Privacy Policy

Last reviewed: 21 September 2026

Joanna Thompson VA respects your privacy and is committed to handling personal information fairly, securely and transparently. This policy explains what information may be collected, why it is used and the rights available to you.

Who Is Responsible For Your Information?

The data controller is [TO COMPLETE: full legal name or registered company name], trading as Joanna Thompson VA.

• Business structure: [TO COMPLETE: sole trader or limited company]
• Business address: [TO COMPLETE: postal business address]
• Email: [TO COMPLETE: confirmed privacy contact email]
• Telephone: 07774 641195
• Company number, if applicable: [TO COMPLETE or remove]
• ICO registration number, if applicable: [TO COMPLETE or remove]

Information We May Collect

• Your name, business name and job title.
• Your email address, telephone number and other contact details.
• Information you provide when contacting us by email, telephone or WhatsApp.
• Information needed to prepare a quotation, provide services, manage work and respond to enquiries.
• Invoices, payment records and limited financial information required for bookkeeping.
• Technical information about visits to this website, such as IP address, browser type, device information and cookie choices, where the website services collect it.
• Any other information you choose to provide.

Please do not send sensitive or special category information unless it is genuinely needed and appropriate safeguards have been agreed.

How We Use Personal Information

• To reply to enquiries and arrange discovery calls.
• To prepare proposals, quotations and service agreements.
• To provide and manage virtual assistant services.
• To communicate with clients about agreed work.
• To issue invoices, process payments and maintain accounting records.
• To protect the website and business from misuse, fraud or security threats.
• To meet legal, tax and regulatory obligations.
• To improve the website and services where appropriate.
• To send marketing communications only where permitted by law.

Our Lawful Bases

Depending on the circumstances, personal information may be processed because it is necessary to take steps before entering into a contract, to perform a contract, to comply with a legal obligation, for a legitimate business interest that does not override your rights, or because you have given consent.

[TO COMPLETE: confirm whether email marketing is carried out and, if so, describe how consent or another lawful basis is recorded.]

Information Processed For Clients

Some virtual assistant work may involve handling personal information on a client’s behalf. In that situation, the client will normally be the data controller and Joanna Thompson VA will act as a data processor, following the client’s documented instructions and the agreed data-processing terms.

[TO COMPLETE: confirm the process for agreeing data-processing terms and security requirements with clients.]

Who Information May Be Shared With

Information is not sold. It may be shared only where necessary with trusted service providers, professional advisers, payment or accounting providers, website and email providers, or public authorities where disclosure is legally required.

• Website hosting and WordPress services.
• Email, telephone and WhatsApp providers.
• Accounting, invoicing and payment services.
• Cloud storage, customer relationship management and productivity services used for client work.
• Professional advisers and authorities where required.
• [TO COMPLETE: list the actual providers used, including any CRM, cloud storage, bookkeeping, scheduling or payment systems.]

International Transfers

Some technology providers may store or process information outside the United Kingdom. Where this occurs, appropriate safeguards will be used as required by data-protection law.

[TO COMPLETE: confirm which providers transfer data internationally and the safeguards relied upon.]

How Long Information Is Kept

Personal information is kept only for as long as it is needed for the purpose for which it was collected, including legal, tax, accounting and reporting requirements.

• Enquiry records: [TO COMPLETE: retention period]
• Client and project records: [TO COMPLETE: retention period]
• Invoices and accounting records: [TO COMPLETE: retention period agreed with accountant]
• Marketing records: until consent is withdrawn or the information is no longer needed, subject to any suppression record required to respect an opt-out.

Security

Reasonable technical and organisational measures are used to protect personal information. No internet or storage system can be guaranteed to be completely secure.

[TO COMPLETE: confirm the main safeguards used, such as access controls, multi-factor authentication, encrypted devices, backups and secure deletion.]

Your Data-Protection Rights

Depending on the circumstances, you may have rights to access, correct, erase or restrict the use of your personal information, object to certain processing, receive information in a portable format, or withdraw consent. These rights are not absolute and legal exceptions may apply.

To make a request, contact [TO COMPLETE: confirmed privacy contact email]. You may also complain to the Information Commissioner’s Office at ico.org.uk.

Cookies

This website may use cookies and similar technologies. Please read the Cookie Policy for information about the types used and the choices available to you.

Links To Other Websites

This website may link to external websites. Joanna Thompson VA is not responsible for the privacy practices or content of those websites.

Changes To This Policy

This policy may be updated when business practices, services or legal requirements change. The latest version will be published on this page with a revised review date.