Privacy Policy
Introduction
At Works Around You Virtual Assistant (“we,” “our,” “us”), we understand that your personal and business information is important and must be treated with the highest level of care. We are committed to protecting the privacy of our clients, website visitors, and anyone whose personal data we process.
This Privacy Policy explains in detail:
What types of information we collect.
How and why we use your information.
The measures we take to protect it.
Your legal rights under the UK General Data Protection Regulation (UK GDPR), the EU General Data Protection Regulation (GDPR), and the UK Data Protection Act 2018.
By using our services or visiting our website, you agree to the practices described in this policy.
Who We Are
Works Around You Virtual Assistant is a professional administrative support business, serving small business owners, entrepreneurs, and independent professionals. Our work often involves handling sensitive personal and business information, so we operate with strict confidentiality, robust security measures, and transparency in all areas of our service.
We act as a “Data Controller” when we decide how and why your personal data is processed. In cases where we process data strictly on your behalf (for example, when using software platforms you provide access to), we act as a “Data Processor” and follow your written instructions in compliance with data protection law.
Information We Collect
We collect and process personal data for specific, lawful purposes, and only where it is necessary for the performance of our services or where you have given consent.
1. Personal Identification Information
This includes:
Full name
Home or business address
Email address
Telephone numbers
Any additional contact details you provide to allow us to deliver our services.
2. Business Information
This includes:
Information about your business operations and activities.
Administrative requirements, work processes, and project details.
Financial information, such as invoicing details or account numbers, where necessary for service delivery.
Any relevant documentation needed to carry out agreed tasks.
3. Technical Data
When you visit our website, we may collect:
IP address.
Browser type and version.
Operating system.
Date, time, and duration of visits.
Pages viewed and actions taken on our site.
This helps us monitor website performance, detect potential security threats, and improve the online experience for visitors.
4. Cookies and Tracking Technologies
We use cookies and similar technologies to:
Remember your preferences and login details.
Improve site functionality and speed.
Understand how visitors interact with our site (via analytics).
You can adjust your cookie preferences in your browser settings. Please note, disabling cookies may affect the functionality of certain features.
How We Use Your Information
We will only use your personal data for the purposes it was collected and when the law allows us to do so. Common uses include:
To provide and manage services – Carrying out administrative tasks, managing communications, scheduling, bookkeeping, social media management, and other agreed activities.
To communicate with you – Responding to queries, sending updates, confirming appointments, and sharing important information relevant to your account or project.
To process payments and invoices – Managing financial transactions securely and in compliance with regulations.
To maintain legal and business records – Keeping accurate records for compliance, auditing, and operational purposes.
To improve services and website performance – Analysing trends, feedback, and technical data to enhance our offerings.
For marketing purposes (with your consent) – Sending updates, news, and special offers. You can withdraw your consent for marketing at any time.
Legal Basis for Processing
We rely on the following lawful bases under GDPR to process your data:
Performance of a contract – To deliver the services you have requested.
Consent – When you have given explicit permission (e.g., for marketing).
Legal obligation – When we are required by law to process certain information.
Legitimate interests – When processing is necessary for the smooth running of our business and does not override your rights.
Sharing and Disclosure of Your Information
We do not sell or rent your data. We only share your information when necessary:
With your explicit consent – For example, sharing your details with a partner service provider you have agreed to use.
To comply with the law – If required by a court order, regulatory request, or applicable legal requirement.
With trusted third-party service providers – Such as IT support, cloud storage providers, or bookkeeping services. These providers are contractually bound to maintain confidentiality and comply with GDPR.
Data Security
We take security seriously and use a multi-layered approach:
Access controls – Only authorised team members can access personal data.
Secure storage – Data is stored on encrypted servers with regular backups.
GDPR-compliant software – All platforms we use are reviewed for compliance and security.
Encryption – Sensitive data is encrypted both during transmission and while stored.
Regular reviews – Security measures are audited and updated as required.
AI and Data Processing
We may use Artificial Intelligence tools to assist with certain services, such as proofreading, content generation, or task organisation. We ensure:
Only essential data is provided to AI systems.
All AI outputs are reviewed by a human before being used.
No automated decision-making takes place without human oversight.
Data Retention
We retain personal data only for as long as necessary to:
Fulfil the purposes outlined in this policy.
Comply with legal obligations.
Resolve disputes and enforce agreements.
Once data is no longer needed, it is securely deleted or anonymised. Retention periods are reviewed regularly.
Your Data Rights
Under GDPR, you have the right to:
Access – Request a copy of the data we hold about you.
Rectification – Correct inaccurate or incomplete information.
Erasure – Ask us to delete your data in certain situations.
Restriction – Limit how your data is processed.
Portability – Request that your data is transferred to another organisation.
Objection – Object to certain processing, such as marketing.
You can exercise these rights by contacting us at [insert contact email/phone]. We will respond within one month, as required by law.
Changes to This Privacy Policy
We may update this policy to reflect changes in our operations, technology, or legal obligations. The latest version will always be available on our website.
Contact Us
If you have any questions or concerns about how we handle your personal data, please contact:
Works Around You Virtual Assistant
Email: hello@worksaroundyouva.oc.ouk
Phone: [insert phone number]