Privacy Policy

1. Who we are

Sheena Labs is a trading name of Nexavi Limited, a company registered in England and Wales (Company No. 11214407), with its registered office at 128 City Road, London, EC1V 2NX (referred to in this policy as "we", "us", or "our").

We are the data controller for the personal data processed in connection with this website and our consultancy services. Questions about this policy should be directed to [email protected].

2. Data we collect

We collect personal data in the following ways:

• Contact form. When you submit an enquiry via our website, we collect your name, email address, company or practice name (optional), the service you are interested in, and any information you include in your message.
• Email correspondence. If you contact us directly by email, we process the personal data contained in that correspondence.
• Booking data. If you schedule a call through our booking system, we collect your name, email address, and the date and time of your appointment.
• Website analytics. We may use privacy-respecting analytics tools to understand how visitors use this site (pages visited, time on site, referral source). Where analytics tools use cookies, we obtain consent before placing them.

We do not collect sensitive personal data (as defined by UK GDPR) through this website.

3. How we use your data and our legal basis

Where we rely on legitimate interests, we have assessed that our interests are not overridden by your rights and freedoms. You may object to processing on this basis at any time (see section 7).

4. Who we share your data with

We do not sell or rent your personal data. We may share it with the following categories of third parties, all of whom process data on our behalf under appropriate agreements:

• Email service provider (to deliver and store email communications)
• Scheduling tool provider (to manage discovery call bookings)
• Form submission processor (to transmit contact form data to us)
• Analytics provider (where analytics cookies are accepted)

We may also disclose your data where required by law, court order, or to protect our legal rights.

5. International transfers

Some of our third-party providers may process data outside the UK or EEA. Where they do, we ensure appropriate safeguards are in place - such as the UK International Data Transfer Agreement (IDTA), adequacy decisions, or equivalent protections - before any transfer takes place.

6. How long we keep your data

• Pre-engagement enquiries where no contract results: up to 12 months from the date of last contact.
• Client engagement records (contracts, correspondence, deliverables): six years from the end of the engagement, in line with the Limitation Act 1980.
• Financial records: six years from the end of the relevant tax year, as required by HMRC.
• Analytics data: in accordance with the relevant tool provider's retention settings, typically 14 months.

7. Your rights

Under UK GDPR, you have the right to:

• Access the personal data we hold about you.
• Rectify inaccurate or incomplete data.
• Erase your data ("right to be forgotten") in certain circumstances.
• Restrict our processing of your data in certain circumstances.
• Portability of your data in a structured, machine-readable format where processing is based on consent or contract.
• Object to processing based on legitimate interests, including direct marketing.
• Withdraw consent at any time where processing is based on consent, without affecting the lawfulness of processing before withdrawal.

To exercise any of these rights, contact us at [email protected]. We will respond within one calendar month. We may need to verify your identity before fulfilling a request.

8. Cookies

This website may use cookies in the following categories:

• Strictly necessary cookies: required for the site to function. These do not require consent.
• Analytics cookies: used to understand how visitors interact with the site. We obtain your consent before placing these.

You can manage or withdraw your cookie consent at any time via your browser settings or our cookie banner. Please note that disabling certain cookies may affect site functionality.

9. Complaints

If you believe we have handled your personal data incorrectly, please contact us first so we can try to resolve the matter. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk or by calling 0303 123 1113.

10. Changes to this policy

We may update this Privacy Policy from time to time. Where we make material changes, we will update the "Last updated" date at the top of this page. Please check back periodically.