GDPR Privacy Notice | Government Contracting Authority

1. Introduction

This GDPR Privacy Notice is provided in accordance with the European Union General Data Protection Regulation (EU) 2016/679 ("GDPR") and applies to individuals located in the European Economic Area (EEA), the United Kingdom, and Switzerland.

Government Contracting Authority ("GCA," "we," "us," or "our") is committed to protecting your personal data and respecting your privacy. This notice explains how we collect, use, store, and protect your personal data when you interact with our services or visit our website at gcagov.com.

If you have any questions about this privacy notice or our data practices, please contact our Data Protection Officer using the details provided in Section 15.

2. Data Controller Information

The data controller responsible for your personal data is:

Government Contracting Authority
1309 Coffeen Ave, Suite 11198
Sheridan, WY 82801, USA

Email: [email protected]
Phone: 202-990-6030
Website: gcagov.com

Our Data Protection Officer can be reached at [email protected].

3. Legal Bases for Processing

We process your personal data only when we have a valid legal basis to do so. The legal bases we rely on include:

Consent (Article 6(1)(a)): Where you have given clear consent for us to process your personal data for a specific purpose, such as subscribing to our newsletter or opting in to marketing communications.
Contract Performance (Article 6(1)(b)): Where processing is necessary for the performance of a contract with you, or to take pre-contractual steps at your request, such as providing our consulting services.
Legitimate Interests (Article 6(1)(f)): Where processing is necessary for our legitimate interests or those of a third party, provided your fundamental rights and freedoms do not override those interests. This includes improving our services, fraud prevention, and business administration.
Legal Obligation (Article 6(1)(c)): Where processing is necessary to comply with a legal obligation, such as tax reporting or responding to lawful requests from public authorities.

Where we rely on consent, you have the right to withdraw your consent at any time without affecting the lawfulness of processing based on consent before its withdrawal.

4. Categories of Personal Data

Identity Data

Full name, date of birth, nationality
Government identification numbers (when required for compliance)

Contact Data

Email address, telephone number, postal address
Business address and contact information

Technical Data

IP address, browser type, operating system
Device identifiers, cookies, and similar tracking technologies
Log data from your interactions with our website and services

Usage Data

Pages visited, time spent, features accessed
Course or training completion status
User preferences and settings

Financial Data

Payment method information (processed securely by third-party providers)
Billing address and transaction history

Professional Data

Job title, employer name, industry, professional certifications
Government contracting experience and qualifications
Educational background and training history

5. Client Portal and Client Data Forms

Clients and prospective clients may use the GCA client portal at gcagov.app to access engagement deliverables and to submit information through our client data forms.

Data Collected via the Portal

Contact and company details
Registration-support data, including banking details needed for U.S. Government registration systems (such as SAM.gov)
Portal access email addresses
Opportunity qualification questionnaire responses

Purposes and Legal Bases

We process this data to administer portal access, to evaluate and support your pursuit of government contract opportunities, and to provide registration support. Processing is based on contract performance (Article 6(1)(b)) where the data is necessary to deliver services you have requested or to take pre-contractual steps at your request, and on our legitimate interests (Article 6(1)(f)) in administering secure, organization-specific portal access.

International Transfer, Storage, and Processing

Data submitted through the portal is transferred to, stored, and processed on servers located in the United States (Cloudflare infrastructure). Transfers of personal data from the EU/EEA to the United States are safeguarded as described in Section 8 (International Data Transfers).

Sharing, Retention, and Your Rights

We do not sell personal data collected through the portal. Sharing is limited to service providers necessary to deliver our services, and to disclosures required by law. Portal data is retained for the duration of the client relationship, plus any period required to satisfy our record-keeping obligations. You may exercise your rights of access, rectification, and erasure (see Section 7) at any time by contacting [email protected].

6. Purposes of Processing

Service Delivery

Providing government contracting training and consulting services
Fulfilling contractual obligations and managing your account
Delivering course materials, certifications, and support

Government Contracting Support

Offering guidance on government procurement processes
Connecting you with government contracting resources and opportunities
Supporting compliance with government regulations

Marketing & Communications

Sending promotional materials (with consent where required)
Notifying you about new services, updates, and events
Maintaining communication about your account and services

Legal Compliance & Safety

Complying with applicable laws and regulations
Preventing fraud and unauthorized access
Protecting GCA, your rights, and the rights of others

Service Improvement

Analyzing user behavior to improve our services
Personalizing your experience based on preferences
Conducting research and developing new features

7. Your Rights Under the GDPR

Under the GDPR, you have the following rights regarding your personal data:

Right of Access (Article 15): You have the right to obtain confirmation as to whether your personal data is being processed and, if so, to access the data and receive a copy.
Right to Rectification (Article 16): You have the right to request correction of inaccurate personal data and completion of incomplete data.
Right to Erasure (Article 17): You have the right to request deletion of your personal data in certain circumstances, such as when the data is no longer necessary for the purposes for which it was collected.
Right to Restriction (Article 18): You have the right to request restriction of processing in certain circumstances, such as when you contest the accuracy of the data.
Right to Data Portability (Article 20): You have the right to receive your personal data in a structured, commonly used, and machine-readable format and to transmit it to another controller.
Right to Object (Article 21): You have the right to object to the processing of your personal data based on legitimate interests or for direct marketing purposes.
Right Not to Be Subject to Automated Decision-Making (Article 22): You have the right not to be subject to a decision based solely on automated processing, including profiling, which produces legal effects or similarly significantly affects you.

