1. Introduction

Welcome to Bay Consulting! We care about keeping your personal information safe. This Privacy Policy explains, in simple terms, what information we collect, why we collect it, how we use it, and what rights you have. When we say “we,” “us,” or “our,” we mean Bay Consulting, which operates the website www.bayconsulting.me and provides the Bay Architecture Assessment and related consulting services.

2. Information We Collect

We collect different types of information depending on how you interact with us. Here is what we may collect:

2.1 Information You Give Us Directly

When you reach out to us, fill out a form on our website, or work with us as a client, you may provide:

• Your name, email address, phone number, and company name
• Your job title and role within your organization
• Responses to our Bay Architecture Assessment surveys and questionnaires
• Notes and information shared during interviews, calls, or meetings
• Diagnostic results and organizational data you share as part of our consulting engagements
• Any other information you choose to share with us through email, forms, or conversations

2.2 Information Collected Automatically

When you visit our website, some information is collected automatically by our technology tools:

• Your IP address (this is like your computer’s home address on the internet)
• The type of web browser and device you use (like Chrome on a laptop)
• Which pages you visit on our site and how long you spend on them
• The website that sent you to us (called a “referring URL”)
• Cookies and similar tracking technologies (small files stored on your device that help our website work better)

2.3 Information from Third Parties

Sometimes we receive information about you from other sources, such as publicly available business directories, LinkedIn, or referral partners. We only use this information to help us better serve you.

3. How We Use Your Information

We use the information we collect for the following purposes (these are called “legitimate business purposes”):

• To provide and deliver our consulting services, including the Bay Architecture Assessment, and/or CliftonStrengths Leadership and Team Coaching
• To create your diagnostic reports, strategic roadmaps, and other deliverables
• To communicate with you about our services, respond to your questions, and provide support
• To improve our website, services, and the overall client experience
• To send you helpful information, updates, or newsletters (only if you have opted in or given us permission)
• To comply with legal obligations and protect our legal rights
• To analyze how our website is used so we can make it better (using tools like Google Analytics)

4. Legal Basis for Processing Your Data

Under applicable data protection laws, we process your personal data based on one or more of the following legal grounds:

• Consent — You have given us clear permission to use your information for a specific purpose (for example, signing up for our newsletter, using our assessment tool).
• Contractual Necessity — We need your information to fulfill a contract or agreement with you (for example, delivering the Bay Architecture Assessment you may request).
• Legitimate Interest — We have a reasonable business reason to use your information, and that reason does not unfairly harm your rights or freedoms.
• Legal Obligation — We are required by law to process certain information.

5. How We Share Your Information

We do not sell, rent, or trade your personal information to anyone. However, we may share your information in limited situations:

5.1 Service Providers and Third-Party Tools

We use trusted third-party tools and service providers to help us run our business. These may include:

• Website analytics tools (such as Google Analytics) to understand how visitors use our site
• Email marketing platforms to send you newsletters or updates
• Customer relationship management (CRM) software to keep track of our client interactions
• Cloud storage and collaboration tools to securely store and work with your data

These providers are contractually obligated to protect your information and may only use it to perform services on our behalf. They are not allowed to use your data for their own purposes.

5.2 Legal Requirements

We may share your information if we are required to do so by law, court order, or government request, or if we believe in good faith that disclosure is necessary to protect our rights, your safety, or the safety of others.

5.3 Business Transfers

If Bay Consulting is involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify you before your information becomes subject to a different privacy policy.

6. Cookies and Tracking Technologies

Cookies are small text files placed on your device when you visit our website. They help us understand how you use our site and make your experience better. We use the following types of cookies:

• Essential Cookies — These are necessary for the website to work properly. Without them, some features may not function.
• Analytics Cookies — These help us understand how visitors interact with our website (for example, which pages are most popular).
• Functional Cookies — These remember your preferences and settings to give you a more personalized experience.

You can control cookies through your browser settings. You have the right to disable cookies, but doing so may affect how our website works for you.

7. Data Security

We take the security of your information seriously. We use reasonable administrative, technical, and physical safeguards to protect your personal data from unauthorized access, loss, misuse, or alteration. These measures include:

• Encrypted data transmission (SSL/TLS) when you submit information through our website
• Company and personal data is anonymized before being used in LLM supported workflows.
• Secure storage of client assessment data and diagnostic results
• Access controls that limit who within our organization can view your information
• Regular review of our security practices

While we strive to protect your personal information, no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security, but we are committed to doing our best.

8. How Long We Keep Your Information

We keep your personal information only for as long as we need it to fulfill the purposes described in this policy, or as required by law. Specifically:

• Client engagement data (assessment results, diagnostic reports, interview notes) is retained for the duration of the engagement and for a 24 months afterward to support follow-up services, at which time all data is deleted. If you prefer us to delete your data beforehand, please provide written instruction to do so.
• Website analytics data is retained in accordance with the default retention periods set by our analytics providers.
• Marketing and communication preferences are retained until you opt out or ask us to delete them.

When we no longer need your information, we will securely delete or anonymize it so it can no longer be linked back to you.

9. Your Rights

Depending on where you live, you may have certain rights regarding your personal information. These may include:

• Right of Access — You can ask us what personal information we have about you.
• Right to Rectification — You can ask us to fix any information that is wrong or incomplete.
• Right to Erasure (Right to Be Forgotten) — You can ask us to delete your personal information, subject to certain legal exceptions.
• Right to Restrict Processing — You can ask us to limit how we use your information.
• Right to Data Portability — You can ask us to give you a copy of your information in a format that is easy to move to another service.
• Right to Object — You can tell us to stop using your information for certain purposes, like marketing.
• Right to Withdraw Consent — If we are using your information based on your consent, you can take back that consent at any time.

To exercise any of these rights, please contact us using the information in Section 13 below. We will respond to your request within 30 days, as required by applicable law.

10. Children’s Privacy

Our website and services are designed for businesses and professionals. They are not intended for children under the age of 16. We do not knowingly collect personal information from children. If we learn that we have accidentally collected information from a child under 16, we will delete it as quickly as possible. If you believe a child has provided us with personal information, please contact us right away.

11. Links to Other Websites

Our website may contain links to other websites that are not operated by us. If you click on a link to a third-party website, you will be directed to that site. We strongly encourage you to review the privacy policy of every site you visit. We have no control over, and assume no responsibility for, the content, privacy policies, or practices of any third-party sites or services.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. When we make changes, we will update the “Effective Date” at the top of this page. We encourage you to review this policy periodically. Your continued use of our website or services after any changes means you accept the updated policy.

13. How to Contact Us

If you have any questions, concerns, or requests about this Privacy Policy or how we handle your personal information, please reach out to us:

14. Governing Law

This Privacy Policy shall be governed by and construed in accordance with the laws of the jurisdiction in which Bay Consulting operates (Waldo County, Maine), without regard to its conflict of law provisions. Any disputes arising under or in connection with this Privacy Policy shall be subject to the exclusive jurisdiction of the courts in that jurisdiction.

15. Your Consent