Privacy Policy | Vivid Consultancy Group Limited

Effective Date: 2 June 2026 | Last Updated: 2 June 2026

1. Introduction

Vivid Consultancy Group Limited (“VCG”, “we”, “us”, or “our”) is a Maxwell Leadership Certified coaching and consulting firm based in Trinidad and Tobago. We provide leadership development programmes, DISC behavioural assessments, executive coaching, and organisational training services to individuals and corporate clients across the Caribbean.

This Privacy Policy explains how we collect, use, store, and protect your personal information when you engage with our services, visit our websites, register for our programmes, or communicate with us through any channel — including WhatsApp, email, and web-based forms.

By using our services or providing your information to us, you agree to the terms of this Privacy Policy.

2. Who We Are

Vivid Consultancy Group Limited is the data controller responsible for your personal information.

Contact details:

Website: www.vividconsultancygroup.com
General enquiries: info@vividconsultancygroup.com
Training and programme enquiries: training@vividconsultancygroup.com
Phone/WhatsApp: +1 868 752-9854
Address: Trinidad and Tobago

3. Information We Collect

We collect personal information that you provide to us directly and information generated through your use of our services.

3.1 Information You Provide

Full name and preferred name
Email address
Phone number (including WhatsApp number)
Organisation or company name and job title
Location (city, country)
Responses to programme registration forms and assessments
DISC behavioural assessment results and debrief notes
Payment information (processed securely through third-party payment processors)
Communications you send to us via email, WhatsApp, or web forms

3.2 Information Collected Automatically

Website usage data and analytics (via Google Analytics or similar tools)
IP address and browser information
Cookies and similar tracking technologies (see Section 10)

3.3 WhatsApp Communications

We use the WhatsApp Business Platform (via the WhatsApp Cloud API) to communicate with registered programme participants. When you interact with our WhatsApp Business number (+1 868 752-9854), we may collect and store:

Your WhatsApp display name and phone number
Message content you send to us
Timestamps of communications

We only send WhatsApp messages to individuals who have provided their phone number to VCG through registration, enquiry, programme participation, or another direct interaction with us. We use this channel strictly for service-related communications including programme confirmations, session reminders, book preparation instructions, and operational support. We do not use WhatsApp to send unsolicited marketing messages.

4. How We Use Your Information

We use your personal information for the following purposes:

To register you for and deliver our programmes, workshops, and coaching services
To send you session details, Zoom links, reminders, and preparation materials
To conduct DISC behavioural assessments and provide personalised debrief reports
To communicate with you via email and WhatsApp regarding your programme participation
To process payments for paid services
To improve our services and programme content
To comply with legal and regulatory obligations
To respond to your enquiries and provide customer support

We do not sell your personal information to third parties. We do not use your information for automated decision-making that produces legal or similarly significant effects.

5. Legal Basis for Processing

We process your personal information on the following legal bases:

Contract performance: to deliver services you have registered for
Legitimate interests: to communicate with participants, improve our programmes, and manage our business operations
Consent: where you have opted in to receive communications from us
Legal obligation: where required by law

6. WhatsApp Business Platform

VCG uses the Meta WhatsApp Business Platform (Cloud API) to send service-related messages to registered participants. This integration is governed by Meta’s WhatsApp Business Terms of Service and Privacy Policy in addition to this Privacy Policy.

Messages sent through our WhatsApp Business number are used solely to:

Confirm your registration for VCG programmes
Provide session details, Zoom links, and preparation instructions
Send reminders ahead of scheduled sessions
Respond to enquiries you initiate

We obtain your phone number through programme registration forms and only contact you where you have directly provided your number to VCG through registration, an enquiry, programme participation, or another direct interaction with us.

You may opt out of WhatsApp communications at any time by replying “STOP” or “UNSUBSCRIBE”, or by contacting us at info@vividconsultancygroup.com or training@vividconsultancygroup.com for programme-related matters.

Your WhatsApp conversations with VCG may be stored within our customer communication platform (Chatwoot) for operational and support purposes. This data is protected and not shared with unauthorised third parties.

