Last Updated: 10 August 2026

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CW Virtual PA Services is committed to protecting your privacy and handling your personal information in a transparent and secure manner. This Privacy Policy explains how we collect, use, store and protect your personal data when you visit our website or use our services.

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CW Virtual PA Services is the Data Controller for the personal information collected through this website.​​

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What Information We Collect

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Depending on how you interact with us, we may collect:

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Personal Information

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• Name

• Business name

• Email address

• Telephone number

• Postal address (where applicable)

• Information provided through enquiry forms

• Information provided during consultations or meetings

• Billing and invoicing information

 

Website Information

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When you visit our website, we may automatically collect:

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• IP address

• Browser type

• Device information

• Pages visited

• Time spent on our website

• Referral source

 

This information helps us improve our website and user experience.

 

How We Collect Your Information

 

We collect information when you:

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• Complete a contact form

• Book a discovery call

• Sign up to receive our newsletter

• Download a free resource

• Become a client

• Contact us by email or telephone

• Visit our website through cookies and analytics

 

How We Use Your Information

 

We use your information to:

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• Respond to enquiries

• Provide Virtual PA services

• Manage client relationships

• Arrange meetings and appointments

• Process invoices and payments

• Send newsletters (where you have given consent)

• Improve our services

• Meet our legal obligations

• Protect our business from fraud or misuse

 

We will only use your personal information where we have a lawful basis to do so under UK GDPR.

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Lawful Bases for Processing

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We process your personal information under one or more of the following lawful bases:

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• Your consent

• Performance of a contract

• Legal obligation

• Legitimate interests

 

Where we rely on consent, you can withdraw this at any time.

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Marketing Communications

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If you subscribe to our mailing list, we may send you newsletters, business updates and helpful resources.

You can unsubscribe at any time by clicking the unsubscribe link in our emails or by contacting us directly.

We will never send marketing emails without your consent.

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Cookies

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Our website uses cookies to improve your browsing experience.

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Cookies help us:

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• Understand how visitors use our website

• Improve website performance

• Measure website traffic

• Remember user preferences

 

You can control or disable cookies through your browser settings.

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Analytics

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We may use website analytics tools such as Google Analytics to understand how visitors use our website.

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These services collect anonymous information including:

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• Pages viewed

• Time on site

• Device type

• General location

• Traffic source

 

This information cannot usually identify you personally.

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How We Store Your Information

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We take appropriate technical and organisational measures to safeguard your personal information against unauthorised access, loss, misuse or disclosure.

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Your information may be securely stored and processed using trusted third-party business systems, including:

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• Microsoft 365 (including Outlook, OneDrive and related Microsoft services) or Google Workspace for email, document storage and business communications.

• iCloud for secure file storage, backups and synchronisation across business devices.

• Xero and other accounting software for invoicing, accounting and financial record keeping.

• Clockify for securely recording time spent on client work and producing timesheets where applicable.

• MailerLite for managing our email newsletter, marketing communications and downloadable resources. If you subscribe to our mailing list, your name and email address will be stored within MailerLite. You can unsubscribe at any time by clicking the unsubscribe link included in every email.

• Calendly for scheduling appointments and discovery calls. When booking through Calendly, your name, email address and any information you choose to provide will be processed to arrange your appointment.

 

These providers may process personal information on our behalf and are committed to maintaining appropriate security standards and complying with applicable data protection legislation.

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Access to your information is restricted to authorised personnel and is only used where necessary to deliver our services.

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Sharing Your Information

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We do not sell, rent or trade your personal information.

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We may share your information with carefully selected third-party service providers where this is necessary to operate our business effectively. These may include:

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• Microsoft 365 or Google Workspace (email, document storage and communications)

• Apple iCloud (secure cloud storage and backups)

• Xero (accounting and invoicing)

• Clockify (time recording and reporting)

• MailerLite (email marketing and newsletters)

• Calendly (appointment scheduling)

• Payment providers

• Professional advisers, including accountants

• IT support providers

• Website hosting providers

 

These organisations only process your personal information on our instructions or for their own lawful purposes where applicable. They are required to protect your information and comply with UK data protection legislation.

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Where any of these providers transfer personal information outside the United Kingdom, they do so using appropriate safeguards, such as the UK International Data Transfer Agreement (IDTA), the UK Addendum to the EU Standard Contractual Clauses, or another lawful transfer mechanism recognised under UK GDPR.

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We may also disclose your information where required by law or where necessary to establish, exercise or defend legal claims.

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Your Rights

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Under UK GDPR you have the right to:

• Access your personal data

• Correct inaccurate information

• Request deletion of your information

• Restrict processing

• Object to processing

• Data portability

• Withdraw consent where applicable

• Lodge a complaint with the Information Commissioner's Office (ICO)

 

More information can be found at www.ico.org.uk.

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Security

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We use appropriate security measures to protect your information from unauthorised access, disclosure, alteration or destruction.

While no online transmission can be guaranteed as completely secure, we take reasonable steps to protect your information.

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Third-Party Links

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Our website may contain links to external websites.

We are not responsible for the privacy practices or content of those websites. We encourage you to read their privacy policies.

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Children's Privacy

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Our services are intended for adults and business users.

We do not knowingly collect personal information from children under the age of 13.

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Changes to this Privacy Policy

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We may update this Privacy Policy from time to time.

The latest version will always be published on our website with the updated revision date.

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Contact Us

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If you have any questions about this Privacy Policy or how your information is handled, please contact:

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CW Virtual PA Services

Email: info@cwvirtualpa.co.uk

Website: www.cwvirtualpa.co.uk

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