Privacy Policy
Contents
- WHO WE ARE
- HOW WE COLLECT INFORMATION FROM YOU
- WHAT INFORMATION WE COLLECT
- WHY WE NEED YOUR DATA & HOW IT’S USED
- WHO WE SHARE YOUR DATA WITH
- DISCLOSURE OF YOUR DATA
- SAFE STORAGE OF YOUR DATA
- CHILDREN’S PRIVACY
- YOUR RIGHTS
- CHANGES TO THIS PRIVACY NOTICE
- COMPLAINTS & CONTACT
- CONSENT
- SOCIAL MEDIA
Who We Are
HMVirtualAssistant is a sole trader providing remote administration and business support to individuals, small- and medium-sized enterprises. Business owner is Helen McCallan.
With respect to all aspects of personal information handling, we act as data controller and “data processor”.(Data processing is defined by the Information Commissioner’s Office as obtaining, recording, storing, updating and/or sharing of information).
How We Collect Information from You
All personal data is collected via oral communication (i.e., telephone), email, and our website. Before providing us with data, we would always recommend to any customer that they read this privacy notice in its entirety so as to become familiar and assured with our procedures for handling personal information.
What Information We Collect
We collect only the information which is necessary
for us to be able to provide you with our services and will never ask for
additional details which are not relevant. Types of information collected
are as follows:
PERSONAL DATA - Personal data is information relating to an identifiable person who can be directly or indirectly identified, by reference to an identifier).
Your full name Your email address Your contact number(s) Your address (home and/or office, whichever is applicable) Credit/debit card information where payments are made via telephone USAGE DATA - Our website may make use of statistical tracking via counters and analytics so we may know the number of times you visit our website, and your approximate geographical location when visiting our website as indicated by your IP address.
COOKIE DATA - A cookie is a small computer file that is sent to and stored on your device, enabling the collection of data on website use. Our website may collect Cookies. This is to enable us to improve the way the website works.
WHY WE NEED YOUR DATA AND HOW IT’S USED - Your personal data is needed for the following purposes: To make contact you to discuss our services and liaise with you for the duration of our contract To keep you updated with changes in our services For invoicing and billing purposes WHO WE SHARE YOUR DATA WITH - During the course of providing our services to you, we may require assistance via services provided by third-party companies. Where this is necessary, your details will not be passed across without your prior consent, and we do our utmost to ensure we use only the most reputable third-party companies whom themselves have privacy notices on their websites in keeping with GDPR regulations. We will never pass on your information to a third party without your consent.
DISCLOSURE OF DATA - We will never make your personal data public unless required by exceptional legal circumstances, for example protecting our own interest in trying to recover unpaid invoices or aiding police in criminal investigations.
SAFE STORAGE OF YOUR DATA - All personal data belonging to you which is in our possession is stored as securely as possible. Where third-party storage is used, for example in the case of cloud storage, we are reliant on the security systems in place used by cloud storage companies and cannot be held responsible should a breach occur.
CHILDREN’S PRIVACY - Our service is aimed at people of legal age. We would never intentionally collect personal data from children or anyone who is less than 18 years old without the consent of a parent or guardian.
YOUR RIGHTS - Under the General Data Protection Regulation and the Data Protection Act 2018 you have several rights with regard to your personal data. You have the right to access, update or delete the information we hold about you, the right of rectification, the right to object, the right to portability, and the right to withdraw consent.
PERSONAL DATA - Personal data is information relating to an identifiable person who can be directly or indirectly identified, by reference to an identifier).
Your full name Your email address Your contact number(s) Your address (home and/or office, whichever is applicable) Credit/debit card information where payments are made via telephone USAGE DATA - Our website may make use of statistical tracking via counters and analytics so we may know the number of times you visit our website, and your approximate geographical location when visiting our website as indicated by your IP address.
COOKIE DATA - A cookie is a small computer file that is sent to and stored on your device, enabling the collection of data on website use. Our website may collect Cookies. This is to enable us to improve the way the website works.
WHY WE NEED YOUR DATA AND HOW IT’S USED - Your personal data is needed for the following purposes: To make contact you to discuss our services and liaise with you for the duration of our contract To keep you updated with changes in our services For invoicing and billing purposes WHO WE SHARE YOUR DATA WITH - During the course of providing our services to you, we may require assistance via services provided by third-party companies. Where this is necessary, your details will not be passed across without your prior consent, and we do our utmost to ensure we use only the most reputable third-party companies whom themselves have privacy notices on their websites in keeping with GDPR regulations. We will never pass on your information to a third party without your consent.
DISCLOSURE OF DATA - We will never make your personal data public unless required by exceptional legal circumstances, for example protecting our own interest in trying to recover unpaid invoices or aiding police in criminal investigations.
SAFE STORAGE OF YOUR DATA - All personal data belonging to you which is in our possession is stored as securely as possible. Where third-party storage is used, for example in the case of cloud storage, we are reliant on the security systems in place used by cloud storage companies and cannot be held responsible should a breach occur.
CHILDREN’S PRIVACY - Our service is aimed at people of legal age. We would never intentionally collect personal data from children or anyone who is less than 18 years old without the consent of a parent or guardian.
YOUR RIGHTS - Under the General Data Protection Regulation and the Data Protection Act 2018 you have several rights with regard to your personal data. You have the right to access, update or delete the information we hold about you, the right of rectification, the right to object, the right to portability, and the right to withdraw consent.
Changes to this Privacy Notice
Periodically, it may be necessary for us to make changes to this privacy notice. If we should update any of our policies with regard to how we handle your personal data, we will notify you by email and make you aware of the changes. In the event of us being unable to contact you we recommend, of your own accord, that you read this privacy notice every few months so as to keep yourself fully up to date with our privacy policies and procedures.
Complaints & Contact
If you have any complaints regarding our use of your data or do not feel we have been transparent enough in this privacy notice, please contact us by email at helen@hmvirtualassistant.co.uk. If you wish to make a more formal complaint, please contact the Information Commissioner’s Office via the contact details which can be found on their webste: www.ico.org.uk
Consent
By using our website, you hereby consent to our Privacy Policy and agree to its terms.
Social Media
We have an active presence on social media. If you are using social media they are holding and using your information in accordance with their data privacy policy. If you ‘like’ any of our posts or ‘follow’ us or contact us on social media we keep a record of that. Your replies to us, messages you send us, and your other activity linked to our posts may be seen by us and by our associates. Our contracts with them hold them to high standards of protecting your information.