Vulcan Consulting, LLC — Privacy Policy

Effective date: December 10, 2024
Last updated: October 14, 2025

This Privacy Policy describes how Vulcan Consulting, LLC (“Vulcan,” “we,” “us,” or “our”) collects, uses, discloses, retains, and protects personal information in connection with our website, services, and other business activities. This Policy also describes certain rights that individuals (especially California residents) have under applicable privacy laws and how to exercise them.

If you are a resident of California, this Policy includes additional disclosures required under the California Consumer Privacy Act (as amended by the California Privacy Rights Act).

1. Scope / Applicability

This Policy applies to:

• Visitors to our website(s) (e.g. vulcanconsult.com and related subdomains)

• Prospective, current, or former clients, leads, or business contacts

• Individuals whose data we may process in the course of providing our consulting, training, auditing, or other professional services

• Individuals in the U.S., including California

It does not govern how third parties collect or use personal information via their own sites or services.

2. Information We Collect

We collect the following categories of personal information, from various sources, for the purposes described below.

2.1 Categories of Personal Information

In the preceding 12 months, we may collect one or more of the following categories of personal information (depending on context):

CategoryExamples / DetailsIdentifiersName, business name, job title, email address, mailing address, phone number, IP address, device identifiersProfessional or business informationCompany name, role, industry, business email, business mailing address, business phoneCommercial informationRecords of services purchased, inquiries, training history, engagement or contract dataCommunications contentEmail correspondence with you, contact forms, notes from calls or meetingsTechnical data / usage dataWebsite usage logs, analytics (pages visited, time on site, referring URL), cookies, metadataMarketing / preference dataYour preferences regarding communications, opt-in consents, unsubscribe statusIn some cases, sensitive / special categoriesIf you provide sensitive data (e.g. biometric, precise geolocation) in connection with a service, we’ll treat those with additional protections.Other informationAny other personal information you provide (e.g. in proposals, feedback, surveys)

2.2 Sources of Information

We obtain personal information from the following sources:

• Directly from you (e.g. when you fill out a contact or registration form, respond to emails, engage our services)

• From your agents, representatives, or business contacts

• Automatically via our website (cookies, analytics, server logs)

• Third-party service providers (e.g. mailing list providers, CRM tools, analytics providers)

• Publicly available sources (e.g. business directories, social media, public filings)

2.3 “Notice at Collection” (California Requirement)

Where required by law (for California residents), we provide a “Notice at Collection” at or before the point of collection, explaining (i) the categories of personal information we collect, (ii) the business or commercial purposes for which the information is collected, and (iii) possible disclosures (if any) to third parties.

3. Use of Personal Information

We use (or may use) personal information for one or more of the following business or commercial purposes:

• To evaluate and respond to inquiries, proposals, or service requests

• To deliver consulting, audit, training, or other services

• To manage client or lead relationships

• To send administrative communications (e.g. confirmations, invoices, support)

• To send marketing or promotional messages (where permitted)

• To analyze, enhance, or improve our website, products, services, offerings, or processes

• To detect, prevent, and respond to fraud, security, or legal issues

• To comply with legal obligations, enforce our agreements, and protect rights or property

• For internal business purposes (e.g. record keeping, audits, analytics)

If you are a California resident, we disclose the business or commercial purpose of each category of use in our “California Privacy Disclosures” section (Section 7) below.

4. Disclosure / Sharing of Personal Information

We may disclose personal information as follows:

4.1 To Service Providers and Contractors

We may share your information with third-party service providers who help us deliver our services or operate our business (e.g. CRM, email platforms, cloud hosting, analytics, payment processors). We require such service providers to contractually limit use and protect confidentiality and security.

4.2 To Clients or Prospects

In the course of audits, reviews, assessments, or training, if authorized, we may share findings or aggregated data with clients or stakeholders — but we take care to remove or anonymize personal identifiers unless permitted.

4.3 For Legal or Safety Purposes

We may disclose personal information if required by law, regulatory authority, subpoena, or to protect rights, safety, or property.

4.4 Business Transaction

If we merge, sell, or restructure our business, we may transfer relevant personal data (subject to confidentiality) consistent with this Policy.

4.5 Aggregated or De-identified Information

We may use or share aggregated, de-identified, or anonymized information, which cannot reasonably be used to identify any individual.

4.6 “Sale” / “Sharing” (California)

Under the California CPRA (amending the CCPA), “sale” or “sharing” of personal information is defined broadly. We do not sell or share personal information, and we clearly state so in our California disclosures. If at some point we engage in any such transactions, we will provide a “Do Not Sell or Share My Personal Information” link and allow you to opt out.

5. Cookies, Tracking & Analytics

We and our third-party partners may use cookies, web beacons, pixel tags, embedded scripts, and similar technologies to collect technical and usage information about your interactions with our website (pages visited, referring URLs, browser type, device, etc.).

You may decline or disable cookies via your browser settings, though some features of our site may not function properly. Where required by law, we display cookie banners, and we honor Do Not Track or global privacy control signals where applicable.

