Data Privacy Policy

Thank you for trusting us with some information about you. We take that trust seriously and we want you to know how we use your information and why.

1. WHO IS HOLDING YOUR INFORMATION?

Furze Executive Assistance Ltd (Registration Number: 14923429) t/a Tracey Wilmshurst Virtual Services

If you have any questions, please contact us in writing at hello@twvs.co.uk

2. WHOSE INFORMATION DO WE COLLECT?

We process information about:

  • "Prospects" - contacts working at or connected with potential Clients; potential clients
  • "Clients" - who have bought goods or services from us, and "Client Contacts" who are individuals employed by or contracted to Clients; children for whom services have been purchased
  • "Suppliers", "Associates" - suppliers or potential suppliers of goods or services to us
  • "Affiliates/Referrers" - who have signed up to our affiliate scheme or who have referred Prospects to us
  • "Employees" - Our employees if we have any. Employees should refer for data privacy information relating to their own data to their contract of employment

3. OUR POLICY

We promise respectful treatment of the personal information of everyone we have contact with. We want it to be simple and clear.

This Policy explains how we do that – when and why we collect information, how we use it, the situations when other people can see or use it, and how we keep it secure.

But just to set the scene in case you don't want to read through all the details just now, we can be clear up front.

We don't sell, rent or trade email lists with anyone else.

We've split this Policy into sections, depending on who you are.

  • Section A is for everyone and includes information about cookies on our websites.
  • Section B is for you if you are or work for a business prospect.
  • If you are a Client or a Client Contact, Section C is for you.
  • Section D is for you if we have information about you purely because we are providing services to a Client.
  • And if you're a supplier, associate or Affiliate/Referrer, Section E is for you.

SECTION A: FOR EVERYONE

Whoever you are, our intention is to use your information to make things work smoothly for you in your experience of dealing with us. If that's not how it turns out for you, please make sure to contact us. It's best to put things in writing, which you can do by emailing the address above.

We keep this Policy under regular review, and we may revise it as time goes on. Please check back here from time to time to make sure you've got the latest information.

A1: OUR GENERAL APPROACH TO PERSONAL DATA

We're committed to protecting your privacy and honouring your legal rights to control how we use your personal data.

We only collect and use personal data when we need to:

  • because you have asked us to do something (for example, send you newsletters)
  • so that we can reply to queries or complaints
  • to develop and manage our business relationships
  • to help grow our business and fulfil our contracts
  • to provide services to clients
  • to calculate payments to associates or Affiliates/Referrers
  • to meet our legal obligations

A2: CATEGORIES OF DATA

The types of information that we will be processing depend on the nature of our relationship with you.

We may process information about you that you have yourself provided to us or published generally on the internet through social media or on other websites.

In all cases, we will have what identifying and communication information that is relevant and that we can sensibly obtain: that is, your name, email address, employer or business name, job title or position, contact address, social media addresses, and we may also capture some of the information published by you in your social media output to the extent that it may be relevant to our interactions.

A3: DOWNLOADS, NEWSLETTERS AND SERVICES

We monitor who opens what in our newsletter lists, and pre-set sequences of information we send you. We do this, so we can see if content is popular and generate more of it, or if it is not read.

There may be sub-routines that trigger if you click on links or articles. These are designed to offer you more information about things you are interested in.

You can unsubscribe from these sequences at any time.

Existing Clients may receive emails about specific offers relating to things you have already purchased. You can unsubscribe from these at any time.

A4: SOCIAL MEDIA

We have an active presence on social media. If you are using social media they are holding and using your information in accordance with their data privacy policy.

If you 'like' any of our posts or 'follow' us or contact us on social media we keep a record of that. Your replies to us, messages you send us, and your other activity linked to our posts may be seen by members of our staff and by our associates. Our contracts with them hold them to high standards of protecting your information.

A5: NO SALE OR EXCHANGE OF YOUR DATA

We do not sell or exchange your personal data with organisations who may want to sell you something or use your data for research or other purposes.

A6: DATA LOCATION AND PLATFORMS

Like most small businesses, we do not have any tailor-made software – we use mainstream packages for everything from our Client records, to email, to accounting.

This means that some of your data may be held in the EEA, and some may be held in services in the USA or elsewhere. We have picked mainstream suppliers with appropriate security standards.

SECTION B: PROSPECTS

Most of the information we process comes from you. We process it so we can reply to you, and when you contact us again we know what you asked before, what you were sent, and what you told us.

Typically, we are collecting name, contact details, how we came across you, and background information from you or published by you on social media or freely accessible on the internet, on why you might be interested in our products or services or a relevant contact for our business.

SECTION C: CLIENTS

Once you buy something from us, we will collect information from you at the point of sale.

This will include the information we collect from Prospects (above). We collect your email address, phone number and postal address so we can provide what we have contracted to, invoice you and keep proper records of our business relationship.

C1: THIRD PARTY DATA

As well as your own personal data, we understand that you may need to provide us with personal data relating to your employees, your workers, or third parties (often your clients or suppliers) – depending on the services we are providing to you. We hold all such information under strict confidentiality obligations, as set out in our terms of business.

C2: FINANCIAL AND CREDIT CARD DETAILS

Credit card payments are handled by an external secure processor in accordance with their data security policies.

We receive limited information from our processor for us to tie up your payment with your invoice.

SECTION D: THIRD PARTY INFORMATION

We will act in accordance with your statutory rights, subject to the exclusions and exemptions that may apply.

When we are processing data about you on behalf of a Client, we are operating under the banner of our Client's data privacy policy. We will refer any enquiry from you to them, as they are the 'data controller' responsible for dealing with your query. But we will support that by providing relevant information to our Client for passing to you.

SECTION E: SUPPLIERS, ASSOCIATES AND AFFILIATES

If you become a supplier, associate or an Affiliate/Referrer we keep a copy of the contract between us, and your bank details so we can pay you. We also keep a record of invoices/payments for accounting purposes.

We keep a record of the work you undertook for us/our clients along with any comments, reviews or suggestions about that work including complaints (if any) and their resolution.

4. COMPLAINTS

If you have a complaint about the way we are handling your information or how we have responded to a request for information or removal, you can take this up in the first instance by emailing us at the email address set out above.

If we can't sort it out, the relevant supervisory authority details can be found on the form above.