The Bit about Cookies etc.

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Privacy Policy

OUR COMMITMENT TO YOUR PRIVACY – OUR PRIVACY POLICY STATEMENT


Introduction


We are committed to protecting your privacy. We will process only personal data that is necessary and proportionate to our purpose. 

Further information on what information, how we use it and how long we retain it can be found in our full Privacy Policy Statement below. 


We do not sell or pass your information to anyone else except those necessary to perform our contractual or legal obligations.


You can view our Privacy Policy at any time via our website or contact virtuallyassisted.org.uk by using our contact details on our website at www.virtuallyassisted.org.uk and at the foot of our emails.


We are virtuallyassisted.org.uk


Cookies

Cookies are small files which are placed onto a browser by a website.

We use cookies on the virtuallyassisted.org.uk website to measure performance of the site and to enhance your enjoyment. The following cookies are used by us:

_utma, _utmb, _utmc and _utmz – used for our Google Analytics so that we can measure how visitors use our site; all information is anonymous and we cannot track who individual users are. _utmc is a temporary cookie and is deleted once your browser is shut.

PHPSESSID – is a temporary cookie and is deleted once your browser is shut.

The majority of browsers allow you to control cookies through the browser settings. For more information about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.allaboutcookies.org or to opt out of being tracked by Google Analytics across all websites, visit tools.google.com/dlpage/gaoptout.


Explaining why, when and how we use your personal information


What is personal information?

Personal information is information relating to an identified or identifiable natural person. An identifiable person is one who can be identified, directly or indirectly, by reference to an identifier such as name, an identification number, location data, online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.


Consent

In specific situations, we can collect and process your data with your consent.

For example, for marketing or when you choose to receive electronic newsletters or emails from us we’ll use your email address for contact together with your name.

You may unsubscribe from receiving this kind of contact from us at any time by clicking through on the ‘unsubscribe’ link at the bottom of our newsletter or at the bottom of our emails.

We will process information for this purpose until you no longer consent to its use.


Contractual Obligation

In certain circumstances, we will need your personal data to carry out and comply with our contractual obligations.

For example, if you’ve booked a service or business package from us. 

We’ll collect your name, address, email address and telephone number/s together with any other information relevant to our contract with you. We will store and use this data until your contract or service from us has been delivered or completed.

We will retain this information until your contract with us ends, and to fulfill our record keeping and tax obligations, for a period thereafter not exceeding 6 years.


Legal Obligation

If the law requires us to, we will need to process your data to ensure compliance.

For example, we may need to process personal information such as name, address, email contact details for the purpose of invoicing and payment.

We can also pass on your personal information when reasonably required to do so by a legitimate law enforcement agency or court. We may also be required to supply details to the tax offices governing our business areas.

To fulfill our record keeping and tax obligations, we will hold the information for a maximum of 6 years after collection.


Legitimate Interest

We only process information proportionate and necessary to fulfil our legitimate interests where your rights and freedoms do not outweigh these interests. We have implemented controls to balance our interests with your rights.

For example, if you make an enquiry with us, we will record your name, email address and/or telephone number to enable us to offer our products and services to you at the time of enquiry and in the future.  We will follow-up your initial enquiry by contacting you and/or by sending you our newsletter. 

You may unsubscribe from receiving emails from us at any time by clicking on the ‘unsubscribe’ link at the foot of our emails and newsletters.

In absence of you choosing not to hear from us, we will retain your information for a maximum of 2 years from initial enquiry unless you make further enquiries in which case the 2 years will re-commence and run to duration or to your unsubscribe request, whichever is soonest.


Summary

The lawful bases we use to process personal information.

1.  CONSENT – Direct marketing (your choice to opt-in)

2.  CONTRACTUAL OBLIGATION – Employment of our services

3.  LEGAL OBLIGATION – Employment & booking of our services, invoicing & payment processing

4.  LEGITIMATE INTEREST – Contact for enquiries past and current, to improve our services (feedback requests), to measure performance of our email marketing (by analysing open and click rates), to contact you about Privacy Statements or policy updates as and when necessary, or for offers or promotions.


How long we keep your personal information

Our retention times vary depending on the use and requirement of the information and we give a general guide to the length of time in this Privacy Policy Statement, however our retention periods are influenced by our legal and contractual obligations. 

You can rest assured that we will not retain information longer than necessary and will dispose of it in a secure manner according to our data retention and deletion policies.


How we share your personal information

We do not share your personal information with third parties unless legally required to do so.


How we protect your data

We ensure that your data is protected at all times through use of firewalls and cyber-security programs on our hardware. Our website employs a security measure and will display a symbol to demonstrate this. We manage our data protection to comply with the latest laws and best practice including risk assessment and strategies.


Your Rights under General Data Protection Regulation (GDPR)

The GDPR gives further rights to ‘data subjects’ (you) and we have summarised them below for you. You can contact us about our Privacy Policy and your data at any time using the contact details on our website.

§  Right to be informed

§  Right to access

§  Right to rectification

§  Right to erasure

§  Right restrict processing

§  Right to data portability

§  Right to object


We are registered with the ICO.


To make a subject access request contact us on admin@virtuallyassisted.org.uk