Privacy Policy

Excaliant ("Excaliant," "we," "our," or "us") respects your privacy and is committed to protecting your personal data. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website at excaliant.com (the "Site"), engage with our services, or otherwise interact with us.

This policy applies to all users of our Site and services, including visitors, prospective clients, and existing clients. By accessing or using our Site, you agree to the terms of this Privacy Policy. If you do not agree, please discontinue use immediately.

1. Information We Collect

We collect information in three ways: information you provide directly, information collected automatically, and information from third parties.

1.1 Information You Provide

When you fill out our contact form, request a consultation, subscribe to communications, or engage our services, we may collect:

• Full name
• Email address
• Phone number
• Company name and job title
• Mailing address
• Information about your IT infrastructure and business needs
• Payment and billing information (for engaged clients)
• Any other information you choose to provide in communications

1.2 Information Collected Automatically

When you visit our Site, we automatically collect certain technical data, including:

• IP address (anonymized after 30 days)
• Browser type and version
• Operating system
• Referring URL and exit pages
• Pages viewed and time spent on pages
• Date and time of visits
• Device identifiers

This data is collected using server logs and, with your consent, analytics cookies. See our Cookie Policy for details.

1.3 Information from Third Parties

We may receive information from business partners, referral sources, publicly available databases, and social media platforms if you interact with our profiles. This typically includes name, email, company, and professional role.

2. How We Use Your Information

We use collected information for the following purposes:

• Service delivery: To provide, operate, and maintain our IT solutions and consulting services.
• Communication: To respond to inquiries, send service updates, and provide customer support.
• Business operations: To process transactions, manage contracts, and maintain client records.
• Marketing: To send promotional materials and service announcements, only with your consent or where permitted by law. You may opt out at any time.
• Analytics: To analyze Site usage, improve user experience, and optimize our content.
• Security: To detect, prevent, and respond to fraud, abuse, and security incidents.
• Legal compliance: To comply with applicable laws, regulations, and legal processes.

3. Legal Bases for Processing (GDPR)

If you are located in the European Economic Area (EEA), United Kingdom, or Switzerland, we process your personal data under the following legal bases:

• Contract performance: Processing necessary to fulfill a contract with you or to take steps at your request before entering into a contract.
• Legitimate interests: Processing necessary for our legitimate business interests, such as improving our services, marketing, and ensuring security, provided these interests are not overridden by your rights.
• Consent: Where you have given explicit consent, such as for marketing emails or non-essential cookies.
• Legal obligation: Processing necessary to comply with applicable law.

4. How We Share Your Information

We do not sell your personal information. We may share your information in the following circumstances:

• Service providers: We engage trusted third parties to perform functions on our behalf, such as hosting, analytics, payment processing, and email delivery. These providers are contractually bound to use your data only for the purposes we specify.
• Business transfers: In connection with a merger, acquisition, or sale of assets, your data may be transferred as part of that transaction.
• Legal requirements: We may disclose information if required by law, regulation, legal process, or governmental request.
• Protection of rights: We may disclose information to protect the rights, property, or safety of Excaliant, our clients, or others.
• With your consent: We may share information with third parties when you explicitly authorize us to do so.

5. Data Retention

We retain personal data only for as long as necessary to fulfill the purposes described in this policy. Contact form submissions are retained for 24 months. Client engagement records are retained for the duration of the business relationship plus 7 years to comply with legal and tax obligations. Server logs containing IP addresses are anonymized after 30 days and deleted after 90 days. You may request deletion of your data at any time, subject to our legal retention obligations.

6. Data Security

We implement industry-standard technical and organizational measures to protect your personal data, including encryption in transit (TLS 1.2+) and at rest, access controls and authentication requirements, regular security assessments, employee training on data handling, and incident response procedures. While no system is completely secure, we continuously monitor and improve our security posture. In the event of a data breach affecting your personal information, we will notify you and relevant authorities as required by applicable law.

7. Your Rights

Depending on your location, you may have the following rights regarding your personal data:

7.1 EEA, UK, and Switzerland (GDPR)

• Access: Request a copy of the personal data we hold about you.
• Rectification: Request correction of inaccurate or incomplete data.
• Erasure: Request deletion of your personal data ("right to be forgotten").
• Restriction: Request that we limit how we process your data.
• Portability: Request your data in a structured, machine-readable format.
• Objection: Object to processing based on legitimate interests or for direct marketing.
• Withdraw consent: Where processing is based on consent, you may withdraw it at any time.

To exercise these rights, contact us at privacy@excaliant.com. We will respond within 30 days. You also have the right to file a complaint with your local data protection authority.

7.2 California Residents (CCPA/CPRA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA):

• Right to know: Request details about the categories and specific pieces of personal information we collect.
• Right to delete: Request deletion of your personal information.
• Right to correct: Request correction of inaccurate personal information.
• Right to opt out: Opt out of the sale or sharing of personal information. We do not sell personal information.
• Right to non-discrimination: We will not discriminate against you for exercising your privacy rights.

To exercise these rights, contact us at privacy@excaliant.com. We will verify your identity before processing your request.

8. International Data Transfers

Excaliant is based in the United Kingdom. If you are located outside the UK, your personal data may be transferred to and processed in the United Kingdom. For transfers from the EEA, we rely on Standard Contractual Clauses (SCCs) approved by the European Commission or equivalent safeguards to ensure your data receives an adequate level of protection.

9. Children's Privacy

Our Site and services are not directed to individuals under 16 years of age. We do not knowingly collect personal information from children. If we become aware that we have collected data from a child under 16, we will take steps to delete it promptly. If you believe a child has provided us with personal information, please contact us at privacy@excaliant.com.

10. Third-Party Links

Our Site may contain links to third-party websites, services, or applications that are not operated by us. We are not responsible for the privacy practices of these third parties. We encourage you to review the privacy policies of any third-party sites you visit.

11. Changes to This Policy

We may update this Privacy Policy from time to time. When we make material changes, we will update the "Last updated" date at the top and, where required, notify you via email or a prominent notice on our Site. Your continued use of the Site after changes are posted constitutes acceptance of the revised policy.

12. Contact Us

If you have questions about this Privacy Policy or wish to exercise your privacy rights, contact us: