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Privacy Policy

Contact details

Telephone

07722021017

Email

joe@virtual-aid.co.uk

What information we collect, use, and why

We collect or use the following information to provide and improve products and services for clients:

  • Names and contact details

  • Addresses

  • Gender

  • Occupation

  • Payment details (including card or bank information for transfers and direct debits)

  • Financial data (including income and expenditure)

  • Transaction data (including details about payments to and from you and details of products and services you have purchased)

  • Usage data (including information about how you interact with and use our website, products and services)

  • Information relating to compliments or complaints

  • Records of meetings and decisions

  • Account access information

  • Website user information

We also collect or use the following information to provide and improve products and services for clients:

  • Trade union membership

We collect or use the following personal information for the operation of client or customer accounts:

  • Names and contact details

  • Addresses

  • Purchase or service history

  • Account information, including registration details

  • Information used for security purposes

  • Marketing preferences

  • Technical data, including information about browser and operating systems

We also collect or use the following information for the operation of client or customer accounts:

  • Racial or ethnic origin

We collect or use the following personal information for the prevention, detection, investigation or prosecution of crimes:

  • Names and contact information

  • Client accounts and records

  • Financial information eg for fraud prevention or detection

We collect or use the following personal information for information updates or marketing purposes:

  • Names and contact details

  • Profile information

  • Marketing preferences

  • Purchase or account history

  • Website and app user journey information

  • IP addresses

We collect or use the following personal information for research or archiving purposes:

  • Names and contact details

  • Addresses

  • Purchase or client account history

  • Website and app user journey information

  • IP addresses

We collect or use the following personal information to comply with legal requirements:

  • Name

  • Contact information

  • Identification documents

  • Client account information

  • Any other personal information required to comply with legal obligations

  • Criminal offence data

We collect or use the following personal information to protect client welfare:

  • Names and contact information

  • Client account information

We collect or use the following personal information for recruitment purposes:

  • Contact details (eg name, address, telephone number or personal email address)

  • Employment history (eg job application, employment references or secondary employment)

We collect or use the following personal information for dealing with queries, complaints or claims:

  • Names and contact details

  • Address

  • Payment details

  • Account information

  • Purchase or service history

  • Call recordings

  • Photographs

  • Relevant information from previous investigations

  • Customer or client accounts and records

  • Financial transaction information

  • Information relating to health and safety (including incident investigation details and reports and accident book records)

Lawful bases and data protection rights

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are in brief set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Our lawful bases for the collection and use of your data

Our lawful bases for collecting or using personal information to provide and improve products and services for clients are:

  • Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

  • Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

Our lawful bases for collecting or using personal information for the operation of client or customer accounts are:

  • Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

  • Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

Our lawful bases for collecting or using personal information for the prevention, detection, investigation or prosecution of crimes are:

  • Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

  • Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

Our lawful bases for collecting or using personal information for information updates or marketing purposes are:

  • Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

  • Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

Our lawful bases for collecting or using personal information for research or archiving purposes:

  • Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

  • Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

Our lawful bases for collecting or using personal information to comply with legal requirements:

  • Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

  • Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

Our lawful bases for collecting or using personal information to protect client welfare are:

  • Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

  • Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

Our lawful bases for collecting or using personal information for recruitment purposes are:

  • Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

  • Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:

  • Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

  • Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

  • Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Where we get personal information from

  • Directly from you

  • Publicly available sources

  • Providers of marketing lists and other personal information

  • Suppliers and service providers

How long we keep information

​

1. Administrative Records

  • Client Agreements and Contracts: Retain for 6 years after termination of the agreement (legal and tax purposes).

  • Invoices and Payment Records: Retain for 7 years (HMRC guidelines).

  • Client Communication Records (Emails, Notes): Retain for 2 years after the project ends unless legally required longer.

  • Project Proposals: Retain for 1 year if not converted into an agreement.

2. Financial Records

  • Receipts and Expenses: Retain for 7 years (HMRC guidelines).

  • Bank Statements: Retain for 7 years.

  • Payroll Records (if applicable): Retain for 6 years.

3. Marketing Records

  • Social Media Content Plans and Approvals: Retain for 1 year after posting.

  • Client Content Created: Retain for 1 year after project completion, unless agreed otherwise.

  • Campaign Analytics and Reports: Retain for 2 years.

4. Operational Records

  • Task Lists and Logs: Retain for 1 year after project completion.

  • Meeting Notes: Retain for 1 year unless relevant to ongoing projects.

  • Project Plans: Retain for 2 years after completion.

5. Legal Records

  • Insurance Policies: Retain for 6 years after expiry.

  • Dispute and Resolution Records: Retain for 6 years.

6. Data and Privacy Records

  • Client Data (Contact Details, Login Credentials): Retain for 6 months after project completion, then securely delete unless otherwise agreed.

  • Consent Forms: Retain for 2 years after completion of the relevant work.

7. Tools and Software Records

  • Subscription Details: Retain until subscription ends + 1 year.

  • Login Credentials for Shared Tools: Retain until the client confirms transfer or account closure.

  • ​

Who we share information with

Data processors

Joe Collier

This data processor does the following activities for us: all aspects of the business.

Others we share personal information with

  • Professional or legal advisors

  • Publicly on our website, social media or other marketing and information media

How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:           

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint

Last updated

11 December 2024

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