Privacy Policy

Who We Are

Data Controller: Vellum Strategic Advisory, represented by Christos Koumpatis.

Contact: chris@vellummedia.co  ·  vellummedia.co

Vellum Strategic Advisory is an AI citation intelligence practice providing monitoring, analysis, and reporting of how PropTech brands are cited by large language model platforms in the United States market.

What Data We Collect

We collect only the minimum data necessary to respond to enquiries and deliver our services.

• Contact form submissions: email address, and optionally your name and company. Submitted voluntarily when you request a diagnostic or consultation.
• Email correspondence: content of emails exchanged in the context of a potential or active engagement.
• Engagement data: for active clients, project scope, deliverables, and communications related to the engagement.

Why We Collect It — Legal Basis

• To respond to your enquiry — Legal basis: Article 6(1)(b) GDPR (performance of a contract or pre-contractual steps at your request).
• To deliver advisory services — Legal basis: Article 6(1)(b) GDPR.
• To comply with legal obligations — Legal basis: Article 6(1)(c) GDPR.

We do not use your data for automated decision-making, profiling, or marketing without your explicit consent. We do not sell, share, or monetise your personal data under any circumstances.

How Long We Keep It

• Contact enquiries that did not result in an engagement: deleted within 24 months of last contact.
• Active and completed engagements: retained for 5 years following engagement closure, in compliance with applicable contractual and tax obligations.
• Email correspondence: retained for the duration of the relationship plus 24 months.

You may request earlier deletion at any time — see Section 6.

Who We Share It With

We do not share your personal data with third parties except in the following limited circumstances:

• Service providers: our hosting platform (Systeme.io) and email infrastructure process data as data processors under appropriate agreements. They do not use your data for their own purposes.
• Legal requirement: if required by applicable law, court order, or regulatory authority.
• Professional advisors: lawyers or accountants bound by professional confidentiality obligations, only where strictly necessary.

No client data is referenced publicly, shared with competitors, or used in marketing materials without your explicit written consent.

Your Rights

Under GDPR and Greek Law 4624/2019, you have the following rights regarding your personal data:

To exercise any of these rights, contact us at chris@vellummedia.co. We will respond within 30 days.

If you are unsatisfied with our response, you have the right to lodge a complaint with the Hellenic Data Protection Authority (HDPA): 1–3 Kifissias Avenue, Athens 115 23  ·  www.dpa.gr

Data Security

We apply appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, or disclosure. These include:

• Encrypted storage of all contact and engagement data
• Access limited to Christos Koumpatis as sole data controller
• No third-party access to client data without explicit written consent
• Secure email communication for all client correspondence

In the event of a data breach that poses a risk to your rights and freedoms, we will notify you and the HDPA within 72 hours of becoming aware of the breach, as required by Article 33 GDPR.

International Transfers

Vellum Strategic Advisory operates from Greece (EU) and serves clients primarily in the United States. Where personal data is transferred outside the European Economic Area — for example, via US-based hosting or communication infrastructure — we ensure appropriate safeguards are in place in accordance with Chapter V of the GDPR, including Standard Contractual Clauses where applicable.

Changes to This Policy

We may update this Privacy Policy from time to time. The effective date at the top of this page reflects the most recent revision. We will notify active clients of material changes directly.

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