To exercise any of these rights, please contact us at [email protected]. We will respond to your request within 30 days.

8. International Data Transfers

Government Contracting Authority is established in the United States and has no establishment in the EU or EEA. This notice applies to us because we offer services to people in the EU/EEA (Article 3(2) GDPR), and your rights under Section 7 apply in full regardless of where your data is held.

Where your data is held. Personal data you submit to us - through this website, through the client portal at gcagov.app, or by email - is stored and processed on infrastructure located in the United States. Our portal, its database, and its file storage run on Cloudflare infrastructure. Our business email and document storage run on Microsoft 365. Website form submissions are delivered to us through Web3Forms. Our website analytics are provided by Plausible Analytics, which processes data within the European Union and sets no cookies.

How this works in law. When you send personal data directly to us - by filling in a form on this site, submitting information through the portal, or emailing us - you are disclosing it to a controller outside the EU/EEA on your own initiative. Where we then pass personal data to a service provider acting on our behalf, we put a written data processing agreement in place with that provider requiring it to process the data only on our instructions, to keep it confidential, and to apply appropriate technical and organisational security measures.

Getting the detail. You are entitled to know which safeguards apply to your data and to obtain a copy of the relevant terms. Write to [email protected] and we will tell you which providers hold data relating to you, in which country, and on what contractual basis, and provide a copy of the relevant provisions.

If you are dissatisfied with our answer, you may complain to the supervisory authority in your country - see Section 14.

9. Data Retention

We retain your personal data only for as long as necessary to fulfill the purposes for which it was collected, including to satisfy any legal, accounting, or reporting requirements. To determine the appropriate retention period, we consider:

The nature and sensitivity of the personal data
The potential risk of harm from unauthorized use or disclosure
The purposes for which we process your data and whether we can achieve those purposes through other means
Applicable legal, regulatory, tax, accounting, or other requirements

In general:

Client data: Retained for the duration of the engagement plus 7 years for legal and tax compliance
Marketing data: Retained until you withdraw consent or opt out
Website analytics data: Retained for up to 26 months in aggregated form
Communication records: Retained for up to 3 years

When personal data is no longer required, we securely delete or anonymize it.

10. Automated Decision-Making and Profiling

You have explicitly consented to such processing
Processing is necessary for entry into or performance of a contract with you
Processing is authorized by applicable law

11. Data Security Measures

Technical Measures

AES-256 encryption for data at rest and TLS 1.3 encryption in transit
Multi-factor authentication (MFA) for account access
Regular security assessments, penetration testing, and vulnerability scanning
Intrusion detection and prevention systems (IDPS)
Secure data backups with encryption and regular testing

Organizational Measures

Data protection training for all employees
Access controls limiting employee access to minimum necessary data
Background checks and confidentiality agreements for all staff
Privacy impact assessments for new processing activities
Incident response procedures and breach notification protocols

Compliance Frameworks

Alignment with NIST Cybersecurity Framework standards
Compliance with ISO 27001 information security standards
Regular security audits and compliance assessments

12. Third-Party Data Sharing

Service Providers

Payment processors for handling financial transactions
Email service providers for communications
Cloud hosting and storage providers
Analytics and customer relationship management (CRM) platforms

Legal Compliance

Government agencies and law enforcement when legally required
Courts and legal authorities responding to lawful requests

Business Partners

Other government contracting firms and training providers (with consent)
Government agencies providing contracting resources

13. Updates to This Privacy Notice

Prominently display the updated notice on our website
Send a notification to your registered email address
Request your acknowledgment of the updated terms (where applicable)

14. Right to Lodge a Complaint

If you believe that our processing of your personal data infringes the GDPR, you have the right to lodge a complaint with a supervisory authority. You may do so in the EU/EEA member state of your habitual residence, place of work, or the place of the alleged infringement.

While we encourage you to contact us first so we can address your concerns directly, we fully respect your right to lodge a complaint with the relevant supervisory authority at any time.

15. Contact Information

Attention: Data Protection Officer

Email: [email protected]

Phone: 202-990-6030

Address: 1309 Coffeen Ave, Suite 11198, Sheridan, WY 82801, USA