SKC
Privacy, GDPR & Data Consent Policy
(Last Updated: 16 September 2025)
This Privacy, GDPR & Data Consent Policy (“Policy”) explains how Sofia Kakkava Consulting (“SKC,” “we,” “our,” or “us”) collects, uses, stores, shares, and protects personal data of our clients, website visitors, and community members (“you,” “your”).
It applies to all interactions with SKC, including our website, programs, online platforms, events, and coaching services worldwide.
1. Data Controller
SKC is the Data Controller for all personal data we collect.
Legal Name: Sofia Kakkava Consulting
Registered Address: De Gashouder 58, 1506GW
Business Tax ID: NL003438305B74
Contact Email: hello@sofiakakkava.com
For questions about privacy or to exercise your rights, contact us at the email above.
2. Data We Collect
We collect only the data necessary to provide and improve our services:
a. Identity & Contact Data
Name, email address, phone/WhatsApp number, address, time zone, country of residence, profile photo.
b. Business & Program Data
Business name, registration details, financial information shared for onboarding, coaching goals, and progress notes.
c. Payment Data
Payment method, billing address, invoices, and transaction details.
Note: SKC does not store full credit card details. Payments are processed by secure third-party providers (e.g., Stripe, PayPal, international bank transfer).
d. Technical Data
IP address, device information, browser type, cookies, and usage statistics on our website and community platforms.
e. Media & Recordings
Video or audio recordings of sessions, group calls, events, and any testimonials or images you voluntarily share.
f. Marketing Preferences
Your opt-in or opt-out choices for email newsletters, SMS reminders, and promotional offers.
3. How We Use Your Data
We process personal data for the following purposes:
Service Delivery – To provide coaching, consulting, digital products, and community access.
Client Support – Scheduling sessions, responding to inquiries, and providing updates or reminders.
Payments & Invoicing – Processing transactions and maintaining financial records.
Account & Platform Management – Creating user accounts, sending access credentials, and maintaining security.
Marketing & Communications – Sending newsletters, promotions, and updates (only with your consent where required).
Analytics & Improvement – Monitoring website usage and program performance to improve our services.
Legal Compliance – Maintaining records for tax, accounting, and regulatory requirements.
4. Lawful Bases for Processing
Under the GDPR, we rely on one or more of the following legal grounds:
Contract – Processing is necessary to deliver the services you purchase or request.
Consent – You have given clear consent (e.g., subscribing to newsletters or agreeing to be recorded).
Legitimate Interests – For purposes such as improving our services or preventing fraud, provided these interests are not overridden by your rights.
Legal Obligation – When required to comply with laws such as tax or accounting regulations.
5. Data Retention
We retain personal data only as long as necessary for the purposes outlined in this Policy:
Client & Program Data: up to 7 years after your last interaction to meet legal and accounting obligations.
Recordings & Media: until you withdraw consent or request deletion, unless required for business or legal reasons.
Marketing Data: until you unsubscribe or request deletion.
When data is no longer needed, it is securely deleted or anonymized.
6. Data Sharing & Third Parties
We never sell your personal data.
We may share it only with:
Payment Processors: Stripe, PayPal, or bank partners to process payments.
Service Providers: Platforms like Zoom, Slack, email marketing tools, CRM systems, or cloud hosting providers who assist in delivering our services.
Legal or Regulatory Authorities: When required by law or to protect SKC’s rights.
All third parties are contractually bound to handle your data securely and in compliance with applicable privacy laws.
7. International Data Transfers
Your data may be stored and processed outside the country where you live, including in the European Economic Area (EEA), the United States, or other jurisdictions.
When we transfer data internationally, we use appropriate safeguards such as Standard Contractual Clauses or equivalent measures to ensure adequate protection.
8. Cookies & Tracking
SKC uses cookies and similar technologies to:
Operate the website and community platforms.
Remember user preferences and improve functionality.
Analyze traffic for performance and marketing.
You can manage or disable cookies through your browser settings, though some features may not function properly.
9. Your Rights
Depending on your location (e.g., under GDPR or other applicable laws), you may have the following rights:
Access: Request a copy of the personal data we hold about you.
Rectification: Correct or update inaccurate or incomplete data.
Erasure (“Right to be Forgotten”): Request deletion of your personal data, subject to legal obligations.
Restriction: Limit how we process your data in certain situations.
Data Portability: Receive your data in a structured, machine-readable format.
Objection: Object to processing based on legitimate interests or for direct marketing.
Withdrawal of Consent: Revoke consent at any time (e.g., unsubscribe from marketing emails).
To exercise your rights, email hello@sofiakakkava.com.
We will respond within 30 days, or as required by law.
10. Marketing Communications
We send marketing emails only if you have opted in or if you are an existing client where permitted by law.
You can unsubscribe at any time using the link in each email or by contacting us directly.
11. Data Security
We use industry-standard technical and organizational measures to protect your data, including:
Secure servers and encrypted data storage.
Access controls and password protection.
Regular monitoring for unauthorized access or data breaches.
Despite these safeguards, no system is 100% secure. You share information at your own risk.
12. Children’s Privacy
Our services are not directed to children under 18 years of age, and we do not knowingly collect data from minors.
If we discover that we have inadvertently collected personal data from a minor, we will delete it promptly.
13. Recordings & Media Consent
By participating in SKC coaching sessions, programs, or events, you acknowledge and agree that:
Sessions may be recorded for participant replay, internal quality review, or future reference.
SKC may use images, videos, testimonials, and replays for marketing, educational, and business growth purposes, unless you opt out in writing.
To opt out, email hello@sofiakakkava.com
with a clear request. SKC will confirm receipt and honor your request for all future uses.
14. Automated Decision-Making
SKC does not use personal data for automated decision-making that produces legal or similarly significant effects.
15. Updates to This Policy
We may update or revise this Policy at any time without prior notice.
Changes take effect immediately when posted on our website or other official SKC platforms.
By continuing to use SKC services after updates are posted, you automatically accept the revised Policy.
If you do not agree to the updated Policy, you must stop using SKC services and may request deletion of your data.
16. Contact & Complaints
For questions or concerns about this Policy or your data, please contact:
Data Protection Contact:
Sofia Kakkava Consulting
Email: hello@sofiakakkava.com
Postal: De Gashouder 58, 1506GW