Privacy Policy

Effective date: 04-11-2025

This Privacy Policy explains how Hire VA collects, uses, stores, and shares personal data when you visit our website, contact us, or use our VA services in the UK. We comply with the UK General Data Protection Regulation and the Data Protection Act 2018.

If you have questions, contact us at:
Email: [Insert contact email]
Address: [Insert UK address]

Who We Are:

Hire VA provides Virtual Assistant services to clients in the UK. For most activities on our website and for enquiries, Hire VA is the data controller. When we handle personal data on your documented instructions as part of our VA services, we act as your data processor.

Scope of this Policy:

This policy covers personal data collected through our website, contact forms, calls, emails, proposals, contracts, and during delivery of our VA services. It does not cover third party websites or apps that we do not control.

The Data We Collect:

Data you provide to us:
• Contact details, such as name, email, phone, company, job title
• Account and billing details, such as addresses and payment references
• Service information, such as briefs, documents, media, and instructions
• Support communications, such as enquiries, feedback, and call notes
Data we collect automatically:
• Technical data, such as IP address, device type, browser, and pages visited
• Usage data, such as time on page, referral source, and actions on our site
• Cookies and similar technologies. See Cookies and Tracking below
Data from third parties:
• Business and marketing data from reputable sources for legitimate interests
• Platform and tool data when you connect accounts to deliver our services
We ask you not to share special category data unless strictly necessary and agreed in writing.
Why We Use Your Data:
We use personal data for the following purposes:
• To respond to enquiries and provide quotes
• To set up and deliver VA services under our contract with you
• To manage accounts, billing, and client communications
• To improve our website, services, and security
• To send service updates and marketing that you can opt out of at any time
• To meet legal obligations and handle disputes

Cookies and Tracking:

We use necessary cookies to make the site work and optional analytics cookies to improve performance. You can manage preferences through our cookie banner and your browser settings. Disabling cookies may affect site features.

Analytics and Marketing:

We use privacy mindful analytics to understand site usage and improve content. If you consent to marketing emails, we use your contact details to share updates about VA services. You can unsubscribe at any time using the link in any email or by contacting us.

Sharing Your Data:

Tools We Use:

We use personal data for the following purposes:
• With vetted service providers who help us run our business, such as hosting, email, analytics, billing, and collaboration tools
• With your platforms and tools when you instruct us to connect for service delivery
• With professional advisers, insurers, or authorities where required by law
• With another organisation in the event of a merger, acquisition, or similar change
We require all providers to keep data secure and use it only to deliver the agreed services.

International Transfers:

Some providers may process data outside the UK. Where this happens, we use approved safeguards such as the UK International Data Transfer Agreement or Standard Contractual Clauses, plus additional technical and organisational measures where appropriate.

Security:

We use appropriate measures to protect personal data, including access controls, encryption in transit where supported, least privilege access, and staff training. No method of transmission or storage is fully secure. We review and improve controls regularly.

Data Retention:

We keep personal data only as long as needed for the purposes described in this policy.
• Enquiries and quote data: typically up to 12 months after last contact
• Client records and project files: typically 6 years after contract end to meet legal and tax requirements
• Website analytics data: kept in line with our analytics provider settings
If you ask us to delete data that we process as controller, we will do so unless we must keep it for legal reasons.

Data Retention:

You have the following rights under UK data protection law:
• Access. Ask for a copy of your personal data
• Rectification. Ask us to correct inaccurate or incomplete data
• Erasure. Ask us to delete your data where the law allows
• Restriction. Ask us to limit how we use your data in certain cases
• Data portability. Ask for your data in a structured, machine readable format
• Objection. Object to processing based on legitimate interests and to direct marketing
• Withdraw consent. Where processing is based on consent, withdraw it at any time
To exercise your rights, contact us using the details at the top of this policy. We may need to verify your identity before acting on your request.

Children’s Privacy:

Our services are intended for businesses and adults. We do not knowingly collect personal data from children.

Your Responsibilities as a Client:

If you share personal data with us as part of our VA services, you must ensure you have a lawful basis to do so and that individuals are informed. We can provide a data processing agreement if required.

Automated Decision Making:

We do not use personal data for automated decision making that produces legal or similar significant effects.

Third Party Links

Our website may link to third party sites. We are not responsible for their content or privacy practices. Review their policies before sharing data.

Changes to this Policy:

We may update this policy to reflect changes in law or our services. We will post the new version with a new effective date. If changes are material, we will notify you where reasonable.

Complaints:

If you have a concern, contact us first and we will do our best to resolve it. You also have the right to lodge a complaint with the UK Information Commissioner’s Office.

Information Commissioner’s Office
www.ico.org.uk | Tel: 0303 123 1113
Contact Us:
For privacy questions or requests, contact:
Email: [Insert contact email]
Address: [Insert UK address]