ACED VA (“us”, “we”, or “our”) take your privacy very seriously therefore we urge you to read this policy very carefully because it contains important information about:
- Who we are,
- How we collect data from you,
- What data we collect (Personal, Usage & Cookie)
- Why we need your data and how it is used,
- Who we share your data with,
- Disclosure of data,
- How long my data will be kept,
- Keeping your data secure,
- Your rights in relation to your personal information, and
- How to contact us and supervisory authorities in the event that you have a complaint
Who We Are
ACED VA (‘we’ Or ‘us’) collect, use and are responsible for certain personal data about you. When we do so we are regulated under the General Data Protection Regulations which apply across the European Union (including the United Kingdom) and we are responsible as ‘controller’ or that personal information for the purpose of those laws.
ACED VA – As a Virtual Assistant I offer services and support for you and your business needs. Assistance is generally provided remotely, but can be on site when required locally.
Business Type: Sole proprietor
Business Owner: Callie Early
Business Address: 24 Cheney Gardens, Middleton Cheney, Banbury, Northamptonshire OX17 2ST
How We Collect Data 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 Data We Collect
We collect only the data 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 data collected are as follows:
The personal data we collect and use:
a) Personal data you provide to us
We collect the following personal data that you provide to us:
- Your full name
- Your email address
- Your contact number(s)
- Your business and/or home address (whichever is applicable)
- Credit / debit card information
b) Personal data you provide about third parties
If you give us another person’s data, you confirm that the other person has appointed you to act on their behalf and agreed that you:
- Shall consent on their behalf to the processing of their personal data;
- Shall receive any data protection notices on their behalf.
c) Usage Data
Our website may make use of statistical tracking via counters and analytics, thus 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.
d) Cookie Data
Why We Need Your Data And How It’s Used
Your personal data is needed for the following purposes:
⦁ So that we can contact you to discuss our services and liaise with you for the duration of any work being carried out.
⦁ To be able to keep you updated with changes in our services
⦁ For invoicing and billing
Who Do We Share Your Data With
We may share your information with:
Law enforcement agencies in connection with any investigation to help prevent unlawful activity
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 who 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 interests in trying to recover an unpaid invoice, or aiding police in criminal investigations.
How Long Your Personal Data Will Be Kept
We will hold your personal data for the following periods:
- Name and address – 6 years to satisfy UK tax law
- Email and contact numbers as long as necessary to provide a service
- Credit/debit card information will only be kept as long as is absolutely necessary
Keeping Your Information Secure
We have appropriate security measures in place to prevent personal data from being accidentally lost, or used or accessed in an unauthorised way. We limit access to your personal data to those who have a genuine business need to know it. Those processing your data will do so only in an authorised manner and subject to a duty of confidentiality.
We will also use technological and organisation measures to keep your information secure these measures may include the following examples:
Any and all digital personal data and any electronic files associated with the client will be password protected and stored on the cloud via Dropbox. We are reliant on the security systems in place used by cloud storage companies and cannot be held responsible should a breach occur.
In the unlikely event of any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
Indeed, while we will use all reasonable efforts to secure your personal data, you acknowledge that the use of the internet is not entirely secure and for this reason we cannot guarantee the security or integrity of any personal data that are transferred from you or to you via the internet. If you have any particular concerns about your information, please contact us using the details below.
Our Company would like to make sure you are fully aware of all of your data protection rights under the General Data Protection Regulation (GDPR). Every user is entitled to the following:
- The right to access – You have the right to request Our Company for copies of your personal data. We may charge you a small fee for this service.
- The right to rectification – You have the right to request that Our Company correct any information you believe is inaccurate. You also have the right to request Our Company to complete the information you believe is incomplete.
- The right to erasure – You have the right to request that Our Company erase your personal data, under certain conditions.
- The right to restrict processing – You have the right to request that Our Company restrict the processing of your personal data, under certain conditions.
- The right to object to processing – You have the right to object to Our Company’s processing of your personal data, under certain conditions.
- The right to data portability – You have the right to request that Our Company transfer the data that we have collected to another organization, or directly to you, under certain conditions.
For further information on each of these rights, including the circumstances in which they apply, see the Guidance from the UK Information Commissioner’s Office (ICO) on individuals rights under the General Data Protection Regulations (http://ico.org.uk/for-organisations/guide-to-the-general-date-protection-regualtion-gdpr/individual -rights/)
If you make a request, we have one month to respond to you. If you would like to exercise any of these rights, please contact us at our email:firstname.lastname@example.org
From time to time we may also have other methods to unsubscribe (opt-out) from any direct marketing. Including for example, unsubscribe buttons or web links. If such are offered, please note that there may be some period after selecting to unsubscribe in which marketing may still be received while you request is being processed.
Periodically, it may be necessary for us to make changes to this privacy notice. If we should update any of our policies with regards 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 questions or complaints regarding our use of your data or do not feel we have been transparent enough in this privacy notice, please contact us:
Telephone: 07748 722216
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 website: www.ico.org.uk