VirtuallyKeta ("we", "us", "our") respects your privacy. This policy explains how we handle personal data when you visit this website, contact us, book a call, or work with us as a client. It is written with the UK GDPR, Data Protection Act 2018, PECR, and the EU GDPR in mind where they apply.
1. Who We Are
VirtuallyKeta is the data controller for the personal data described in this policy.
2. What Personal Data We Collect
We do not have contact forms on this website. We only collect personal data that you choose to provide to us, plus limited technical and analytics data needed to run and improve the website.
- Contact and enquiry data, such as your name, email address, phone number, business name, message, and call details if you email us or book through Calendly.
- Client and service data, such as task instructions, business documents, communications, access details you choose to share, and other information needed to provide agreed services.
- Billing and business records, such as invoices, payment status, contracts, and accounting records.
- Website analytics data, only if you consent to Google Analytics cookies. This may include pages viewed, approximate location, browser/device information, referral source, and interactions with the website.
- Technical and security data, such as IP address, browser type, date/time of access, and requested pages, which may be processed by our website hosting provider and asset providers to deliver and protect the site.
We do not ask you to send special category data, such as health, religious, political, biometric, or criminal offence data. Please do not send this type of information unless we have specifically agreed it is necessary for the service.
3. How We Collect Your Data
- Directly from you when you email us, book a call, become a client, or provide information during a project.
- From third-party tools you choose to use with us, such as Calendly for booking calls.
- Automatically through hosting logs and, where you consent, Google Analytics cookies.
4. Why We Use Your Data And Our Lawful Bases
- To respond to enquiries and arrange discovery calls: legitimate interests and, where relevant, steps before entering into a contract.
- To provide agreed virtual assistant, website, support, and related services: contract.
- To manage invoices, tax, accounting, insurance, and legal records: legal obligation and legitimate interests.
- To protect the website and keep it available: legitimate interests.
- To understand website traffic and improve the site through Google Analytics: consent.
Where we rely on consent, you can withdraw it at any time. Withdrawing consent does not affect processing that happened before you withdrew it.
5. Google Analytics And Cookies
We use Google Analytics only after you accept analytics cookies. Google Analytics helps us understand how visitors use the website so we can improve it. We do not use Google Analytics for advertising, remarketing, or to collect names, email addresses, or contact details.
You can accept, decline, or change your analytics cookie choice. For more information, see our Cookie Policy.
6. Sharing Your Data
We do not sell or rent personal data. We share personal data only where necessary for the purposes described in this policy.
- Website hosting, content delivery, font/icon/script, email, booking, cloud storage, project management, payment, and accounting providers.
- Google Analytics, where you have accepted analytics cookies.
- Professional advisers, insurers, or legal advisers where needed.
- Public authorities, regulators, or courts where we are legally required to do so.
If we process information on behalf of a client as part of a service, we only use it to provide that service and follow the agreed instructions.
7. International Transfers
Some service providers may process personal data outside the UK or European Economic Area. Where this happens, we expect them to use appropriate safeguards, such as adequacy regulations, adequacy decisions, standard contractual clauses, or equivalent contractual protections.
8. How Long We Keep Data
- Enquiry data is normally kept for up to 12 months after the last contact, unless you become a client or we need to keep it for a legal reason.
- Client project records are kept for as long as needed to provide the service and manage the client relationship.
- Accounting, contract, and tax records are normally kept for up to 6 years after the end of the relevant financial year or client relationship.
- Google Analytics cookies may remain on your device for up to 2 years unless you delete them sooner or change your cookie choice.
- Hosting and security logs are kept only for as long as needed for site operation, security, troubleshooting, and legal protection.
9. Security
We use reasonable technical and organisational measures to protect personal data, including password-protected systems, access controls, and reputable service providers. No internet-based service can be guaranteed as completely secure, so please take care when choosing what to send by email.
10. Your Data Protection Rights
Depending on the circumstances and applicable law, you may have the right to:
- Request access to your personal data.
- Request correction of inaccurate or incomplete data.
- Request deletion of your personal data.
- Request restriction of processing.
- Object to processing based on legitimate interests.
- Request data portability.
- Withdraw consent where we rely on consent.
To exercise your rights, contact Niketa@virtuallyketa.co.uk. We may need to confirm your identity before responding.
You can complain to the Information Commissioner's Office (ICO), the UK data protection regulator, at ico.org.uk/make-a-complaint/. If you are in the EU, you may also have the right to complain to your local data protection authority.
11. External Links
This website links to external services such as Calendly and LinkedIn. Those services have their own privacy and cookie notices, and we are not responsible for how they operate after you leave our website.
12. Changes To This Policy
We may update this Privacy Policy from time to time. The latest version will be posted on this page with the updated date above.