Privacy Policy

Last updated: 30/07/2025

1. Who we are (Controller)

Stephen Carver trading as “OrcaMet” (“we”, “us”) is the data controller for the personal data described here.

Trading address: [Your postal address here]
Email: steve@orcamet.co.uk
Phone: +44 7999 821099
ICO Registration: [Number, when available]

2. Personal data we collect

• Contact data: name, email, phone, organisation and role.
• Communications: enquiries, call notes, briefing details, support messages.
• Project data: files you supply (e.g., GPS tracks, weather station logs, locations, timing windows). May contain personal data if you include it.
• Website/technical: IP address, user agent, pages viewed, timestamps; cookies as described in our Cookie Policy.
• Live chat: messages and metadata collected via Tawk.to.
• Billing: invoicing contact, billing address, payment references (we do not store full card details).

We do not deliberately collect special category data or children’s data. Please avoid sending such data unless we have agreed a lawful basis and additional safeguards.

3. Purposes and lawful bases

• Respond to enquiries and provide quotations — Legitimate Interests (to operate and grow our business).
• Deliver forecasting/consultancy services — Contract (to perform an agreement with you).
• Account management, billing and records — Legal Obligation (tax), Contract, and Legitimate Interests.
• Website analytics and performance — Consent (non-essential cookies only after you opt in).
• Marketing updates — Consent (you can withdraw at any time).
• Security and fraud prevention — Legitimate Interests.

4. Retention

We keep data only as long as necessary for the stated purposes, then delete or anonymise:

• Enquiry emails: 18 months from last contact.
• Client/project files: 6 years after project close (to support repeat work and defend legal claims).
• Invoices/financial records: 6 years (statutory).
• Analytics logs: 14 months (or shorter if configured).
• Live chat transcripts: 24 months unless you ask us to delete sooner.

5. Sharing and processors

We use trusted service providers acting under our instructions (data processors), including: cloud hosting/storage, email, analytics (if enabled), and live chat (Tawk.to). They may be in the UK, EEA, or elsewhere. We require appropriate safeguards, confidentiality and security commitments.

6. International transfers

If we transfer personal data outside the UK/EEA, we will use lawful safeguards (e.g., UK/EEA adequacy regulations or Standard Contractual Clauses plus supplementary measures) and keep a record of those transfers.

7. Cookies and similar technologies

We use essential cookies for site operation and, subject to your consent, analytics cookies for measurement. Non-essential cookies are not set until you consent. You can change your choice at any time via “Cookie Preferences”. See our Cookie Policy for details.

8. Your rights

You can request access, correction, deletion, restriction, portability, or object to processing based on Legitimate Interests, and you can withdraw consent at any time. We will respond within one month.

9. Security

We apply appropriate technical and organisational measures, including access controls, encryption at rest/in transit where supported, least-privilege, and regular backups. No method is 100% secure; we will notify you of a personal data breach when legally required.

10. Live chat (Tawk.to)

When you use the chat widget, message content and technical metadata are processed by Tawk.to as our processor to provide the chat service. This may involve international transfers with contractual safeguards. Do not share sensitive personal data via chat.

11. Children

Our services are for business users. We do not knowingly collect data relating to children.

12. Automated decision-making

We do not perform automated decision-making or profiling that produces legal or similarly significant effects.

13. Complaints

If you have concerns, contact us first using the details above. You also have the right to complain to the Information Commissioner’s Office (ICO) in the UK.

14. Changes to this notice

We may update this Policy from time to time. Material changes will be signposted on this page. Please check back periodically.