7. How We Share Your Information

We do not sell your personal data. We may share your information with trusted third-party service providers who assist us in delivering our services, including:

Payment processors (Stripe, PayPal, WiPay) for secure transaction processing
Email service providers (AWS SES) for delivering programme communications
Customer communication platforms (Chatwoot) for managing WhatsApp and service inbox
CRM platforms (FluentCRM) for managing participant data and communications
Automation platforms (OttoKit) for managing workflow automations and service-related WhatsApp communications
Video conferencing tools, including Zoom or similar platforms, for delivering virtual sessions, coaching sessions, workshops, and online meetings
Assessment platforms (Maxwell Leadership / PeopleKeys) for DISC assessments

All third-party providers are required to handle your data in accordance with applicable data protection laws and are not permitted to use your information for their own marketing purposes.

We may also disclose your information where required by law, court order, or to protect the rights, property, or safety of VCG, our clients, or others.

8. International Data Transfers

Some of our service providers may process or store data outside Trinidad and Tobago. This includes platforms such as Meta (WhatsApp Cloud API), Chatwoot, FluentCRM, AWS SES, Zoom, and Maxwell Leadership / PeopleKeys assessment platforms, which may operate servers in the United States or other countries.

Where this occurs, we take reasonable steps to ensure that your information is handled securely and in accordance with this Privacy Policy and applicable data protection requirements. By using our services and providing your information, you acknowledge that your data may be transferred to and processed in countries outside Trinidad and Tobago.

9. Data Retention

We retain your personal information for as long as necessary to deliver our services and fulfil the purposes outlined in this Privacy Policy, unless a longer retention period is required by law.

Programme registration and participation records: up to 3 years after your last engagement with VCG
DISC assessment results and related debrief notes: retained for the duration of your coaching, programme, or organisational engagement with VCG, and for up to 3 years thereafter, unless a longer period is required or agreed for ongoing client support
Payment records: as required by financial and tax regulations (typically 7 years)
WhatsApp and email communications: up to 2 years from the date of communication

When your data is no longer needed, we will securely delete or anonymise it.

10. Data Security

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

Secure HTTPS connections on all our websites
Email authentication protocols (SPF, DKIM, DMARC)
Access controls limiting data access to authorised VCG team members
Secure payment processing via PCI-compliant third-party providers
Regular review of our data handling practices

While we implement strong security measures, no method of transmission over the internet is completely secure. We cannot guarantee absolute security but are committed to protecting your information to the best of our ability.

11. Cookies

Our websites (vividconsultancygroup.com and learn.vividconsultancygroup.com) use cookies and similar tracking technologies to enhance your browsing experience and analyse website traffic.

Types of cookies we may use:

Essential cookies: required for the website to function correctly
Analytics cookies: to understand how visitors use our site (e.g. Google Analytics)
Functional cookies: to remember your preferences

You can manage your cookie preferences through your browser settings. Note that disabling certain cookies may affect the functionality of our websites.

12. Your Rights

Depending on your location, you may have the following rights in relation to your personal information:

Right of access: to request a copy of the personal data we hold about you
Right to rectification: to request correction of inaccurate or incomplete data
Right to erasure: to request deletion of your personal data where no longer necessary
Right to restriction: to request that we limit how we use your data
Right to data portability: to receive your data in a structured, machine-readable format
Right to object: to object to processing based on legitimate interests
Right to withdraw consent: where processing is based on consent, you may withdraw it at any time

To exercise any of these rights, please contact us at info@vividconsultancygroup.com. We will respond to your request within 30 days.

13. Children’s Privacy

Our standard leadership and consulting services are directed at adults (18 years and older). Our October Youth Empowerment programmes are delivered in partnership with schools, churches, and youth organisations and are subject to parental or guardian consent where required.

We do not knowingly collect personal information from children under 13 without appropriate consent. If you believe we have inadvertently collected such information, please contact us immediately.

14. Third-Party Links

Our websites and communications may contain links to third-party websites, including our Amazon Associates affiliate links for recommended reading. We are not responsible for the privacy practices of those websites and encourage you to review their privacy policies before providing any personal information.

As an Amazon Associate, VCG earns from qualifying purchases made through our affiliate links. This does not affect the price you pay.

15. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. When we make material changes, we will update the “Last Updated” date at the top of this page and notify registered participants where appropriate.

We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.

16. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or how we handle your personal information, please contact us:

Vivid Consultancy Group Limited

General enquiries and privacy requests: info@vividconsultancygroup.com
Training, coaching, workshop, and programme-related communication: training@vividconsultancygroup.com
Phone: 868-798-8483
WhatsApp: +1 868 752-9854
Website: www.vividconsultancygroup.com
Location: Trinidad and Tobago