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Privacy Notice

 

This privacy notice explains how we handle your personal information and what you can expect from us.
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1. Contact Details

Postal Address: The Health & Safety Virtual Assistant, Third Floor, 3 Hill Street, New Town, Edinburgh EH2 3JP.

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Email: privacy [ at ] thehealthandsafetyva.co.uk

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2. The Information We Collect and How We Use It

We collect personal information that is relevant to our business relationship with you. The type of information depends on how you interact with us.

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Information we may collect

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  • Name, job title, and business contact details (email, phone, address)

  • Business name, website, and social media profiles

  • Records of communications, transactions, and services provided

  • Payment and accounting details (where relevant)

  • Newsletter, download, or waitlist sign-up information

  • Technical information such as IP address and website usage (via cookies)

 

We may also collect limited publicly available information, such as from LinkedIn or company websites. We do not sell, rent, or trade your personal data.

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How we use your information

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We use personal information to:

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  • Respond to enquiries and deliver requested services

  • Manage contracts and fulfil services purchased

  • Maintain accurate business, tax, and accounting records

  • Communicate relevant updates and resources

  • Manage email subscriber and waitlist communications

  • Build and maintain professional relationships

  • Meet legal obligations

 

We may use anonymised data to improve our services and marketing, but individuals are never identifiable.

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3. Lawful Bases and Your Data Protection Rights

Under UK GDPR, we must have a lawful basis for processing personal data. For our purposes, these are:

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  • Consent – for newsletters, waitlists, or downloads. You can withdraw consent at any time.

  • Contract – to provide services or products you have purchased.

  • Legitimate Interests – to manage our business, relationships, and communications.

  • Legal Obligation – to meet accounting, tax, or other statutory requirements.

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You have the following rights under UK law. For more information and details on exemptions, visit the ICO website: https://ico.org.uk/your-data-matters/

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  • Right of access – request copies of your personal information. More info

  • Right to rectification – correct or update inaccurate data. More info

  • Right to erasure – request deletion of personal data. More info

  • Right to restriction of processing – limit how we use your data. More info

  • Right to object – object to processing for legitimate interests or direct marketing. More info

  • Right to data portability – request your data in a portable format. More info

  • Right to withdraw consent – when consent is the basis for processing. More info

 

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 details provided at the top of this privacy notice. 

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4. Who We Share Information With

We may share personal information with a small number of trusted service providers who help us operate our business (IT support, accounting, marketing, administrative support).

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  • They only access the information necessary to perform their duties.

  • All are bound by confidentiality and data protection agreements.

  • We never sell or exchange your personal data.

 

Some services we use may store data outside the UK or EEA (e.g., USA), but only with providers meeting appropriate data protection standards.

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5. How Long We Keep Information

We retain personal information only as long as necessary:

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  • Client records: up to seven years (for legal, tax, and insurance compliance)

  • Email subscribers: until you unsubscribe or become inactive

  • Enquiry records: usually up to two years

 

After this period, data is securely deleted or anonymised.

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6. How to Complain

If you have concerns about how we handle your personal data:

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  1. Contact us via the email address provided at the top of this privacy notice.

  2. If you reman unhappy with how we've used your data after raising a complaint with us, you can also contact the Information Commissioner’s Office (ICO):

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7. Updates to This Notice

We may update this notice to reflect changes in business practice or legal requirements. The latest version is always available on our website.

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Last updated: October 2025

 

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