This privacy notice tells you what to expect us to do with your personal information.
Contact details
Email: hello@parallelva.online
What information we collect, use, and why
We collect or use the following information to provide and improve products and services for clients:
- Names and contact details
- Addresses
- Pronoun preferences
- Occupation
- Transaction data (including details about payments to and from you and details of products and services you have purchased)
- Usage data (including information about how you interact with and use our website, products and services)
- Information relating to compliments or complaints
- Video recordings
- Audio recordings (eg calls)
- Records of meetings and decisions
- Account access information
- Website user information
We collect or use the following personal information for the operation of client or customer accounts:
- Names and contact details
- Addresses
- Purchase or service history
- Account information, including registration details
- Information used for security purposes
- Marketing preferences
We collect or use the following personal information for information updates or marketing purposes:
- Names and contact details
- Addresses
- Profile information
- Marketing preferences
- Purchase or account history
- Website and app user journey information
- IP addresses
We collect or use the following personal information for research or archiving purposes:
- Names and contact details
- Addresses
- Purchase or client account history
We collect or use the following personal information to comply with legal requirements:
- Name
- Contact information
- Identification documents
- Client account information
- Any other personal information required to comply with legal obligations
We collect or use the following personal information for dealing with queries, complaints or claims:
- Names and contact details
- Address
- Account information
- Purchase or service history
- Call recordings
- Photographs
- Customer or client accounts and records
- Financial transaction information
- Correspondence
Lawful bases and data protection rights
Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.
Which lawful basis we rely on may affect your data protection rights which are in brief set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:
If you make a request, we must respond to you without undue delay and in any event within one month.
To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.
Our lawful bases for the collection and use of your data
Our lawful bases for collecting or using personal information to provide and improve products and services for clients are:
- Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
- Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
- Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
- Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
- As a virtual assistant, I collect and use personal information to provide and improve my products and services for clients. My legitimate interest in collecting this information lies in the necessity to effectively perform and enhance the services that I offer. This includes understanding client needs, personalising interactions, and ensuring efficient communication. The benefits of collecting and using this information include: Enhanced Service Quality: By understanding client preferences and requirements, I can tailor my services to meet their specific needs, leading to higher satisfaction and better outcomes. Efficient Communication: Accurate and up-to-date contact information allows for seamless interactions, ensuring that clients receive timely updates and responses. Improvement of Services: Analysing feedback and usage patterns helps in identifying areas of improvement, allowing me to continuously enhance the quality of my services. I understand that the collection and use of personal information come with potential risks and impacts on the privacy of individuals. However, I am committed to ensuring that these risks are minimised and that the interests of my clients are always prioritised. I take measures to secure personal information and use it solely for the purposes outlined above, without unfairly putting my needs above those of my clients. My legitimate interest in using personal information is balanced with a strong commitment to protecting the privacy and rights of my clients, ensuring that the benefits of using this information significantly outweigh any potential risks.
- Public task – we have to collect or use your information to carry out a task laid down in law, which the law intends to be performed by an organisation such as ours. All of your data protection rights may apply, except the right to erasure and the right to portability.
Our lawful bases for collecting or using personal information for the operation of client or customer accounts are:
- Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
- Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
- Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
- Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
- As part of operating client or customer accounts, I collect and use personal information to ensure smooth and efficient service delivery. My legitimate interest in this activity stems from the need to manage and maintain accurate client records, provide tailored services, and facilitate effective communication. The benefits of collecting and using this information include: Accurate Account Management: Keeping detailed and accurate records helps in managing client accounts efficiently, ensuring that all client interactions are tracked and addressed appropriately. Personalised Services: Understanding client preferences and requirements allows me to offer personalised services, improving client satisfaction and loyalty. Effective Communication: Maintaining up-to-date contact information ensures that I can communicate important updates, service changes, and other relevant information promptly. I recognise that the collection and use of personal information involve potential risks and impacts on individuals' privacy. However, I take robust measures to minimise these risks, such as implementing strong data security practices and using personal information strictly for the purposes outlined above. I am committed to prioritising the privacy and rights of my clients, ensuring that my legitimate interest does not unfairly override their needs or expectations. By balancing my legitimate interest with a strong commitment to protecting client privacy, I aim to demonstrate that the benefits of collecting and using personal information significantly outweigh any potential risks.
Our lawful bases for collecting or using personal information for information updates or marketing purposes are:
- Public task – we have to collect or use your information to carry out a task laid down in law, which the law intends to be performed by an organisation such as ours. All of your data protection rights may apply, except the right to erasure and the right to portability.
Our lawful bases for collecting or using personal information for research or archiving purposes:
- Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
- Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
- Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
- Public task – we have to collect or use your information to carry out a task laid down in law, which the law intends to be performed by an organisation such as ours. All of your data protection rights may apply, except the right to erasure and the right to portability.
