Privacy Policy

Last Updated: March 2025

Steph Virtual Assistant Limited ("we," "our," or "us") is committed to protecting your personal data and privacy. This policy outlines how we collect, use, and safeguard your information in compliance with the UK General Data Protection Regulation (UK GDPR) and other applicable laws.

1. How We Collect Your Information

We collect personal data through the following methods:

When you complete forms on our website.
When you subscribe to newsletters or marketing communications.
When you purchase services from us.
When you contact us via email, phone, or live chat.
Through cookies, analytics tools, and log files when you browse our website.

2. Legal Basis for Processing Your Data

Under UK GDPR, we process your personal data based on:

Consent: When you provide clear consent (e.g., subscribing to emails).
Contractual necessity: When processing is required to fulfil our services.
Legal obligation: When required by law (e.g., tax records).
Legitimate interests: When processing supports business operations, including fraud prevention, network security, and direct marketing where there is a pre-existing client relationship, provided your rights and freedoms are not overridden. We ensure that our legitimate interests are assessed and balanced against your privacy rights.

3. Types of Data We Collect

We may collect the following personal information:

Name, email address, and phone number.
Business information (if applicable).
Payment and transaction details (processed securely via third-party payment processors).
Website usage data, IP addresses, and browsing behaviour.

4. How We Use Your Personal Data

We use your data to:

Provide and manage our services.
Process transactions and send invoices.
Respond to enquiries and customer support requests.
Send newsletters, promotions, and business updates (you can opt out anytime).
Improve our website and services using analytics.

5. Sharing Your Personal Data

We may share data with trusted third-party service providers, including:

Google Analytics – To analyse website usage.
Email Marketing Platforms – To send newsletters and updates.
Payment Processors – To handle transactions securely.

All third-party processors are contractually required to comply with UK GDPR and take appropriate security measures. We do not sell or rent personal data to third parties. If data is transfered outside of the UK, standard contractual clauses are used.

6. Retention of Your Data

We retain personal data only for as long as necessary:

Contact form data: 12 months.
Transactional records: 6 years (for tax compliance).
Marketing data: Until you unsubscribe or after 24 months of inactivity. "Inactivity" is defined as no interaction with marketing emails or website visits within that period.

7. Your Rights Under UK GDPR

You have the following rights:

Right to access – Request a copy of your data.
Right to rectification – Correct inaccuracies.
Right to erasure – Request data deletion.
Right to restrict processing – Limit how we use your data.
Right to data portability – Request data in a structured format.
Right to object – Object to data processing.
Right to withdraw consent – Revoke consent at any time.
Right to complain to the Information Commissioners Office (ICO).

To exercise your rights, contact us at hello@steph-va.co.uk. We aim to respond to all requests within one month, as required by UK GDPR.

8. Security of Your Personal Data

We implement security measures, including encryption, secure servers, and access controls, to protect your data. We also conduct regular risk assessments and ensure our staff are trained in data protection. However, no method of transmission is 100% secure, and we encourage you to take precautions when sharing personal data online.

9. Cookies and Tracking Technologies

We use cookies to enhance user experience and analyse site traffic. Please refer to our Cookie Policy for detailed information and to manage your preferences.

10. Contact Information for Privacy Concerns

For any questions regarding this policy or to exercise your rights, please contact us:

Steph Virtual Assistant Limited 12 Harvest Hill Road, Maidenhead, Berkshire, SL6 2QQ

Email: hello@steph-va.co.uk

This policy may be updated periodically. Please review it regularly to stay informed.