Privacy Policy
Contact details
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
Third party information (such as customers and clients)
Account access information
We collect or use the following personal information for the operation of client or customer accounts:
Names and contact details
Purchase or service history
Account information, including registration details
We collect or use the following personal information to comply with legal requirements:
Name
Contact information
Client account information
Any other personal information required to comply with legal obligations
We collect or use the following personal information for dealing with queries, complaints or claims:
Names and contact details
Account information
Customer or client accounts and records
Correspondence
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. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:
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:
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.
Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
Becky Matthews VA has a legitimate interest in using relevant personal information to manage client relationships, respond to feedback and improve the quality and efficiency of its services. This helps ensure clients receive reliable and effective support. Only information necessary for these purposes is used, and appropriate steps are taken to protect personal information and respect individuals\' privacy. These activities are considered to have a limited impact on individuals\' rights and freedoms.
Our lawful bases for collecting or using personal information for the operation of client or customer accounts are:
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.
Our lawful bases for collecting or using personal information to comply with legal requirements:
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.
Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:
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.
Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
Becky Matthews VA has a legitimate interest in using relevant personal information to respond to enquiries, resolve complaints and manage any disputes or claims relating to its services. This helps ensure that enquiries and concerns are handled fairly and efficiently, protecting the interests of both clients and the business. Only information necessary for these purposes is used, and appropriate measures are taken to protect individuals\' privacy. The benefits of handling these matters are considered to outweigh the limited privacy risks involved.
Where we get personal information from
Directly from you
Third parties:
Personal information may be received from clients and other third parties in connection with the provision of virtual assistant and administrative support services. This may include contact details, correspondence and other relevant information necessary to carry out agreed services on behalf of clients and in accordance with their instructions.
How long we keep information
Personal information is kept only for as long as necessary to provide my services, manage client relationships and meet any legal or regulatory obligations.
Client information is reviewed periodically and securely deleted when it is no longer required. Information processed on behalf of clients is retained or deleted in accordance with their instructions and our agreed arrangements.
Business and financial records are generally retained for at least five years after the relevant Self Assessment submission deadline, in accordance with HMRC requirements.
Who we share information with
Data processors
Providers of email, calendar, website hosting, accounting and other business administration software and services, based in the UK and internationally.
This data processor does the following activities for us: These providers supply the software and systems used to operate Becky Matthews VA, including managing communications, appointments, website enquiries, invoicing, accounting and other administrative activities. They may store and process personal information as necessary to provide these services.
Others we share personal information with
Organisations we’re legally obliged to share personal information with
International transfers of personal information
To provide my services and operate my business, I use third-party software and service providers. Some of these providers may process or store personal information outside the UK. Where personal information is transferred internationally, appropriate data protection safeguards are used, including UK adequacy regulations or recognised contractual safeguards, as applicable.
Artificial Intelligence
Artificial Intelligence (AI) tools may be used to assist with general business administration, content creation and improving efficiency. Client information, personal data and confidential business information will not be entered into AI tools without the client’s prior consent.
How to complain
If you have any concerns about our use of your personal information, you can make a data protection complaint to us:
Email: becky@beckymatthewsva.co.uk
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:
ICO Head Office
4th Floor, No.3 Circle Square
5 Hawkshaw Street
Manchester
M1 7BL
Helpline number: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint