This policy was last updated:05 March 2018
The website of Outsourced Virtual Office (www.outsourcedvirtualoffice.com) is owned by Outsourced Virtual Office Limited. This policy explains how we will handle the privacy of your information. We are committed to maintaining robust privacy protections for all our users. We will take the necessary steps to ensure that users information is safeguarded and kept in accordance with all applicable laws and regulations.
If you do not wish to be bound by these Terms and Conditions, you are advised not to use the Website.
Outsourced Virtual Office Limited is registered in England and Wales under company number 09956378 and our registered office is at Outsourced Virtual Office, Corby Enterprise Centre, London Road, Corby, Northamptonshire NN17 5EU. We can be contacted by email to firstname.lastname@example.org.
The information that you provide us with is collected from any online details given and processed in accordance with UK legislation.
In order to provide our services to you, we may ask you for certain personal information, We will only ask for this if it is necessary to carry out a service that we provide to you and on the basis of one of the six legal bases permitted under the General Data Protection Regulation (GDPR).
You agree that all information, blogs, photographs, and other material that you post on the Website belong to you exclusively and that you assign to us full copyright of the content.
From time to time, we may need to obtain information from third parties about you. This will only apply where it is necessary to provide our services to users and as permitted by law.
Your information will be used by us to enable us to provide our services to you. We act as a Data Controller of your information and undertake to protect your personal and sensitive data in a manner that is consistent with the requirements of the GDPR. We will take reasonable measures to ensure the secure storage of your data.
Personal data submitted on this website will be used as described below and for the following purposes:
Contact Us/Contact Form: We use the details that you give us, by website submission, email or phone, to follow up on enquiries, to send you general information about us and our services, to ask for feedback, reviews or testimonials, to deal with complaints or any reports about other user’s use of the Website. The basis for holding this information is as being for legitimate legal purposes or to fulfil a contractual obligation where the contact is from an existing client.
Newsletter: We collect and process the data of all users who subscribe to our newsletter from our website. We will hold details of your given name and email address for this purpose. We use Mail Chimp to send out our newsletter, who process this service as a data processor on our behalf. You can opt out of this service at any time. Data will be retained for a 12-month period and we may contact you to ask if you wish to continue receiving this service.
Blog: We use WordPress to publish our blog and anonymous information to track users’ activity in relation to the blog. If you wish to post a comment on the blog, you will be asked to give your name and email address.
Phone calls: Phone calls to us may be monitored for training purposes and any data relating to the call may be recorded and retained by us. The data will be held on the basis of being for our legitimate business needs or in order to fulfil our contractual obligations if you are a client of ours.
Emails: We retain copies of emails sent to us on our servers which are hosted by Microsoft 365 in the Cloud.
We may contact you by email to send you; general (non-marketing) communications on the basis on a contractual relationship with us or where we have a legitimate business interest; email notifications where you have specifically consented to receive such; and marketing communications, where specific consent has been given by you.
Downloads: We use Download Monitor and Ninja forms to enable us to provide documents that Users can download directly from the Website. We collect your email address prior to enabling You to download any documents and the number of downloads is recorded and shown on the Website page. You are referred to the terms of the websites https://www.download-monitor.com/terms-conditions/ and https://ninjaforms.com/terms-conditions/
Users of this website do so at their own discretion and provide any personal information at their own risk.
Your data may be shared with subcontractors or Data Processors working on our behalf,
We may use Data Processors who act on our instruction in relation to the management of your data and they must adhere to all data protection laws and regulations. We have contracts with our Data Processors to ensure compliance with this requirement under the GDPR.
You will be informed of any other Data Controllers who have access to your data and may determine processing activities separately to us or as a Joint Data Controller.
We will only send you emails about our products and services, i.e. direct marketing, with your express consent. You have the option not to give consent and to withdraw consent at any time. You may withdraw your consent for us to contact you by contacting us at email@example.com.
We keep your personal information in accordance with our Data Retention Policy which reflects our needs to provide services to you as contracted and also as required to meet legal, statutory and regulatory obligations. The need to hold information is regularly reviewed and information/data will be disposed of when no longer required.
Outsourced Virtual Office cannot guarantee or verify the contents of any externally linked website and users click on external links at their own risk. Outsourced Virtual Office and its owners cannot be held liable for any damages or implications caused by visiting any external links mentioned.
Communication, engagement and actions taken through external social media platforms that this website and its owners participate on are subject to our Terms and Conditions as well as the privacy policies held with each social media platform respectively.
Users are advised to use social media platforms wisely and communicate and/or engage with them with due care and caution in regard to their own privacy and personal details. This website nor its owners will not ask for personal or sensitive information through social media platforms and encourage users wishing to discuss sensitive details to contact them through primary communication channels such as by telephone or email.
We use HubSpot to provide us with details about user’s interactions on the Website. HubSpot will put cookies on your device to enable us to track your usage. You can turn these off on your browser settings.
Our website is hosted by Poppy Design Studio. Any information that you supply to us may be stored and processed by our servers located in Congleton, England or any other country that provides suitable and adequate security measures to protect the data. Your data may be transferred in accordance with the relevant data protection laws.
The General Data Protection Regulation (GDPR) gives individuals, known as ‘data subjects’, the right to access personal data that is held by organisations by a subject access request (SAR). We will endeavour to respond quickly to any such requests, which legally require us to respond within one month of receiving the request and necessary information. We have a formal request form to deal with SAR requests that can be accessed on our website, www.outsourcedvirtualoffice.com or by writing to us at Outsourced Virtual Office, Corby Enterprise Centre, London Road, Corby, Northamptonshire NN17 5EU. You will need to tell us how we acquired the information and in what form.
Data subjects have the right to request that we amend or change personal information that we hold about you, that is inaccurate or incorrect.
Data subjects have the right to ask us to delete personal information from our systems without giving any reason and at any time. We will act on any request without delay.
Data subjects have the right to rectification or erasure of personal data in the following circumstances:
Data subjects have the right to obtain and transfer their data to different service providers.
Data subjects have the right to object to the processing of data at any time based on their particular situation. This includes objecting to profiling unless it is in the ‘public interest’ or exercised lawfully by an official authority. We will only process data where we can demonstrate lawful grounds for doing so.
Right not to be subject to decisions based on automated processing
We do not use any automated processing that results in a relevant automated decision based on a data subject’s personal information.
If you wish to invoke any of these rights, you can contact our Data Controller by email to firstname.lastname@example.org.
We will report any unlawful breach of data as required by the GDPR within 72 hours of the breach occurring, if it is considered that there is an actual, or possibility, that data within our control including the control of our data processors, has been compromised. If the breach is classified as ‘high risk’ we will notify all data subjects concerned using an appropriate means of communication. We will report any relevant breaches of date to the Information Commissioner’s Office (ICO).
If you have any concerns about how we handle your data, you can contact the Data Controller by writing to Outsourced Virtual Office, Corby Enterprise Centre, London Road, Corby, Northamptonshire NN17 5EU or by email to email@example.com.
If you have a complaint about the use of your data you can contact us by email to firstname.lastname@example.org. We are registered as a Data Controller with the Information Commissioner’s Office (ICO), registered number ZA197769.
Alternatively, you can formally report an issue of concern to the Information Commissioner’s Office, the UK body that governs Data Protection. See https://ico.org.uk