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Privacy Policy 

​Vibe VA (referred to as "we," "our," or "us" in this document) respects your privacy and is committed to protecting your personal data. This privacy policy explains how we collect, use, and safeguard your information when you visit our website or use our services. It also explains your rights under UK data protection laws, including the Data Protection Act 2018 and the UK GDPR.

By using our website or services, you agree to the terms outlined in this privacy policy.

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1. Who We Are

Vibe VA is a Virtual Assistant agency providing high-quality virtual support services to businesses. Our registered address is [Insert Company Address], and we are registered in England and Wales under company number [Insert Company Number].

If you have any questions about this policy or our data protection practices, you can contact us at: hello@vibeva.co.uk

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2. The Data We Collect About You

We may collect, use, store, and transfer the following types of personal data:

  • Identity Data: Name, title, and date of birth.

  • Contact Data: Email address, telephone number, and postal address.

  • Business Data: Company name, job title, and industry information.

  • Financial Data: Bank details or payment information for billing purposes.

  • Technical Data: IP address, browser type, time zone settings, and device information.

  • Usage Data: Information about how you use our website or services.

  • Marketing and Communications Data: Your preferences for receiving marketing communications from us.

We do not collect any special category data (e.g., health, race, religion) unless explicitly provided by you with your consent.

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3. How We Collect Your Data

We use the following methods to collect data:

  • Direct Interactions: When you fill out forms, correspond with us via email, or provide information during onboarding.

  • Automated Technologies: Through cookies and similar tracking technologies when you use our website.

  • Third Parties: Information from business partners, analytics providers, or publicly available sources.

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4. How We Use Your Data

We use your data to:

  • Provide and manage our services.

  • Process payments and manage billing.

  • Communicate with you, including responding to inquiries.

  • Improve our website and user experience.

  • Comply with legal obligations.

  • Send marketing communications, if you have opted in to receive them.

We will only use your personal data where we have a lawful basis to do so, including:

  • When it is necessary for the performance of a contract.

  • When we have your consent.

  • When it is in our legitimate interests and your rights do not override those interests.

  • When we need to comply with a legal obligation.

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5. Sharing Your Data

We will not sell or rent your personal data to third parties. However, we may share your data with:

  • Service providers acting on our behalf (e.g., IT support, payment processors).

  • Professional advisers (e.g., accountants, legal counsel).

  • Regulators or law enforcement agencies, where required by law.

All third parties are required to respect the security of your personal data and to treat it in accordance with the law.

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6. International Transfers

If we transfer your personal data outside the UK, we ensure it is protected by requiring the recipient to follow safeguards such as:

  • Adopting standard contractual clauses approved by the UK.

  • Using organisations that are part of the UK’s adequacy framework.

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7. Data Security

We implement appropriate security measures to protect your personal data from loss, misuse, unauthorised access, alteration, or disclosure. These include:

  • Encryption of sensitive data.

  • Access controls to restrict who can access your data.

  • Regular security audits.

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8. Data Retention

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including legal, accounting, or reporting requirements.

  • Client data: Retained for 6 years after the end of the working relationship.

  • Marketing data: Retained until you opt out.

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9. Your Rights

Under UK data protection laws, you have rights including:

  • Access: Request a copy of your personal data.

  • Rectification: Correct any inaccurate or incomplete data.

  • Erasure: Request the deletion of your data (the "right to be forgotten").

  • Restriction: Request a temporary halt to processing your data.

  • Objection: Object to the processing of your data for certain purposes, such as marketing.

  • Data Portability: Request the transfer of your data to another service provider.

To exercise any of these rights, contact us using the details provided above. You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) at https://www.ico.org.uk/.

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10. Cookies

We use cookies to improve your browsing experience and analyse website usage.

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11. Updates to This Policy

We may update this privacy policy from time to time to reflect changes in legislation or our practices. The latest version will always be available on our website.

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12. Contact Us

If you have any questions about this privacy policy, please contact us at: hello@vibeva.co.uk

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