Privacy Policy
The Virtual Assisters ("we", "our", or "us") are committed to protecting your privacy and handling your personal data responsibly. This Privacy Policy explains how we collect, use, and protect your data in accordance with the UK General Data Protection Regulation (UK GDPR) and other applicable privacy laws.
The purpose of this privacy policy is to inform users of the following:
The personal data we collect
How this data is used
Who has access to the data
The rights of our users
1. Who We Are
We provide virtual assistant services and operate a website to inform and connect with clients and visitors. We act as a data controller for the personal information we collect.
Name: The Virtual Assisters Ltd
Email: hello@thevirtualassisters.co.uk
Website: www.thevirtualassisters.co.uk
2. Data We Collect
We may collect the following personal data:
Through our client services:
Name and contact details
Communications (emails, messages, notes)
Feedback, concerns or complaints
Access to Work grant details (if applicable)
Timesheet and service usage data
Contract-related information
Through our website:
Information submitted via forms (e.g. name, email, message)
IP address and browser/device details
Usage data (pages visited, time on site, etc.)
Cookie and tracking data (if enabled)
3. How We Collect Data
We collect data when you:
Contact us via email, phone, or online forms
Use our services or communicate with us
Provide information during onboarding
Interact with our website (cookies, analytics)
We may also receive data from third parties, such as Access to Work or professional platforms you use to interact with us.
4. How We Use Your Data
We use your data to:
Deliver our virtual assistant services
Communicate with you and manage our relationship
Respond to enquiries submitted through the website
Process Access to Work claims (if applicable)
Improve our website and services
Comply with legal obligations and resolve disputes
We do not use your data for automated decision-making or profiling that produces legal or similarly significant effects.
5. Legal Bases for Processing
We process your data on the basis of:
Contractual necessity (to provide services)
Legal obligation (e.g., accounting, record-keeping)
Legitimate interest (e.g., business improvement)
Consent (e.g., for optional email updates)
6. Sharing Your Data
We may share data with:
Internal staff for service delivery
Access to Work (for funding and reimbursement)
Professional advisers (e.g., legal or financial)
Cloud service providers (e.g., email, time tracking tools)
Website analytics providers (e.g., Google Analytics)*
We do not sell your data.
We do not transfer your data outside the UK or EU unless appropriate safeguards are in place.
7. Cookies and Tracking Technologies
We may use cookies to:
Understand how you use our website
Improve user experience
Track performance and engagement (via tools like Google Analytics)
You can adjust your cookie preferences in your browser settings.
8. Data Retention
We retain your personal data for as long as necessary to:
Deliver services
Fulfil legal and regulatory requirements
Resolve disputes
Typically, we retain records for up to six years after the end of our working relationship unless legally required to keep them longer.
9. Your Data Rights
Under the UK GDPR, you have the right to:
Access your personal data
Correct inaccurate or incomplete data
Request deletion of your data (in certain circumstances)
Restrict or object to data processing
Request data portability (where applicable)
To exercise your rights, contact us at hello@thevirtualassisters.co.uk.
10. Complaints
If you’re unhappy with how we’ve handled your data, you have the right to lodge a complaint with the UK supervisory authority:
Information Commissioner’s Office (ICO)
Website: https://ico.org.uk
Helpline: 0303 123 1113
11. Changes to This Policy
We may update this policy occasionally. The latest version will always be available on our website. We will notify you of significant changes where appropriate.