What data we collect
We collect three things. First, what you send us through the contact and quote forms (your name, email, company and the content of your message), which you submit with your explicit consent. Second, the operational records our servers keep in order to run the site and secure it, which can include the network address a request came from, the identification the browser sent and the pages it asked for; they exist for delivery, abuse prevention and security monitoring, not for measurement. Third, the record of the privacy choice you made, together with the version of this notice you were shown when you made it. A page statistics tool that counts visits and page views runs only if you allow it through the consent banner or your privacy settings; until then, and whenever you reject or withdraw that choice, nothing measures your visit. We use no advertising tools. We do not collect special-category data and we do not buy or scrape personal data from third parties.
How we use your data
Contact details are used solely to respond to your enquiry and follow up on proposed engagements. Operational records are used to keep the service available and secure, to investigate faults and to limit abuse, and for nothing else. The record of your privacy choice is used only to demonstrate, if we are asked to, what you permitted and what you were shown when you permitted it. Aggregate page statistics exist only if you allowed that purpose, show us which pages are read and how the site performs, and stop the moment you withdraw your consent. We never sell or share your personal data with third parties for marketing.
How we protect your data
Personal data is encrypted in transit (HTTPS/TLS 1.3) and at rest on managed cloud infrastructure. Access is restricted to the founder and named engineering staff under non-disclosure agreements. We operate continuous monitoring and patch management on production systems.
Third-party services
Our site uses managed infrastructure providers (hosting, CDN, email delivery) bound by data processing agreements. We list current sub-processors on request. We do not embed third-party advertising or social-tracking pixels.
How long we keep data
Contact form submissions are retained for up to 24 months unless an active engagement requires longer. Server logs are retained for 90 days for security monitoring, then aggregated. Call records and proposal sessions are kept for six years from the date they were created. That is the period in which a contract claim can still be brought. We review them by hand once a year, and nothing deletes them automatically. Survey records follow the same six years and the same yearly review. You may request earlier deletion at any time.
Phone calls
When you call us, an AI assistant named Warren answers and tells you at the start that the call is recorded. We keep a written transcript of the conversation, not an audio recording, for twelve months so we can follow up accurately. After that it is deleted. Your phone number, your name and the details you give during the call are stored as a call record and used only to answer your request, to book the meeting you asked for and to send you its confirmation. When you call again, Warren uses the record of your earlier calls to continue the conversation, and it can keep short notes you give it during a call. The call record itself is kept for six years, as set out under How long we keep data. You can ask us to delete the transcript and the record at any time.
Surveys
We sometimes ask people we work with, or would like to work with, to answer a short survey through a personal link. To make that link we record your name and your company, and where we have them your email address and a short note of our own. The survey saves your answers as you go, so you can continue later, and records when you first opened it. It asks for an email address only at the end, and only if you want a summary of the results and an invitation to try the service. We use your answers to shape our services, and that email address only to send you the summary and to arrange the trial. We do not sell your answers or your address, or pass them to anyone else; the infrastructure providers described under Third-party services process them for us. Survey records are kept for six years, as set out under How long we keep data, and you can ask us to delete them at any time.
Your rights under UK GDPR
You have the right to access, rectify, erase, or port your personal data, and to object to or restrict processing. To exercise these rights, email ozgur@kocaventures.com. We respond within 30 days. You may also complain to the UK Information Commissioner's Office (ICO) at ico.org.uk.
Data controller and contact
Koca Ventures Ltd (UK Companies House #16231043), registered at 71-75 Shelton Street, Covent Garden, London WC2H 9JQ, is the data controller. Contact: ozgur@kocaventures.com.