This privacy notice tells you what you can expect me to do with your personal information.

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Contact Details

Email: annelies@yorkshireva.com

My ICO registration reference: ZB892225

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What Information I Collect, Use, and Why

To Provide and Improve Products and Services for Clients:

• Names and contact details

• Addresses

• 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)

• Information relating to compliments or complaints

• Records of meetings and decisions

• Account access information

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For the Operation of Client or Customer Accounts:

• Names and contact details

• 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

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To Comply with Legal Requirements:

• Name

• Contact information

• Identification documents

• Client account information

• Any other personal information required to comply with legal obligations

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For Dealing with Queries, Complaints or Claims:

• Names and contact details

• Addresses

• Payment details

• Account information

• Purchase or service history

• Customer or client accounts and records

• Financial transaction information

• Correspondence

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Lawful Bases and Data Protection Rights

Under UK data protection law, I must have a "lawful basis" for collecting and using your personal information. You can read more about lawful bases on the ICO’s website.

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Your Data Protection Rights:

• Access: Request copies of your personal data

• Rectification: Request corrections to inaccurate or incomplete data

• Erasure: Request deletion of your data

• Restriction: Ask me to limit processing

• Objection: Object to how your data is used

• Portability: Ask for your data in a structured, commonly used format

• Withdraw Consent: If I rely on consent, you can withdraw it at any time

If you make a request, I must respond within one month.

To make a request, contact me using the details above.

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Lawful Bases for Use of Your Data

To Provide and Improve Services:

• Contract – required to perform our agreement

• Legitimate Interest – to deliver and improve services

Legitimate Interest Explanation: I collect and use personal information to provide and improve virtual assistant services such as inbox management, digital file organisation, community management, and light bookkeeping. This helps me deliver a more efficient and personalised experience for each client. For example, understanding how a client prefers their inbox managed or how their digital files are structured allows me to create systems that save time and reduce stress. In community management, being aware of communication styles and engagement preferences helps me represent clients effectively and maintain a positive presence. This processing is necessary to provide a high level of service and maintain strong working relationships. The benefits to my clients include better organisation, more time for revenue-generating work, and peace of mind knowing their admin and community tasks are handled. I collect only the information that’s necessary, use it in ways my clients would reasonably expect, and ensure it is stored securely. Clients can access, object to, or update their data at any time.

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For Operation of Client Accounts:

• Contract

• Legitimate Interest

Legitimate Interest Explanation: I collect and use personal information to efficiently operate client accounts and ensure smooth delivery of virtual assistant services such as inbox management, scheduling, community management, and content organisation. This information allows me to: maintain accurate service records, communicate about tasks, provide updates, and track preferences. This use supports a personalised, professional experience. Benefits to both parties include improved accuracy, time savings, and better communication. All data is handled securely and only accessed when needed.

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To Comply with Legal Requirements:

• Legal Obligation

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For Dealing with Queries, Complaints, or Claims:

• Legal Obligation

• Legitimate Interest

Legitimate Interest Explanation: I collect and use personal information when handling queries, complaints, or claims to ensure I can respond accurately, resolve issues efficiently, and maintain clear communication with clients and potential clients. This helps me provide a professional service and uphold trust in my business. The benefits of being able to address concerns promptly and thoroughly outweigh the minimal risk to individuals, especially since I only use the information for its intended purpose and handle it securely.

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Where I Get Personal Information From

• Directly from you

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How Long I Keep Information

I retain personal data only for as long as necessary to fulfil the purposes it was collected for, including to satisfy legal, accounting, or reporting requirements.

• General personal data is kept for three years after the end of our working relationship.

• Financial records and KYC documentation, where applicable (e.g. for anti-money laundering compliance), are retained for five years from the end of the client relationship.

If you would like more information about how long specific types of data are stored, or to request early deletion, please contact me.

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Who I Share Information With

Data Processors:

• Google Drive, Notion, Trello, Asana, Wix

These platforms support my client work and are used solely to manage and deliver services efficiently. The specific platform may vary depending on the client's needs.

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Others:

• Professional or legal advisors

• Organisations I’m legally obliged to share personal information with

• Third parties: Accountants or financial professionals. If I assist clients with basic bookkeeping tasks, I may securely share relevant financial data (e.g. invoices, receipts, or transaction summaries) with their accountant at the client’s request.

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Sharing Information Outside the UK

Where necessary, my data processors may share personal information outside of the UK. When doing so, they comply with the UK GDPR and use appropriate safeguards.

Google LLC
Cloud services provider
Country: United States
Safeguard: Addendum to the EU SCCs

Notion Labs, Inc
Productivity and collaboration platform
Country: United States
Safeguard: Addendum to the EU SCCs

Atlassian Pty Ltd
Project management and task tracking provider
Country: United States
Safeguard: Addendum to the EU SCCs

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How to Complain

If you have concerns about my use of your data, please contact me using the details above. If you're not satisfied, you can also complain to the Information Commissioner’s Office:

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

Helpline: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint

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