Privacy Policy
Privacy Policy
This Privacy Policy explains how VirtualSync Solutions handles personal data in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Data Controller
VirtualSync Solutions
10 Glenmoy Terrace, Forfar
Contact: [VirtualsyncS@outlook.com]
As a sole trader, VirtualSync Solutions is the data controller responsible for determining the purposes and means of processing personal data.
Collected Personal Data
We may collect the following categories of personal data:
Website Visitors: Name, email address, phone number (if provided via contact forms), and IP address (if website analytics are used).
Clients: Name, contact details (email, phone, address), and any data provided during the course of virtual assistant services (e.g., calendar details, documents, or task-related information).
Cookies: our website uses cookies or analytics tools, we may collect data about your browsing behaviour (see our Cookie Policy for details).
Purpose of Collecting Data
We collect and process personal data for the following purposes:
To respond to inquiries submitted via our website or other communication channels (lawful basis: legitimate interest or consent).
To provide virtual assistant services, such as scheduling, email management, or administrative support (lawful basis: contract).
To manage client relationships, including sending invoices or communications related to our services (lawful basis: contract).
To improve our website and services through analytics, if applicable (lawful basis: consent).
Lawful Basis for Processing
We process personal data under the following lawful bases:
Consent: For inquiries or marketing communications (where you’ve opted in).
Contract: To deliver virtual assistant services to clients.
Legitimate Interest: To respond to inquiries or improve our services, provided this does not override your rights.
Data Sharing
We may share personal data with third-party service providers (e.g., cloud storage, email platforms, or payment processors) only as necessary to deliver our services. All third parties are required to comply with UK GDPR and protect your data. We do not sell or share your data for marketing purposes without consent.
Data Retention
We retain personal data only for as long as necessary:
Inquiry data: Up to 12 months after the last contact, unless you become a client.
Client data: For the duration of our contract and up to 6 years thereafter to comply with HMRC requirements.
Analytics data: As specified in our Cookie Policy, if applicable.
Data Security
We use appropriate technical and organisational measures to protect your data, including encryption and secure cloud storage.
Your Rights
Under UK GDPR, you have the right to:
Access your personal data.
Request correction or erasure of your data.
Object to or restrict processing.
Request data portability.
Withdraw consent (where applicable). To exercise these rights, contact us at [virtualsyncs@outlook.com].
Complaints
If you have concerns about our data practices, please contact us at [virtualsyncs@outlook.com]. You may also lodge a complaint with the Information Commissioner’s Office (ICO) at www.ico.org.uk.
Updates to This Policy
We may update this Privacy Policy to reflect changes in our practices or legal requirements. The latest version will be available on our website.
Last updated: September 22, 2025