Privacy Notice
Last Updated: 31 July 2025
Who We Are
I’m Your P.A. Ltd
2 Shaw Park Business Village
Shaw Road
Wolverhampton
WV10 9LE
Tel: 01902 585 222
Email: info@imyourpa.co.uk
Contact: Michele Ibbs or James Cunnington
We provide virtual personal assistant services to businesses across multiple sectors, including call handling, diary management, customer service, and administration.
The Data We Collect
- From Clients
To deliver our services, we collect:
– Contact name, telephone number, mobile number, and email address
– Company name and registered/trading address
– Information about your business and how you want us to represent it
– Specific instructions or scripts for client communications
– Diary access or online booking details
– Signed agreements and service documentation - From Clients’ Customers (Third Parties)
Acting on behalf of our clients, we may process:
– Names, telephone numbers, email addresses of your customers
– Enquiry or call content
– Appointment bookings and schedules
– Supporting documentation relevant to business services
We only collect this data as instructed by our clients in our role as a data processor.
How We Use Your Information
We use your data to:
– Provide virtual assistant and customer service functions
– Communicate with your customers as instructed
– Manage appointments and administrative tasks
– Provide daily service reports (via email, WhatsApp, or verbally)
– Invoice and manage accounts
– Meet legal or regulatory obligations (e.g. tax reporting)
We do not use your data for marketing unless you have specifically consented.
Service Communications
We may send you essential service-related communications, including information about holiday closures, service updates, or pricing changes. These are necessary to provide our contracted services and do not require separate consent or an unsubscribe link. You will no longer receive these messages once your service agreement with us ends.
Lawful Bases for Processing
We rely on the following lawful bases under UK GDPR:
– Performance of a contract – to deliver agreed services to clients
– Legitimate interests – to ensure smooth service delivery, accurate communication, and quality control
– Legal obligation – to comply with tax and regulatory requirements
– Consent – where provided, for marketing communications or referrals
When processing third-party data on behalf of clients, we do so under their instructions as data processors.
Who We Share Your Data With
We only share data where necessary, and only with:
– Authorised internal staff (administration, IT, accounts, marketing)
– Our clients (in relation to messages, bookings or updates)
– Approved third-party processors under contract (e.g. CRM, email, and diary tools)
– Regulatory authorities or law enforcement, where legally required (e.g. HMRC, auditors)
We do not share your data with any third party for marketing purposes.
International Data Transfers
Some of the systems we use (e.g. cloud-based CRM or booking platforms) may store data outside the UK. Where this occurs, we ensure appropriate safeguards are in place, including:
– UK International Data Transfer Agreements (IDTAs)
– Data processing agreements with our suppliers
– Platforms certified under relevant frameworks
How We Store and Protect Your Data
We take data security seriously. Your data is stored:
– Electronically on encrypted cloud-based systems with restricted access
– Minimally in paper form, stored securely and locked away
– Access is role-based, with only necessary staff able to access your data
We actively reduce paper use and promote digital record-keeping across the business.
How Long We Keep Your Data
Data Type |
Retention Period |
Client contract and account data |
7 years after contract end (HMRC purposes) |
Call handling logs & appointment data |
Duration of service + 6 months |
Third-party data (e.g. your clients) |
As instructed by our clients |
Unconverted enquiries |
Deleted after 12 months |
Paper files |
Destroyed securely via licensed provider |
After expiry, data is securely deleted or destroyed.
Your Data Protection Rights
Under UK data protection law, you have the right to:
– Access – ask for copies of your personal data
– Rectification – correct inaccurate or incomplete data
– Erasure – request deletion of your data in some cases
– Restriction – limit processing under certain conditions
– Objection – object to processing based on legitimate interests
– Portability – request your data in a transferable format
To exercise any of these rights, please contact:
Email: info@imyourpa.co.uk
Phone: 01902 585 222
You will not have to pay a fee. We will respond within one calendar month.
Cookies and Website Analytics
We may collect limited data via our website (e.g. IP address, browser type, device info) using cookies or analytics tools.
For more information, please read our Cookie Policy at: www.imyourpa.co.uk/cookie-policy
Children’s Data
We do not knowingly collect or process personal data relating to children unless explicitly agreed under client instruction.
How to Complain
If you have any concerns about how we handle your data, please contact us first so we can resolve the issue quickly.
If you are not satisfied with our response, you can contact the Information Commissioner’s Office (ICO):
ICO Contact Details:
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Tel: 0303 123 1113
Website: www.ico.org.uk
Changes to This Notice
We may update this notice periodically. The latest version will always be available on our website.
This version was last updated on 31 July 2025.