Our lawful bases for collecting or using personal information to comply with legal requirements:
- Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
- Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
- Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
- Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
- As a responsible business, I collect and use personal information to comply with legal requirements. My legitimate interest in this activity is based on the need to fulfil legal obligations and ensure that my business operations are in accordance with applicable laws and regulations. The benefits of collecting and using this information include: Legal Compliance: Adhering to legal requirements helps in maintaining the integrity and credibility of my business, ensuring that all operations are lawful and transparent. Regulatory Assurance: By complying with relevant regulations, I can avoid potential legal penalties and maintain a good standing with regulatory authorities. Protection of Rights: Ensuring legal compliance helps in protecting the rights and interests of my clients and stakeholders, fostering trust and confidence in my business practices. I understand that the collection and use of personal information for legal compliance may involve potential risks and impacts on individuals' privacy. However, I take appropriate measures to minimise these risks, such as implementing strong data security practices and using personal information strictly for the purposes required by law. I am committed to prioritising the privacy and rights of my clients, ensuring that my legitimate interest does not unfairly override their needs or expectations. By balancing my legitimate interest with a strong commitment to protecting client privacy, I aim to demonstrate that the benefits of collecting and using personal information significantly outweigh any potential risks.
- Public task – we have to collect or use your information to carry out a task laid down in law, which the law intends to be performed by an organisation such as ours. All of your data protection rights may apply, except the right to erasure and the right to portability.
Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:
- Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
- Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
- Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
- Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
- As a virtual assistant, I collect and use personal information to effectively deal with queries, complaints, or claims from clients. My legitimate interest in this activity is to ensure that I can provide prompt and accurate responses, resolve issues efficiently, and maintain high levels of client satisfaction. The benefits of collecting and using this information include: Timely Resolutions: By having access to relevant personal information, I can quickly address and resolve queries, complaints, or claims, ensuring a smooth and satisfactory experience for my clients. Improved Communication: Accurate and detailed records enable clear and effective communication, which is essential for understanding and addressing client concerns. Enhanced Service Quality: Analysing feedback and complaints helps in identifying areas for improvement, allowing me to enhance the quality of my services and prevent future issues. I recognise that the collection and use of personal information for dealing with queries, complaints, or claims may involve potential risks and impacts on individuals' privacy. However, I take appropriate measures to minimise these risks, such as implementing strong data security practices and using personal information strictly for the purposes outlined above. I am committed to prioritising the privacy and rights of my clients, ensuring that my legitimate interest does not unfairly override their needs or expectations. By balancing my legitimate interest with a strong commitment to protecting client privacy, I aim to demonstrate that the benefits of collecting and using personal information significantly outweigh any potential risks.
- Public task – we have to collect or use your information to carry out a task laid down in law, which the law intends to be performed by an organisation such as ours. All of your data protection rights may apply, except the right to erasure and the right to portability.
Where we get personal information from
- Directly from you
- Publicly available sources
- Suppliers and service providers
How long we keep information
Purpose: This policy outlines the retention and disposal of personal information collected and used by our virtual assistant business to ensure compliance with UK legal regulations, including the Data Protection Act 2018 and the UK GDPR.
Scope: This policy applies to all personal information collected and processed by our business, including client contact details, service records, and any other personal data.
Retention Schedule:
- Client Contact Details: Retention period of 5 years to maintain communication and provide ongoing services. Secure deletion after this period.
- Service Records: Retention period of 7 years to document services provided and resolve any potential disputes. Secure deletion after this period.
- Financial Transactions: Retention period of 7 years to comply with tax regulations and financial audits. Secure deletion after this period.
- Employment Records: Retention period of 6 years to comply with employment laws and regulations. Secure deletion after this period.
- Complaints and Claims Records: Retention period of 7 years to address and resolve client complaints and claims. Secure deletion after this period.
- Marketing Data: Retention period of 2 years to analyse marketing effectiveness and client preferences. Secure deletion after this period.
Policy Statement: We collect and use personal information solely for the purposes outlined in our privacy policy and retention schedule. Personal information is retained only for as long as necessary to fulfill the purposes for which it was collected, and is disposed of securely when no longer needed.
Legal Compliance: We ensure that all personal information is retained in accordance with UK legal requirements, including the Data Protection Act 2018 and the UK GDPR. We regularly review and update our retention policies to remain compliant with any changes in legislation.
Data Security: We implement robust data security measures to protect personal information from unauthorized access, disclosure, or destruction. This includes encryption, access controls, and regular security audits.
Client Rights: Clients have the right to request access to their personal information, request corrections, or request the deletion of their information in accordance with UK GDPR regulations.
Review and Update: This policy is reviewed annually and updated as necessary to ensure ongoing compliance with legal and regulatory requirements.
Who we share information with
Others we share personal information with
- Regulatory authorities
- Organisations we’re legally obliged to share personal information with
- Professional consultants
How to complain
If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.
If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint
Last updated
10 January 2025
