Company: VIRTUAL HEAD OFFICE LIMITED
Website Address: www.virtualheadoffice.co.uk
This policy was last updated on 22nd May 2018
What types of data does Virtual Head Office collect?
When you register with us or enquire about our services, you may provide us with the following pieces of personal data:
- Company name and address
- Contact information including email address
- Names and phone numbers of contacts you hold
- Information you believe is relevant and necessary to deliver services
- The phone number the call originated from.
In instances where we collect personal data we are known as the data ‘controller’ in instances where our clients supply the personal data we are known as the data ‘processor’. When acting as a data processor we will manage on your behalf the personal information you require from your clients.
What Virtual Head Office does with the information we gather
Virtual Head Office wants to provide the best service experience; we therefore gather this data to understand your needs and personalise our service, thus providing you with a better service experience. In particular, the information will be used for:
- Providing a tailored and personalised service to clients and customers with products and services most likely to interest you
- Internal audit purposes
- Improving our services
- Periodically send promotional or market research communications which we think you may find interesting using the contact details which you have provided. Virtual Head Office may contact you by email, phone, SMS or mail. The lawful basis on which we process data for this purpose includes:
- If you’re a customer – a customer/contractual consent
- If you’ve enquired about our services – either consent (where we’re obliged to obtain), or legitimate interest will apply
Sensitive Personal Data
We do not collect any Sensitive Data about you. Sensitive data refers to data that includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data. We do not collect any information about criminal convictions and offences.
Sharing your personal data
Virtual Head Office works with carefully selected Service Providers that carry out certain functions on our behalf to support the services provided to you. We require all third parties to whom we transfer your data to respect the security of your personal data and to treat it in accordance with the law. We only allow such third parties to process your personal data for specified purposes and in accordance with our instructions.
We may share personal data with other organisations in the following circumstances:
- If the law or a public authority says we must share the personal data;
- If we need to share personal data in order to establish, exercise or defend our legal rights (this includes providing personal data to others for the purposes of preventing fraud and reducing credit risk);
How we protect personal data
We know how important it is to protect and manage your personal data. This section sets out some of the measures we have in place.
- We use computer safeguards such as firewalls and data encryption. We only authorise access to employees who need it to carry out their job responsibilities.
- We protect the security of your information while it is being transmitted by encrypting it using Secure Sockets Layer (SSL).
- We enforce physical, electronic and procedural safeguards in connection with the collection, storage and disclosure of personal data. We may occasionally ask for proof of identity before we share your personal data with you.
However, whilst we take appropriate technical and organisational measures to safeguard your personal data, please note that we cannot guarantee the security of any personal data that you transfer over the internet to us.
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
When deciding what the correct time is to keep the data for we look at its amount, nature and sensitivity, potential risk of harm from unauthorised use or disclosure, the processing purposes, if these can be achieved by other means and legal requirements.
For tax purposes, the law requires us to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for six years after they stop being customers.
In some circumstances, we may anonymise your personal data for research or statistical purposes in which case we may use this information indefinitely without further notice to you.
Under data protection laws you have rights in relation to your personal data that include the right to request access, correction, erasure, restriction, transfer, to object to processing, to portability of data and (where the lawful ground of processing is consent) to withdraw consent
You can see more about these rights at:
If you wish to exercise any of the rights set out above, please email us at firstname.lastname@example.org.
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive or refuse to comply with your request in these circumstances.
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you.
If you are not happy with any aspect of how we collect and use your data, you have the right to complain to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We should be grateful if you would contact us first if you do have a complaint so that we can try to resolve it for you.
This notice was last updated on 22/05/2018. We may change this notice by updating this page to reflect changes in the law or our privacy practices. However, we will not use your Personal Data in any new ways without your consent.
© 2014 Virtual Head Office Limited