Privacy Policy
The Online VA will always make it clear to you when we collect your personal information and will explain to you what we intend to do with it and how long we store it.
For the purpose of the General Data Protection Regulation (Regulation (EU) 2016/679) and the Data Protection Act 2018, the data controller is Heidi Riedel, trading as The Online VA.
Website
When someone visits our website we use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website.
When you contact us via our website, your contact details will be stored only for the purpose of getting back in touch with you and discussing how we can help. If we are unable to help you, your details will be deleted from our emails.
Our website is fully protected and encrypted and we do not collect Cookies.
Collecting and Storing Your Information
When you engage The Online VA's services, we collect your contact details and some basic information about your business, your tasks, and the support you require, so we can deliver the agreed work.
By providing this information, you give us consent to store it for the purposes of carrying out the services agreed between us.
Depending on the task, this may include information you share with us in order for us to complete admin, diary management, email handling, invoicing, document creation, or other support services on your behalf. We only use this information for the purpose for which it was provided.
All information you give us is stored and kept securely and confidentially in a safe filing system. Any electronic correspondence is stored in an encrypted computer system protected by an antivirus system that is updated on a regular basis.
Your details will be stored for 7 years (in line with the Statute of Limitations under civil law), unless you request earlier deletion and we have no legal obligation to retain the information.
Sharing Your Information and Confidentiality
Maintaining confidentiality is paramount to how The Online VA works with clients.
We will only share your information in the following circumstances:
If you have given us explicit consent for information to be disclosed to a specific person or organisation (for example, a third-party supplier you've asked us to liaise with).
If we are required to do so by law.
Consent to disclose information will be sought whenever possible.
Accessing Your Information – Subject Access Request (SAR)
What is a subject access request?
Under data protection law, you have the right to request all personal data that a data controller holds about you by making a subject access request. We will respond to a clear, identifiable request within one calendar month of receipt.
You can make a request to access your personal information by emailing your request to info@cihandled.com for the attention of Heidi Riedel.
Your Rights to Rectification and Erasure
You have the right to ask us to rectify any information we hold about you, and to delete it — including personal information that is no longer relevant to the original purpose it was collected for, for example once our working relationship has ended or if you wish to withdraw consent. These rights apply unless we have a legal obligation to retain the information.
Your Rights to Data Portability
You have the right to receive your personal information in a format previously provided, and to transfer this information to another party.
Digital Tools
AI is used occasionally to assist with drafting and refining administrative communications, including emails, text messages, appointment-related correspondence, and business documents. No identifiable client information or confidential business content is entered into AI systems. AI-generated content is reviewed and edited before use.
Complaints
If you have any concerns or complaints about how we handle your data, please contact Heidi Riedel directly. We will review your concern and respond within 30 days.
If you feel your complaint has not been resolved to your satisfaction, you have the right to contact the Information Commissioner's Office (ICO):
Website: ico.org.uk
Helpline: 0303 123 1113
The ICO can provide independent advice and guidance on data protection matters.