This policy does not apply to third party websites, products or services even if they link to our website and you will need to consider the privacy policies of those third party providers separately.
Firstly, we define “personal data” as any data that identifies you as an individual. We only collect personal data in specific ways. Firstly, we may collect personal contact information from our contact us form on our website. This will include, contact name, telephone number and e-mail address.
We may also collect specific corporate or individual information data that allows us to perform our virtual assistant services and we may also collect financial information such as bank account details.
All clients will complete a client welcome pack which will outline any data that is provided to us for these purposes and we also sign a confidentiality agreement.
We call data other than personal data, ”other data”. We collect other data through a variety of sources. One of our sources is cookies and other technologies that record Data about the use of our website and the use of our services generally. Other data that we may collect includes: browser and device data such as IP addresses; operating system name and version; device manufacturer and model; language; plug-ins; add-ons and the version of services you are using. It may also include cookie and tracking technology data such as time spent on our website; pages visited; language preferences and other anonymous traffic data.
Secondly, we use personal and other data to:
• Verifiy an identity for compliance purposes
• To respond to enquiries from our contact us pages
• To provide customer support and services to you
• To conduct monitoring for fraud or other harmful activity
• To process a payment or to record transactions within our accounting system
• For auditing purposes
• To send marketing communications (and we provide opportunities to opt out of this)
• To conduct business analytics and intelligence that allows us to report internally on the progress of our company
We always ensure that we comply with applicable laws in all the countries within which we work.
We do not sell or rent personal or other data to marketers or unaffiliated third parties. For example, some client data we do register with a third party is with our partner, Xero, on behalf of our accounting and book-keeping clients and this is with express permission and on the client’s behalf as agent /advisor.
We may on occasion be required to deal with other third parties in our role as a virtual assistant, this will be agreed with the client and outlined in the client welcome pack.
We disclose data as we believe necessary (i) under applicable law, or payment method rules; (ii) to protect our rights, privacy, safety or property, and that of our affiliates or (iv) to respond to requests from courts, law enforcement agencies, regulatory agencies, and other public and government authorities, which may include authorities outside your normal country of residence.
In terms of security, we use reasonable organisational, technological and administrative methods to protect Personal and Other Data within our organisation. No data transmission or storage system can be 100% guaranteed as secure. If however, you have any security concerns regarding any data held by ourselves, please contact us immediately at firstname.lastname@example.org.
We may use third-party advertising companies for adverts on our website that we think may be of interest to you, as our customer. To do so, these companies may place or recognise a unique cookie, or similar tracking technology on your browser (including the use of pixel tags). They may also use these technologies to recognise you across the different platforms you might use i.e. mobile phone or laptop. If you wish to opt out of these services, please contact us at email@example.com.
We may also use web beacons, cookies and other technologies to identify the fact that you have visited our website and we may provide that data to one or more third party advertising networks such as Google AdWords or Facebook. The Data we provide will not disclose your “real world” identity. The third party advertiser will have their own privacy policies which we advise you review. Again, if you have any security queries regarding our website, please contact us at firstname.lastname@example.org.
You can choose to opt out of receiving electronic communications from us. We will comply with your request as soon as reasonably practical. Please note, that if you choose to opt out of marketing related emails from us, we may still need to send you administrative emails to deliver any services to you. You can access or change your personal data by contacting us at email@example.com.
We may need to verify your identity before processing such requests. We will try to comply with your request as soon as reasonably practical.
We will only retain Personal data for the period necessary to fulfil the purposes outlined in this policy unless a longer retention period is required or permitted by law. Please note that we have a variety of obligations to retain the data that you provide to us, including ensuring that transactions can be appropriately processed, settled, refunded or charged back, to help identify fraud and to comply with anti-money laundering and other laws and regulations that apply to us. There may be residual data within our databases and other records, which may not be removed.
Our services are not directed to individuals under the age of 16 and we request that they not provide any personal data through our website or by e-mail.
Because e-mail communications are not always secure, please do not include credit or debit card or any other very sensitive personal data in emails to us.