We may use third-party analytics services (e.g. Google Analytics, etc.) to help us understand usage patterns, measure performance, and optimize user experience.

6. Data Retention & Security

6.1 Retention

We retain personal information only for as long as needed for the purposes for which it was collected (or as necessary to comply with legal obligations, resolve disputes, enforce agreements, or preserve records). When the information is no longer needed, we will securely delete, de-identify, or anonymize it.

6.2 Security

We implement administrative, technical, and physical safeguards to protect personal information from unauthorized access, disclosure, alteration, or destruction. These may include encryption, access controls, secure backups, intrusion detection, regular security reviews, and staff training.

Although we strive to protect your personal data, no security system is perfect or impenetrable. We cannot guarantee absolute security.

6.3 Breach Notification

In the event of a security breach involving unencrypted personal information, we will notify affected individuals and relevant authorities as required by applicable law (e.g. California’s data breach notification statutes).

7. California Privacy Disclosures (CCPA / CPRA)

If you are a California resident, the following additional rights and disclosures apply.

7.1 Your Rights as a California Consumer

You have the following rights under the California Consumer Privacy Act / Privacy Rights Act:

1. Right to Know / Access
   You may request that we disclose the categories and specific pieces of personal information we collected about you in the prior 12 months, as well as the categories of sources, purposes of use, categories of third parties with whom we shared, sold, or disclosed your data, and the retention period.

2. Right to Deletion
   You may request that we delete personal information we collected from you, subject to certain exceptions (e.g. legal obligations, disputes).

3. Right to Correct / Rectify
   You may request that we correct inaccurate personal information we maintain about you.

4. Right to Limit Use / Disclosure of Sensitive Personal Information
   To the extent we collect “sensitive personal information,” you may request limits on its use or disclosure.

5. Right to Opt Out of Sale or Sharing
   You may request that we stop selling or sharing your personal information. We will provide a “Do Not Sell or Share My Personal Information” link or mechanism.

6. Right to Nondiscrimination
   We will not discriminate against you for exercising your privacy rights, e.g. by denying you services or charging fees.

7.2 “Notice at Collection”

At or before collection, we inform California residents of the categories of personal information collected and the business purpose(s).

7.3 Additional Disclosures

• We do not knowingly sell or share the personal information of minors under 16.

• Our privacy policy link is prominently displayed (“Privacy Policy”) in our website footer.

• We respond to verifiable consumer requests within 45 days (with possibility of extension).

• We maintain records of consumer requests and how we responded for at least 24 months.

8. Your Choices & Controls

8.1 Opt-Out / Unsubscribe

You can opt out of receiving marketing or promotional emails from us by clicking the “unsubscribe” link in those emails or contacting us (see Section 9). Even if you opt out, we may send you non-promotional communications (e.g. service, billing, or administrative notices).

8.2 Cookie / Tracking Controls

As noted in Section 5, you may disable or manage cookies via browser settings. You may also choose to block or opt out of certain analytics or tracking via browser extensions, privacy settings, or opt-out links (if provided by third-party services).

8.3 California-specific opt-out

If you are a California resident and wish to opt out of the sale or sharing of your personal information, click the “Do Not Sell or Share My Personal Information” link (if present) or contact us as described below.

9. How to Contact Us / How to Exercise Rights

To exercise your rights, or if you have questions about this Privacy Policy, or wish to submit a request (e.g. to access, delete, correct, or opt out), you may contact us as follows:

Vulcan Consulting, LLC
Attn: Privacy / Data Requests
contact@vulcanconsult.com

When contacting us, please provide sufficient information to verify your identity and to identify your request. We may request additional information to confirm your identity before fulfilling requests.

If you are a California resident and dissatisfied with how we handle your request, you may seek recourse via the California Privacy Protection Agency.

10. Children’s Privacy (COPPA)

Our website and services are not intended for children under 13 years of age. We do not knowingly collect personal information from children under 13. If we learn that we have inadvertently collected personal information from a child under 13, we will promptly delete it.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time (for example, to reflect changes in law or changes in our practices). We will post the updated Policy with a new “Last Updated” date, and, if required by law, provide notice of significant changes (e.g. via email). Your continued use of our website or services following those changes constitutes acceptance of the revised Policy.

We encourage you to check this page periodically for updates.

12. Miscellaneous / Additional Disclosures

• California “Shine the Light” law (Disclosure of Shared Information): Under California Civil Code § 1798.83, California customers may request a list of categories of personal information disclosed in the prior calendar year to third parties for direct marketing purposes and the identities of those third parties. Wikipedia

• USA requirements: We comply with applicable federal and state laws on data security, breach notification, and consumer protection.

• Governing Law: This Privacy Policy and any disputes arising under it are governed by the laws of the State of Arizona (or as otherwise required by applicable law).

• Severability / Entire Agreement: If any provision of this Policy is held invalid, the remainder shall continue in full force. This Policy, along with any posted notices or consent forms, constitutes the entirety of our privacy practices with respect to personal information.