Virtual Assistant Privacy Notice

 

The Virtual Assistant knows how important it is to protect your privacy and that of the personal data of your employees, clients etc (not sure who or what data you take so you might want to amend to fit), therefore, the Virtual Assistant complies with current UK Data Protection Legislation.

The Virtual Assistant collects and processes personal data relating its Client’s employees to manage the employment relationship. The Virtual Assistant is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.

1. What information does the Virtual Assistant collect?

The Virtual Assistant collects and processes a range of information about employees of their Clients to carry out the day to day work of an Outsourced Virtual Assistant.  

This includes: -

• name, address and contact details, date of birth and gender

• the terms and conditions of your employment;

• details of qualifications, skills, experience and employment history, including start and end dates, with previous employers

• information about your remuneration, including entitlement to benefits such as pensions or insurance cover;

• details of your bank account and national insurance number;

• information about your marital status, next of kin, dependants and emergency contacts;

• information about your nationality and entitlement to work in the UK;

• details of your schedule (days of work and working hours) and attendance at work;

• details of periods of leave taken by you, including holiday, sickness absence, family leave and sabbaticals, and the reasons for the leave;

• details of any disciplinary or grievance procedures in which you have been involved, including any warnings issued to you and related correspondence;

• assessments of your performance, including appraisals, performance reviews and ratings, performance improvement plans and related correspondence;

• information about medical or health conditions, including whether or not you have a disability for which the Virtual Assistant needs to make reasonable adjustments; and

• equal opportunities monitoring information, including information about your ethnic origin, sexual orientation, health and religion or belief.

In some cases, the Virtual Assistant may collect personal data about employees from third parties, such as references supplied by former employers, information from employment background check providers, information from credit reference agencies and information from criminal records checks permitted by law.

Data will be stored in our Clients paper file, in the Virtual Assistant’s HR management systems and in other IT systems (including the Virtual Assistant’s email system) and CRM.

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2.  Why does the Virtual Assistant process personal data?

The Virtual Assistant needs to process data to enter/supply an employment contract to our Clients Employees to meet its obligations under their employment contract. For example, it needs to process their data to provide them with an employment contract

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3.  Who has access to data?

The Virtual Assistant is the only person who will have access to data and will not transfer data to countries outside the European Economic Area.

 

4.  How does the Virtual Assistant protect data?

The Virtual Assistant takes the security of employee’s data seriously. The Virtual Assistant has internal policies and controls in place to try to ensure that data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by its employees in the performance of their duties. Policies in place include: - 

 

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Virtual Assistant Privacy Notice

 

Data is stored: -

 

1. To a CRM System which is secure, and cloud based, and password protected.

2. Via emails and in the Client folders on our company secure laptops and cloud-based software i.e. One Drive. 

3. Client paper files which include data show above stored in a locked cabinet in the Virtual Assistant’s office.

1. How long does the Virtual Assistant keep data?

• The Virtual Assistant will hold the client’s employee personal data for the duration of their employment. 

• The Virtual Assistant will hold the client’s personal data for the duration of the Virtual Assistant Agreement.

• On the termination of the Agreement, the clients personal data will be returned to the client or deleted off all The Virtual Assistants software systems.

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4. Lawful basis for processing data

In relation to:-

• Personal data we process as part of our “right to work” checks, we process this because we are legally required to.  If you do not provide us with this information, we will not be able to progress your employment.

• Sensitive personal data we process as part of any equality questionnaire or as part of any criminal background (DBS) checks, we process this as permitted by employment laws.

• All other uses of your personal data set out in this policy, we process under the lawful basis of performance of a contract, as without processing this data are unable to fulfil our contractual obligations to our client or progress any employment contract.

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5.  Your rights under the UK GDPR

You have a number of rights under the UK GDPR which you can exercise by contacting us at the details provided below.

You can find out what personal information, if any, The Virtual Assistant hold about you and if we do hold information about you we will:

• give you a description of it,

• tell you why we are holding it,

• tell you who it could be disclosed to,

• let you have a copy of the information in an intelligible form.

 

It will help us locate any data we might hold about you if, in making your request, you could state what dealings we have had with you and why you expect us to hold information about you.

You are entitled to request that we correct information about you if it is incomplete or inaccurate.

You can ask us to remove or delete personal information we hold about you. Please note however, that this right is only applicable in certain circumstances. We will let you know whether information can be deleted when you make your request. You can ask The Virtual Assistant to restrict how we use your information. Again, this right is only applicable in certain circumstances and we will explain those to you when you make your request.

You can object to certain types of uses of your personal information.

You can find out more information about your rights under UK GDPR on the Information Commissioner’s website:  ico.org.uk.

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1. How to make a complaint

If you’re unhappy with the way we have handled your personal information or you believe that we have not handled your information in a way that is compliant with the UK GDPR, please write to us.

We will acknowledge your complaint within 2 working days and let you have a full response within 1 month.  If it is not possible to respond fully within this timescale, we will write and let you know why and say when you should expect to receive a full response.

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If you are not satisfied with our response you can complain to the Information Commissioner’s Office.

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Contact us

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By email:   sue@acaciahr-virtualassistant.co.uk                   

Address:  Acacia House, Payhembury, Nr Honiton, Devon, EX14 3HT

Phone:  07861 502081

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Last updated July 2021