Privacy Policy

1. Who We Are

Oxford Venture Consultancy is a strategic consulting firm incorporated in Canada, with its head office at 200 Bay Street, Suite 2400, Toronto, Ontario M5J 2J2. We also maintain offices in New York, USA and London, UK to serve our clients across North America and the United Kingdom.

We are the organisation responsible for the personal information we collect and hold. Questions about this policy may be directed to our Privacy Officer at privacy@oxfordventure.com.

2. Applicable Privacy Laws

We are committed to complying with applicable privacy legislation across all the jurisdictions in which we operate:

Canada Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy legislation, including Ontario's privacy framework.

United States Applicable US state privacy laws including the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA) for California residents, and other applicable state laws.

United Kingdom UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

3. Information We Collect

We may collect the following categories of personal information:

• Identity information: first name, last name, job title, company name
• Contact information: email address, telephone number, mailing address
• Professional information: industry sector, company size, service interests
• Communications: content of messages, emails, and enquiries you send us
• Technical data: IP address, browser type, pages visited, and time on site (via analytics tools with your consent)
• Marketing preferences: your preferences for receiving communications from us

4. How We Collect Your Information

We collect information directly from you when you complete our contact or enquiry form, subscribe to our newsletter, correspond with us by email or telephone, or engage our consulting services. We also collect limited technical data automatically when you visit our website through cookies and analytics tools, subject to your consent preferences.

5. How We Use Your Information

We use your personal information only for the purposes for which it was collected, including:

• Responding to your enquiries and providing information about our services
• Delivering contracted consulting services to you or your organisation
• Sending our newsletter and market insights (with your express consent)
• Improving our website, services, and client experience
• Complying with legal, regulatory, and professional obligations in Canada, the US, and the UK
• Maintaining records for accounting, audit, and tax purposes

We do not sell, rent, or share your personal information with third parties for their own marketing purposes.

6. Legal Basis for Processing

Depending on your jurisdiction, we rely on the following bases to process your personal information:

• Consent: where you have provided express consent (e.g. newsletter subscription, non-essential cookies)
• Contract performance: where processing is necessary to deliver services you have engaged us to provide
• Legitimate interests: where we have a legitimate business interest that does not override your privacy rights
• Legal obligation: where processing is required to comply with applicable law in Canada, the US, or the UK

For Canadian residents, we rely on your knowledge and consent (express or implied) as required under PIPEDA. You may withdraw consent at any time, subject to legal or contractual restrictions.

7. Cross-Border Data Transfers

As a firm operating across Canada, the United States, and the United Kingdom, your personal information may be transferred between our offices in these countries. When transferring data across borders, we implement appropriate safeguards to ensure your information remains protected to the standard required by your home jurisdiction. We will not transfer your personal information to countries without adequate data protection standards without your consent or applicable contractual protections in place.

8. Data Retention

We retain personal information only as long as is necessary for the purposes described in this policy or as required by applicable law. Enquiry and contact data is retained for up to 24 months from last contact. Client engagement records are retained for a minimum of 7 years to satisfy legal, regulatory, and tax obligations in Canada, the US, and the UK. Newsletter subscription data is retained until you unsubscribe.

9. Data Sharing

We may share your information with carefully selected third-party service providers who assist us in operating our website and delivering services, including IT and cloud hosting providers, email platform providers, and professional advisors. All third parties are contractually required to handle your data securely and only for specified purposes.

10. Cookies

Our website uses cookies to support its operation, analyse usage, and improve your experience. Essential cookies are necessary for the site to function. Analytics and preference cookies are set only with your consent. You may manage cookie preferences through our cookie consent tool or your browser settings at any time.

11. Your Rights

Depending on your jurisdiction, you may have the following rights regarding your personal information:

• Access: request a copy of the personal information we hold about you
• Correction: request that we correct inaccurate or incomplete information
• Deletion / Erasure: request deletion of your information in certain circumstances
• Withdrawal of consent: withdraw consent at any time where processing is consent-based
• Portability: receive your information in a structured, machine-readable format (UK/EU residents)
• Opt-out of sale: California residents have the right to opt out of the sale or sharing of personal information (we do not sell personal information)
• Non-discrimination: we will not discriminate against you for exercising your privacy rights

To exercise any of these rights, please contact our Privacy Officer at privacy@oxfordventure.com. We will respond within the timeframe required by your applicable law (30 days under PIPEDA and UK GDPR; 45 days under CCPA).

UK residents also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk. Canadian residents may contact the Office of the Privacy Commissioner of Canada at priv.gc.ca.

12. Security

We implement appropriate technical and organisational security measures to protect your personal information against unauthorised access, loss, or misuse. Our security practices are aligned with industry standards across all three jurisdictions in which we operate.

13. Changes to This Policy

We may update this Privacy Policy periodically. The date at the top of this page reflects the most recent revision. Where changes are material, we will notify affected individuals as required by applicable law.

14. Contact Our Privacy Officer

For any privacy-related questions, concerns, or to exercise your rights, please contact:

• Privacy Officer — Oxford Venture Consultancy
• Email: privacy@oxfordventure.com
• Mail: 200 Bay Street, Suite 2400, Toronto, Ontario M5J 2J2, Canada