Privacy Policy

Effective Date: October 8, 2025

At Virtual Pro Workforce Limited, we value and respect your privacy. This Privacy Policy explains how we collect, use, store, and protect your personal data in compliance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the EU General Data Protection Regulation (EU GDPR) where applicable.

By using our services, you agree to the practices described in this Privacy Policy.

1. Who We Are

Virtual Pro Workforce Limited is a global virtual assistant agency providing professional services to companies in the United Kingdom and the European Union.

Company Number: 16708950
Registered Address: 3rd Floor, 86–90 Paul Street, London, England, EC2A 4NE
Contact Email: main@hellovpw.com
Phone Number: +44 (0) 20 456 843 69

For the purposes of the UK and EU GDPR, Virtual Pro Workforce Limited acts as the Data Controller of your personal data.

2. Information We Collect

We collect and process the following types of information:

Personal Information: Name, email address, phone number, job title, company name, and billing details.
Business Information: Company size, industry, and service requirements.
Technical Data: IP address, browser type, and device information for website analytics.
Communication Data: Any information shared through emails, consultations, or contact forms.

3. Lawful Basis for Processing

We process your personal data only when we have a lawful basis to do so under the UK GDPR and EU GDPR, which may include:

Contractual necessity: To perform a contract with you or take steps at your request before entering into a contract.
Legitimate interests: To operate and improve our services, provided these interests do not override your rights.
Legal obligation: To comply with applicable laws and regulations.
Consent: When you have provided explicit consent (e.g., marketing communications).

4. How We Use Your Information

We use your data to:

Provide, manage, and improve our services.
Match you with qualified virtual assistants.
Process payments and invoices.
Respond to inquiries, provide quotes, and schedule consultations.
Send updates, promotions, or important service-related communications (you can opt out at any time).
Ensure compliance with legal obligations.

5. Sharing Your Information

We do not sell or rent your data. However, we may share your information with trusted third parties for the following purposes:

Service delivery: e.g., virtual assistants, developers, and marketing specialists.
Payment processing and invoicing.
Legal and regulatory compliance.
Website analytics and performance tracking (e.g., Google Analytics).

All third parties are required to process your data in accordance with contractual obligations, ensuring confidentiality, integrity, and compliance with data protection law.

6. International Data Transfers

As a global agency, we may transfer and process your personal data outside the UK or EU. Where we do so, we ensure that appropriate safeguards are in place, such as:

Adequacy decisions by the UK Government or the European Commission; or
Standard Contractual Clauses (SCCs) approved under the UK and EU GDPR.

These measures ensure your data remains protected to the same standard as within the UK or EU.

7. Data Security

We use appropriate technical and organisational measures to protect your data from unauthorized access, alteration, disclosure, or destruction, including:

Encrypted data storage and transmission.
Restricted access controls and secure authentication.
Regular system monitoring and cybersecurity assessments.

8. Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes outlined in this policy, comply with legal obligations, resolve disputes, and enforce agreements. When no longer required, data will be securely deleted or anonymised.

9. Your Rights

Under the UK GDPR and EU GDPR, you have the following rights:

Right to Access: Obtain a copy of your personal data.
Right to Rectification: Correct inaccurate or incomplete information.
Right to Erasure (“Right to be Forgotten”): Request deletion of your data where applicable.
Right to Restrict Processing: Limit how your data is used in certain circumstances.
Right to Data Portability: Receive your data in a structured, commonly used, and machine-readable format.
Right to Object: Object to processing based on legitimate interests or direct marketing.
Right to Withdraw Consent: Where processing is based on consent, you can withdraw it at any time.

If you are based in the UK, you can raise a complaint with the Information Commissioner’s Office (ICO) at www.ico.org.uk.
If you are based in the EU, you can contact your local data protection authority.

10. Cookies and Tracking Technologies

We use cookies and similar technologies to improve user experience, analyze website traffic, and understand how visitors engage with our site. You can control or disable cookies through your browser settings.

11. Updates to This Policy

We may update this Privacy Policy periodically to reflect changes in our practices or legal obligations. The latest version will always be available on our website, and any significant changes will be communicated to you directly.

12. Contact Us

If you have any questions, concerns, or requests about this Privacy Policy or how we handle your personal data, please contact us:

📧 Email: main@hellovpw.com
📞 Phone: +44 (0) 20 456 843 69
🏢 Registered Address: 3rd Floor, 86–90 Paul Street, London, England, EC2A 4NE
🏢 Company Name: Virtual Pro Workforce Limited
🏢 Company Number: 16708950