Who this policy applies to
• People who visit and use our Site
• Subscribers to My Virtually Limited
• People who contact us
• Job applicants and our current and former employees
How we use your information
We process and use personal information in several different ways depending on who has provided the information and for what purposes.
People who visit and use our Site
Signing up to newsletters, email updates, requesting quotes and other interactive features. Our Site may invite you to sign up for certain features, such as newsletters, email updates, quote requests and other general interactive features. Where you provide information for these purposes, we will use your information to provide the relevant service or feature that you have requested and to manage your preferences. We may also gather statistics around email opening and clicks using industry standard technologies to help us monitor and improve our newsletters and email subscriptions. You will have the ability to unsubscribe from any repeat communications at any time.
Site search engine. If you perform any searches on our Site, search queries and results may be logged anonymously to help us to improve our Site and search functionality. No user-specific data is collected.
Blog. We may also collect information about visitors’ activities on our blog, for example the number of users viewing a page on the blog, to monitor and report on the effectiveness of the blog and help us improve it. Visitors may be required to enter a name and email address to view our blog and/or post comments.
Security and performance. We maintain the security and performance of our Site, solely ourselves, so the information processed by visiting this site is managed by us, only.
Subscribers to My Virtually Limited
In addition to the above, where you subscribe to use our Services, we will need to use some personal information in the context of our relationship pursuant to the terms outlined in our contracts.
Application process. When you apply to subscribe to use our Services, the information you give us may contain some personal information, for example where the business is a sole trader and or contact details of a relevant member of staff. We will use this for its own purposes to assess your application and provide our Services to you, as applicable.
Subscribing to My Virtually Limited. Our subscription services are provided according to our terms of service and contain features which enable Users to upload, store and process substantial amounts of personal information, for example contact records for your business, some of which may be sensitive personal information. When you provide any personal information to us in the course of using our subscription services, you do so as the “data controller” under UK Data Protection Law. We shall only process it in accordance with the terms of service and in the context of providing the Services to you and do so as the “data processor”. You and we shall both comply with prevailing UK data protection legislation at all times in this regard.
People who contact us
We may record personal information provided to us by telephone, email, in person or otherwise in writing or electronically. We will only use your information for the purposes that you provided it to us and for administrative purposes, always in compliance with Data Protection Law. Email monitoring or blocking software may be used. Please be aware that you have a responsibility to ensure that any communications from you are within the bounds of the law.
Job applicants, current and former employees. When individuals apply to work for us, we will only use the information they supply to us to process their application and to monitor recruitment statistics. Where we want to disclose information to a third party, for example where we want to take up a reference or obtain a ‘disclosure’ from the Criminal Records Bureau we will not do so without informing the applicant beforehand, unless the disclosure is required by law.
Personal information about unsuccessful candidates will be held for 12 months after the recruitment exercise has been completed, it will then be destroyed or deleted. We may retain de-personalised statistical information about applicants to help inform our recruitment activities, but no individuals are identifiable from that information.
Once a person has taken up employment with us, we will compile a file relating to their employment. The information contained in this will be kept secure and will only be used for purposes directly relevant to that person’s employment.
Once their employment with us has ended, we will retain the file in accordance with the requirements of our retention schedule and then delete it.
Third parties: We contract with a number of third parties to assist us in providing our Site and Services. For example, we may, in the future, use third parties to develop our Site and to provide the servers on which our Site is hosted. Wherever third parties are involved in processing personal information on our behalf, we shall ensure they do so in accordance with UK Data Protection Law. Third parties are not allowed to use your personal information for their own purposes.
Server location: Our Site servers are and will always be located in the UK and/or the EEA. In order to effectively process credit or debit card transactions it may be necessary for the bank or card processing agency to verify your personal information for authorisation with an entity outside the EEA. Such information will not be transferred out of the EEA for any other purpose.
Access to your personal information: We try to be as open as we can be in terms of giving people access to their personal information. Individuals can find out if we hold any personal information by making a ‘subject access request’ under the Data Protection Act 1998. 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; and
• let you have a copy of the information in an intelligible form.
To make a request to us for any personal information we may hold you need to put the request in writing to the address provided below.
If we do hold information about you, you can ask us to correct any mistakes by writing to the address below.
Further information. “We”, “us” or “our” refer to My Virtually Limited
My Virtually Limited, 25 Belfairs Park Drive, Leigh-on-Sea, Essex SS9 4TW. Email: firstname.lastname@example.org Telephone: 020 3598 6137