I am committed to your privacy.

In accordance with The General Data Protection Regulation (GDPR) effective as of 25th May 2018, this privacy notice provides clear and transparent information on how I collect, store, process and how long I retain your data.  It should be read in conjunction with any contract that controls our business arrangements and my Terms and Conditions.

What I Do

I am a virtual assistant providing governance and business support to micro business and small charities and health organisations.  

With respect to all aspects of personal information handling, I act as data controller and data processor. It is important that the data I hold is accurate and up to date so if any information you have provided changes then please update us using the email address shown below.

Data Controller: Kaite Wightman, 12 Bottreaux Rise, Boscastle, Cornwall PL35 0AF katie@katiewightman.co.uk

How I Collect Information From You  

All personal data is collected via direct communication – telephone, online meetings, email, letter, email and via my website. Before providing me with data, we would always recommend  that you read this privacy notice in its entirety to assure yourself on my procedures for handling personal information.  

Third party data is collected from accounts that you give me access to for me to manage on your behalf.

What Information I Collect  

I collect only the information which is necessary for me to be able to provide you with my services. I will never ask for additional details which are not relevant.  

Types of information collected, stored and processed are as follows:  

Personal data:
(Personal data is information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier.)  

• including but not limited to your full name  
• including but not limited to your email address, your contact number(s)  
• including but not limited to your address (either home and/or office - which ever is applicable)  
• including but not limited to your bank account details, transactions resulting from the work I carry out for you.

Please note that as part of our contractual relationship I may collect, store and process personal details of other individuals in your organisation and you must have obtained permission either by contract or consent with them for us to do that.

Why I Need Your Data  

Your personal data is needed for the following purposes:  

• So I can provide the services that I have agreed to provide for you and to contact you to discuss our services and liaise with you for the duration of any work being carried out.
• For invoicing and billing
• Where I need to comply with a legal or regulatory obligation

Who I Share Your Data With

During the course of providing services to you, I may require assistance via services provided by third party companies. Where this is necessary, your details will not be passed to any third party without your prior consent.

Usage Data

My website may make use of statistical tracking via counters and analytics, thus I may know the number of times you visit our website, and your approximate geographical location when visiting my website as indicated by your IP address.  

Cookie Data  

Cookies are small files deposited from a website onto your computer which uniquely identify you with respect to your online behaviours and preferences. Cookies are used on my website.  

Disclosure Of Data  

I will never make your personal data public unless required by exceptional legal circumstances, for example protecting my own interests in trying to recover an unpaid invoice, or aiding police in criminal investigations.  

Safe Storage of Your Data   

Any and all personal data belonging to you which is in my possession is stored as securely as possible. Where third party storage is used, for example cloud storage, I am reliant on the security systems in place used by cloud storage companies and cannot be held responsible should a breach occur.  

I have in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, I limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know such data. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

Data Retention

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

The data used for providing my services will be stored whilst the contract is in place and for a maximum of twelve months after the contract ends.  Accountancy data will be held for the statutory period as required by the UK Government.

Your Rights  

Under the General Data Protection Regulation (GDPR) and The Data Protection Act 2018 (DPA) you have, under certain circumstances, the right to access, update or delete the information we hold about you, the right of rectification, the right to object, the right to portability and the right to withdraw consent.  

You have the right to lodge a complaint with the UK supervisory authority, which is the Information Commissioner’s Office (ICO).  If you are unhappy about any aspect of how I handle your personal data or the application of your rights then please contact me in the first instance via the email address above.

The ICO contact details can be found at www.ico.org.uk

Changes To This Privacy Notice   

Periodically, it may be necessary for me to make changes to this privacy notice. If I should update any of my policies with regards to how we handle your personal data, I will notify you by email and make you aware of the changes.