly significant effects.

We do not use personal data collected through the Ravon Sage website to make solely automated decisions that produce legal or similarly significant effects concerning website visitors.

Exercising Your Rights

To exercise a right, contact emre@ravongroup.com.

Please clearly describe your request and the information concerned.

We may ask for information necessary to verify your identity and protect personal data against unauthorised disclosure.

You will not ordinarily be required to pay a fee. We may charge a reasonable fee or decline to act where a request is manifestly unfounded or excessive, where permitted by law.

We will ordinarily respond within one month. This period may be extended where a request is complex or multiple requests have been made, in which case we will inform you.

11. Cookies and Similar Technologies

Our website may use cookies and similar technologies.

Cookies are small files placed on your device that allow a website to operate, remember choices, understand usage and provide relevant functionality.

We may use:

Strictly Necessary Cookies

These cookies are necessary for the website to operate, provide security or remember privacy choices.

They do not ordinarily require consent.

Analytics Cookies

These cookies help us understand how visitors interact with the website, including which pages are visited and whether errors occur.

Where legally required, these cookies will be used only after you provide consent.

Functional Cookies

These cookies support additional functionality or remember preferences.

Where legally required, these cookies will be used only after you provide consent.

Marketing Cookies

These cookies may be used to measure campaigns or support relevant advertising.

They will be used only where permitted by law and, where required, after obtaining your consent.

You can accept, reject or manage non essential cookies through the cookie controls provided on the website.

You can also manage cookies through your browser settings. Disabling certain cookies may affect website functionality.

Detailed information about the specific cookies and services currently used should be provided in the website's Cookie Notice or cookie management interface.

12. Direct Marketing

We may send business related marketing communications where permitted by data protection and electronic communications law.

You may unsubscribe or object at any time.

Once you object to direct marketing, we will stop using your personal data for that purpose. We may retain your contact information on a suppression list to ensure that further marketing communications are not sent.

Unsubscribing from marketing does not prevent us from sending necessary administrative, security, contractual or service related communications.

13. Third Party Websites and Services

Our website may contain links to websites or services operated by other organisations.

We do not control those organisations and are not responsible for their privacy practices.

You should review the privacy notice of each third party website or service before providing personal data.

A link or reference does not necessarily mean that Ravon Group endorses or is affiliated with the third party.

14. Children's Privacy

The Ravon Sage website and our business services are intended for organisations and professional users.

They are not directed at children, and we do not knowingly collect personal data from anyone under 18 through the website.

Where you believe that a child has provided personal data to us, contact emre@ravongroup.com so that we can investigate and take appropriate action.

15. Changes to This Privacy Notice

We may update this Privacy Notice to reflect changes to:

• our website or services;
• the personal data we process;
• our suppliers or business operations;
• applicable legal or regulatory requirements.

The latest version will be published on the website with its effective date.

Where a change materially affects how we use personal data, we will take reasonable steps to bring it to the attention of affected individuals where required.

16. Complaints

Please contact us first where you have a concern about our use of your personal data:

Email: emre@ravongroup.com

You also have the right to complain to the United Kingdom's data protection regulator:

Information Commissioner's Office

You can find current contact details and complaint procedures on the Information Commissioner's Office website.

You may also have the right to complain to another competent supervisory authority where you live, work or believe that a data protection infringement occurred.

17. Contact Us

For questions about this Privacy Notice, our processing of personal data or your data protection rights, contact:

Email: emre@ravongroup.com