Privacy Notice

I’m Your PA Ltd

2 Shaw Park Business Village

Shaw Road

Wolverhampton

WV10 9LE

Tel: 01902 585 222

Email: info@imyourpa.co.uk

Contact: Michele Ibbs

I’m Your PA provides a Virtual Personal Assistant service to a wide range of business sectors that do not have time to manage their phone call enquiries, bookings and general enquiries which can include administration duties.

We have several systems in place to manage all inbound and outbound calls, additional systems are in place to manage all administration services. All businesses that we engage with are aware of the information we will need, so that we can carry out our daily duties.

The information required from our clients before proceeding.

Contact Name, Email address and Telephone/ Mobile Number

Company Name and Address

Information about the company which we can share with their clients.

Information as to what information will need from their clients.

Level of information that we can receive on your behalf

Signed written agreement.

Any supporting documents that support our call that we will need to complete during/after a call.

Access to our client’s diary to add details – i.e., Appointments

Once we have our clients’ details to start work then the information will include the following.

Their client’s name, number, and email

Client’s phone call messages (content)

Information regarding client’s business meeting dates

Completed documents pertaining to the business activity.

All clients sign up using an online form – https://imyourpa.wufoo.com/forms which collates the specific requirements for the management team to proceed.

Most of our clients will either give us access or create an online diary system whereby we can book appointment on behalf of our clients.

All the information collated before, during and after carrying out the work will be required as evidence that we are supporting the business needs. Our clients will have a copy of everything that we have achieved each day – either verbally or/and by email.

How we get the information and why we do we have it

All information would be provided by our clients as they will be expecting us to deliver our services in a way that benefits their business. Our professional service is what we provide so all information required allows us to deliver the best service for all.

We receive information via web chat, email, verbally or written from business owners that are looking for the services that we offer. We have the information to be able to provide a quotation before starting the work specified directly from our client(s).

We are not able to deliver our services without specific information as wrong information may damage our client’s company reputation. Our services are setup to support other business owners as they need to provide a reliable service to their clients.

Lawful Basis

I’m Your PA Ltd understands the following.

  • Our responsibility to protect the individual’s interest
  • We have conducted a legitimate interest’s assessment (LIA) and keep a record of it, to ensure that we can justify our decision.
  • We have identified the relevant legitimate interests
  • We have checked that the processing is necessary and there is no less intrusive way to achieve the same result.
  • We have done a balancing test, and are confident that the individual’s interests do not override those legitimate interests
  • We only use individuals’ data in ways they would reasonably expect, unless we have a very good reason.
  • We are not using people’s data in ways they would find intrusive, or which could cause them harm, unless we have a very good reason.
  • If we process medical data, we take extra care to make sure we protect their interests.
  • We have considered safeguards to reduce the impact where possible.
  • We have considered whether we can offer an opt out option.
  • If our LIA identifies a significant privacy impact, we have considered whether we also need to conduct a DPIA (Data Protection Impact Assessment)
  • We keep our LIA under review and repeat it if circumstances change.
  • We include information about our legitimate interests in our privacy information.

What we do with the information

The information that we have is used to perform the service set by our client which includes a list of information we can shared with their new or existing client and suppliers.

All client information remains with our internally, no information is shared outside of our company unless written consent has been provided by our client.

Our internal staff would consist of our Marketing Team, Accounts Department, Administration Team, IT Department, and the Management Team. All would have access restricted to the department or team they are working in. The Management with have access to all areas as they will need to carry out industry audits.

Our external contacts would consist of Auditors from HMRC, VAT inspectors, Debt Recovery, or any other law enforcement organisation therefore your details will be made available to them if required. All clients will be notified accordingly should any issues become inevitable.

How we store your information

We have a secure system in place to store our client’s information whether that be electronic encrypted files in the cloud or paper based locked away. However, we make it our duty to minimise the use of paper in the office and electronic notes are encouraged.

We keep client information for the duration of their contract, at the end of their contract all information will be returned to them. Therefore, we would only retain client details for HMRC / Accountancy requirements of 7 years so should you request a copy, we are able to provide it.

After that period, we will delete your information from our system. Electronic files will be deleted from our system which will be managed by our management team and paper files will be destroy (via licenced confidential waste disposal company).

Enquiries that we have, whereby we have a name and telephone only, they will be deleted within 12 months as they no longer wish to use our services.

Your data protection rights

Under data protection law, you have rights including:

Your right of access – You have the right to ask us for copies of your personal information.

Your right to rectification – You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.

Your right to restriction of processing – You have the right to ask us to restrict the processing of your information in certain circumstances.

Your right to object to processing – You have the right to object to the processing of your personal data in certain circumstances.

Your right to data portability – You have the right to ask that we transfer the information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact: Michele Ibbs

Tel: 01902 585 222

Email: info@imyourpa.co.uk

Should you have any concerns regarding the information we are holding please contact us first so we can address the matter quickly.

How to complain

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:           

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Helpline number: 0303 123 1113

We may change this Privacy Notice from time to time. This may be necessary, if the law changes, or if we change our business in a way that affects your personal information. Any changes will be immediately posted on our website – This Privacy Notice was last updated on 10th December 2021

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