Last updated : 8th June, 2025

Privacy Policy

This privacy policy (“policy”) outlines how Simply Emily VA (“We”, “Us”, “Our”) collects, uses, and protects personal information provided by visitors and clients through Our website and services. We are committed to handling your data responsibly and in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

For the purposes of this policy:

  • “Site” refers to the Company’s website, which can be accessed at www.simplyemilyva.co.uk.

  • “Service” refers to the Company’s virtual assistant services, including email communications, service enquiries, and digital interactions via the Site.

  • “You” refers to you, the user of our Site or Services.

    By accessing Our Site or using Our Services, You agree to this Privacy Policy and consent to Our collection and use of Your data, as described.

1. Information We collect

a. Personal Information

This includes your name, email address, phone number, business name, or any other details voluntarily provided through contact forms or direct communications.

b. Usage Data

Usage Data is collected automatically when using the Service. Usage Data may include information such as Your Device’s Internet Protocol address (eg. IP address), browser type, browser version, the pages of Our Service that You visit, the time and date of Your visit, the time spent on those pages, unique device identifiers, and any other diagnostic data. We may also collect information that Your browser sends whenever You access the Service by or through a mobile device.

This data helps Us analyse and improve the performance of Our Site and Services.

2. How We use and share information

  • Deliver and maintain the Services

  • Respond to enquiries and provide client support

  • Manage bookings, invoices, and retainer packages

  • Send newsletters or service updates (only with your consent)

  • Analyse trends and assess the performance of the Site and marketing efforts

  • Improve Our services and tailor the user experience

Your data enables Us to maintain effective communication with You, including answering queries, processing Your requests, providing relevant updates, and supporting Your experience with Simply Emily VA.

3. Data Sharing and Third Parties

Your personal information will never be sold, rented, or shared with third parties for marketing purposes without Your explicit consent.

However, data may be shared in the following circumstances:

  • With trusted service providers, such as email platforms or booking tools, solely for the purpose of delivering agreed services. These providers are bound by data protection obligations and act only on Our instructions.

  • In the event of a merger, business acquisition, or sale, where personal data may be transferred as part of the transaction, subject to the same privacy safeguards.

  • With affiliates, including entities under common control or ownership, where necessary and under the same policy terms.

  • Where required by law enforcement or regulatory authorities, or in connection with legal obligations or claims.

4. Data Retention

We retain Your personal data only for as long as necessary to fulfil the purposes outlined in this Privacy Policy, including for the purposes of satisfying any legal, accounting, or reporting requirements.

Specifically:

  • Personal details (such as Your name, email address, phone number, and business information) may be kept for up to six years to comply with tax and contractual obligations.

  • Communications and enquiries may be retained for a period of up to two years from the last point of contact, unless a longer retention period is required or permitted by law.

Where data is no longer required, it will be securely deleted or anonymised.

5. Your Data Protection Rights (UK GDPR)

As a resident of the United Kingdom (or the European Economic Area, if applicable), You have the following rights in relation to your personal data:

You have the right to:

  • Access or update your information - You can request to view, correct, or delete any personal data We hold about you at any time by getting in touch at admin@simplyemilyva.co.uk.

  • Object or restrict processing - You may ask Us to stop using Your personal data in certain ways, or limit how it's used, for example, for marketing or analytical purposes.

  • Request portability - You can request that We transfer your personal information to You or another service provider in a structured, commonly used format.

  • Withdraw consent - If You’ve previously given consent for Us to use your information (for example, to send newsletters or marketing updates), You’re welcome to change Your mind at any time. Withdrawing consent won’t affect the legality of any processing done before Your request.

  • Opt out of marketing - If You no longer wish to receive promotional content from Us, simply click “unsubscribe” at the bottom of any email, or email Us directly to let Us know.

  • Make a complaint - For more information, please contact Your local data protection authority.

We will always respond to any requests related to your data protection rights in line with current data protection laws.

6. Security of Your Personal Data

We take the security of Your data seriously and implement appropriate technical and organisational measures to protect it. This includes:

  • Secure website hosting with encryption (HTTPS)

  • Strong password protection on systems and platforms

  • Use of reputable third-party services with data protection standards

  • Limiting access to Your personal data to only those who need it to perform services on Our behalf.

Despite these safeguards, please be aware that no method of electronic transmission or storage is 100% secure. While We strive to protect Your data, We cannot guarantee absolute security.

7. Cookies and Tracking Technologies

Our website may use cookies or similar technologies (such as Squarespace Analytics or Google Analytics) to enhance your experience and help Us understand how visitors use the site.

You can manage your cookie preferences through your browser settings at any time.

8. Third-Party Links

Our website may include links to other websites or services. Please note that this privacy policy does not apply to those external sites. We encourage You to review their privacy practices before providing any personal data.

9. Changes to This Policy

This policy may be updated occasionally to reflect changes to legal requirements or service updates. When changes are made, We’ll revise the “Last updated” date. You’re encouraged to review this policy periodically to stay informed.

10. Contact

If you have any questions about this privacy policy, or if you wish to exercise your data rights, please contact Us at: admin@simplyemilyva.co.uk.