Privacy Policy

Introduction

My Freelance Admin Ltd ("we", "us", "our") is committed to protecting and respecting your privacy.

This Privacy Policy explains how we collect, use, store and protect personal information when you:

• Visit our website;
• Contact us with an enquiry;
• Subscribe to our marketing communications;
• Engage our services; or
• Interact with us as a client, supplier, contractor or business contact.

We are committed to processing personal data fairly, lawfully and transparently in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and other applicable privacy laws.

Who We Are

My Freelance Admin Ltd is registered in England and Wales (Company Number: 13798654).

For any privacy-related questions, please contact:

Email: info@myfreelanceadmin.com

Information We Collect

We may collect personal information including:

• Name
• Email address
• Telephone number
• Business name
• Job title
• Billing information
• Information provided through enquiries, forms, emails and meetings
• Information shared during the delivery of our services

Website Usage Information

When you visit our website, we may collect information including:

• IP address
• Browser type and version
• Device information
• Referring website
• Pages viewed
• Time spent on pages
• Website navigation behaviour
• General geographic location

This information helps us improve our website, services and user experience.

Marketing Information

If you subscribe to our newsletter or marketing communications, we may collect:

• Name
• Email address
• Subscription preferences
• Records of consent
• Engagement with email communications

Call and Meeting Recordings

Telephone calls may be recorded for training, quality assurance, security and record-keeping purposes.

Where meetings are recorded using tools such as Zoom or Fathom, participants will be informed before recording begins and given the opportunity to decline or leave the recording.

How We Use Personal Information

We use personal information to:

• Respond to enquiries
• Deliver our services
• Manage client relationships
• Provide customer support
• Process invoices and payments
• Maintain business records
• Improve our services
• Send marketing communications where permitted
• Meet legal and regulatory obligations
• Protect our business, clients and systems
• Establish, exercise or defend legal claims

Legal Bases for Processing

We process personal data under one or more of the following legal bases:

Contract

Where processing is necessary to provide services, fulfil agreements or take steps before entering into a contract.

Legitimate Interests

Where processing is necessary for our legitimate business interests, including:

• Delivering services
• Managing client relationships
• Improving our services
• Preventing fraud and security threats
• Managing our business operations

Consent

Where you have provided consent, such as subscribing to marketing communications.

You may withdraw consent at any time.

Legal Obligation

Where processing is required to comply with legal, regulatory or tax obligations.

Service Delivery and Client Data

As a virtual assistant and business support provider, we may process personal information on behalf of our clients as part of delivering our services.

The nature of this processing varies depending on the services provided and may include administration support, customer service, sales support, marketing support, business development activities, diary and inbox management, project coordination, event support, document management, systems and operations support, AI implementation and support, workflow automation, reporting, research, data management and other business support services.

The personal information processed will depend on the services being delivered and the systems used by the client. In some cases, we may process personal information on behalf of our clients as part of providing these services.

Where we process personal information on behalf of a client, we act in accordance with contractual obligations and applicable data protection legislation.

Freelance Virtual Assistants and Contractors

To deliver our services, we may engage carefully selected freelance Virtual Assistants and specialist contractors.

These individuals:

• Are subject to confidentiality obligations;
• Are required to comply with data protection requirements;
• Only access information necessary to perform their role; and
• Are authorised by us to support the delivery of services.

Third-Party Service Providers

We use trusted third-party providers to support our business operations.

These may include:

• Google Workspace
• MailerLite
• Calendly
• Zoom
• Fathom
• Monday.com
• Asana
• Canva
• LastPass
• FreeAgent
• LinkedIn
• WhatsApp Business
• ChatGPT and related AI tools

We may update this list from time to time as our systems and suppliers change.

Where appropriate, these providers process information under their own privacy policies and data processing agreements.

International Transfers

Most personal information is processed within the United Kingdom or countries recognised as providing adequate protection for personal information.

Where personal information is transferred internationally, we will ensure appropriate safeguards are in place as required by applicable data protection law.

Our Virtual Assistants are UK-based. Where work is carried out outside the UK on behalf of a client, this will be agreed with the client in advance.

Marketing Communications

We may send marketing communications where:

• You have provided consent; or
• We are otherwise permitted to do so under applicable laws.

You can unsubscribe at any time by using the unsubscribe link in our emails or by contacting us directly.

Data Retention

We only retain personal information for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting and reporting requirements.

Our typical retention periods are:

Client records
Up to 7 years after the end of the client relationship.

Financial and accounting records
6 years plus the current financial year, in line with UK tax and accounting requirements.

Prospect enquiries
Up to 2 years from the date of the last interaction.

Marketing subscriber information
Until you unsubscribe or withdraw your consent.

Data protection complaint records
Up to 3 years after the complaint has been closed.

Call recordings
Typically retained for up to 12 months.

Meeting recordings
Typically retained for up to 12 months unless a longer retention period is required for operational or legal reasons.

Website analytics data
Retained in accordance with the settings and retention periods of the relevant analytics platform.

In some circumstances, we may retain information for longer where required by law or where necessary to establish, exercise or defend legal claims.

Your Rights

You have the right to:

• Access your personal information
• Correct inaccurate information
• Request deletion of your information
• Restrict processing
• Object to processing
• Request portability of your information
• Withdraw consent where applicable

To exercise any of these rights, please contact:

info@myfreelanceadmin.com

Data Protection Complaints

If you have concerns about how we have handled your personal information, you have the right to make a complaint directly to us.

Complaints can be submitted by email to:

info@myfreelanceadmin.com

Further information about how we handle complaints can be found in our Data Protection Complaints Policy.

If you remain dissatisfied with our response, you may contact the Information Commissioner's Office (ICO):

https://ico.org.uk

Security

We take appropriate technical and organisational measures to protect personal information from unauthorised access, disclosure, alteration or destruction.

However, no method of transmission over the internet or electronic storage can be guaranteed to be completely secure.

Third-Party Websites

Our website may contain links to third-party websites.

We are not responsible for the privacy practices of those websites and encourage you to review their privacy policies before providing any personal information.

Changes to This Policy

We may update this Privacy Policy from time to time.

The latest version will always be available on our website and the date of the most recent update will be shown at the top of this page.

Contact Us

If you have any questions about this Privacy Policy or how we process personal information, please contact:

My Freelance Admin Ltd

Email: info@myfreelanceadmin.com

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