Privacy Policy

Virtual HR (in this Privacy Notice referred to as “we”, “us”, “our”) is committed to protecting your personal data and has developed this Privacy Notice, which explains how we use the personal data we collect from you when you use our website.

We keep our Privacy Notice under regular review, and we reserve the right to amend it or any part of it from time to time. We will place any updates on this web page. This Privacy Notice was last updated on 18 May 2021.

What data do we collect?

We may collect personal data directly from you, such as your name, title, address, email address, telephone number and where you work, along with any other personal data you provide to us.

We do not collect any personal information automatically.

We may collect or receive information about individuals from service providers, and other third parties, such as our clients, representatives and professional advisers, content providers, government authorities and public sources and records.

How do we collect your data?

You may provide us with your personal data through the “Contact Us” link on our website.

Why do we collect your data?

We collect your personal data to deal with your enquiry submitted by you through our website. We will collect and process your personal information based on legitimate interests and/or for the proper performance of our contract with your organisation.

Will we share your data?

We will not normally share your personal information with third parties unless required to do so by law. However, there may be times when we may disclose your personal information to our insurers and/or professional advisers insofar as reasonably necessary for the purposes of obtaining or maintaining insurance coverage, managing risks, obtaining professional advice, or the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure and/or to our suppliers or sub-contractors insofar as reasonably necessary for proper administration of our website and business and communications, in which case we will take reasonable steps to ensure those third parties comply with their obligations under the Data Protection (Jersey) Law 2018, Data Protection (Bailiwick of Guernsey) Law 2017, or the EU or UK General Data Protection Regulation (GDPR), as appropriate, or any law of equivalent status, when they handle your personal information.

The information which you provide to us through this website will be received and processed in the European Economic Area (EEA), the Channel Islands, the United Kingdom, or where we have service providers.

If you are based within EEA, please note that where necessary to deliver the services, the information may be transferred to other jurisdictions, which may include countries outside the EEA, for example if any of our servers are from time to time located in those countries. By submitting your personal data, you agree to this transfer, storing or processing. If we transfer your information outside the EEA, we will take such steps as are reasonable to ensure that appropriate security measures are taken with the aim of safeguarding your privacy rights.

How do we store your data?

Your information is stored in secured data storage within our computer and email systems.

We are committed to the security of your personal data; therefore, we have put the following measures in place:

  • We apply physical, electronic and procedural safeguards in connection with the collection, processing and retention of your personal data.
  • We use computer safeguards such as firewalls and data encryption to keep your personal data safe.
  • We only authorise access your personal data to trusted partners who need it to carry out their responsibilities.
  • We regularly monitor our systems for possible vulnerabilities and attacks.
  • Our security measures are regularly reviewed.

At the same time, please note that no transmission over the Internet is completely secure or error-free, and that the information security policies, rules and technical measures utilized and maintained by us may be subject to compromise. If you have any concerns that your personal information has been put at risk, please get in touch straight away.

We are legally required to retain some types of information to fulfil our statutory obligations. We will hold your personal information on our systems for as long as is necessary for the relevant activity, or as long as is set out in any relevant contract we hold with your organisation.

Cookies

Cookies are text files placed on your computer to collect standard Internet log information and visitor behaviour information. Our website does not currently use cookies.

Our social media platforms

We have several social media platforms where we interact with individuals who follow our sites or respond to our postings. We will engage with and respond to individuals who also have a presence on these platforms and all these interactions remain on the site on which they are posted. We use the analytics provided by these platforms to understand how our posts are engaging users. We have no control over that policy or the terms of such social media platforms, including but not limited to Facebook, Twitter or LinkedIn, as other people, not us, control these platforms. We are not responsible for this kind of sharing.

Links from our website

Our website may sometimes link to other companies’ services. Those companies will have their own privacy and cookies policies, so remember that the information you give them will follow their rules and not ours. We cannot guarantee that these third parties handle your personal data in a reliable or secure manner. We recommend you read their privacy statements prior to making use of these websites.

What are your data protection rights?

We would like to make sure you are fully aware of all your data protection rights. Every user is entitled to the following:

The right to access – You have the right to ask us for copies of your personal data. If you would like a copy of the personal data we hold about you, you can submit a Data Subject Access Request to us via email.

The right to correction (rectification) – You have the right to request that we correct any information you believe is inaccurate. You also have the right to request us to complete the information you believe is incomplete.

The right to erasure – You have the right to request that we erase your personal data, under certain conditions.

The right to restrict (block) processing – You have the right to request that we restrict the processing of your personal data, under certain conditions.

The right to object to processing – You have the right to object to our processing of your personal data, under certain conditions.

The right to data portability – You have the right to request that we transfer the data that we have collected to another organisation, or directly to you, under certain conditions.

The right to withdraw consent – If we rely on your consent (or explicit consent) as our legal basis for processing your personal information, you have the right to withdraw that consent at any time.

Your right to lodge a complaint with the supervisory authority – If you have a concern about any aspect of our privacy practices, including the way we've handled your personal information, you can report it to the relevant supervisory authority.

If you would like to exercise any of these rights, please contact us.

How to contact us

If you have any questions about this Privacy Notice or want to exercise your rights set out in this Privacy Notice, please contact us.

Alternatively, you have the right to complain to the relevant Data Protection Authority.