Policies

  • InFlow VA Services’s Privacy Policy

    Hello there!

    Thank you for checking out our privacy policy.  At InFlow VA Services we take your privacy seriously.  We’re committed to protecting your privacy and handling your information in a responsible way while you use our website and services.

    We encourage you to read this policy alongside any other privacy notices we might provide, so you're fully in the loop about how and why we use your information. 

    Who’s in charge of your data? 

    The controller of your data is InFlow VA Services and we can be contacted on: 

    Email address: hello@inflowva.co.uk

    Not happy with something?

    Let’s chat and try to fix it. You've also got the right to talk to the Information Commissioner's Office (ICO) at (www.ico.org.uk), but we hope to resolve any issues directly.

    What type of data do we collect about you? 

    ‘Personal data' is information that identifies you. If we've removed your identity (by making the data anonymous), it won’t be classed as personal data. We might collect, use, store, and share various types of personal data about you as follows:

    • Identity details such as first and last name, username or similar identifier, marital status and title, date of birth and gender.

    • Contact details such as your billing address and delivery address, email address and telephone number.

    • Technical information such as your internet protocol (IP address), your login data, browser type, version, browser plug-in types and versions, time zone setting and location, operating system and platform and other technology on the devices you use to access our website. 

    • Financial information such as your bank account and payment card details.

    • Information about transactions like details about payments to and from you, and other details of products and services you have purchased from us.

    • Client data such as data relating to your clients that you pass to us in order for us to provide your services to you.

    • Account details such as your username, password, purchases or orders made by you, and your interests, preferences, feedback and survey responses.

    • Usage information about how you use our website, products and services.

    • Marketing information such as your preferences on receiving marketing from both us and third-parties, along with your communication preferences.

    Aggregated Data:  We may also use the above information, without any of your identifiable details, to produce aggregated data. An example includes statistical or demographic data that can help us understand our client needs better. For example we may use aggregate data to calculate the number of users using the contact form. If we combine this data with your personal data at any point so you do become identifiable, we treat this as personal data and use this in accordance with this policy. 

    Special Category Data:  We do not collect any special category data about you, such as health data, information about your race, religious beliefs, sex life or sexual orientation, political opinions or trade union memberships, criminal convictions/offences, and your genetic and biometric data.


    How do we collect your personal data?

    We use different methods to collect data from and about you. The majority of the time, our information is collected directly when you contact us in the following ways:

    • When you fill in any new client onboarding forms.

    • When you complete any forms before or during an appointment.

    • Verbally during discussions.

    • Correspondence with us via post, phone, email or otherwise.

    • When you apply for our services or any of our products.

    • When you subscribe to our service or publications;.

    • When you request marketing communications to be sent to you.

    • When you give us feedback or contact us. 

    Another method we may use to collect data includes the use of automated technologies or interactions, like website cookies or other similar technologies. This includes information about your equipment, browsing actions and patterns and information about your browsing activity if you visit another website that uses the same cookies as us. This means we receive information about how you use these third-party websites.

    This data collection helps us to improve user experience, and to gather information about how you use our website. For more information, please refer to our Cookie Policy, which can be accessed on this website

    We may also receive data from third-parties such as:  

    • Online virtual assistant directories where you have posted your interest in virtual assistant services.

    • Third parties who refer you to us, such as fellow virtual assistants or previous clients.

    • Technical information from Analytics providers such as Google

    • Advertising and social media networks such as Facebook, LinkedIn

    • Search information providers such as Google.

    • Publicly available sources, such as Companies House and the Electoral Register.

    What are the purposes for which we use your personal data?

    The purposes for which we will be using your data include:

    • To register you as a new client.

    • To respond to your enquiry about our services.

    • To provide our services and to process and deliver any orders, including: a) to manage payments, fees and charges and b) to collect and recover money owed to us.

    • To manage our relationship with you e.g., to notify you about changes to our terms of this privacy policy or to ask you to leave a review and/or take a survey.

    • To administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data).

    • To deliver relevant website content and advertisements to you and measure or understand the effectiveness of the advertising we serve to you.

    • To use data analytics to improve our website, products/services, marketing, customer relationships and experiences.

    • To make suggestions and recommendations to you about goods or services that may be of interest to you.

    We rely on one or more of the following lawful conditions to process your data as outlined above: 

    • To fulfil our contract with you;

    • For our legitimate interests; or

    • To comply with legal obligations.

    In some scenarios, we’ll ask for your consent, especially for collecting sensitive data. In most circumstances, generally, we do not obtain your consent for processing your personal data.  If we send you marketing communications and you no longer wish to receive them, you can opt out anytime by contacting us or clicking on the ‘unsubscribe’ button on our marketing communications.

    We may process your personal data for more than one lawful reason at a time, depending on the specific purpose for which we are using your data.If you’d like more information on the specific legal ground we are relying on, on occasions where we rely on more than one legal ground, please feel free to contact us. 

    Do we use Cookies?

    Cookies help make our website work better for you, remembering your preferences and improving your experience. You can control cookie settings in your browser.  Cookies make your browsing experience on our site as smooth as possible, because they remember your preferences. 

    Our website uses cookies to distinguish you from other users of our website. Please refer to our Cookie Policy here to learn more.

    Do we use third-party links?

    Our website might link to third-party websites, tools and apps. Clicking on these links may allow third parties to collect or share your data. 

    We do not control said websites and are not responsible for said websites’ privacy policies. When you leave our website, we encourage you to read the privacy policy of every website you visit.

    Do we ever share your personal data? 

    We take your data's security seriously and only allow certain people to access it. 

    We may share your personal data with the parties set out below for the purposes as stated further above.

    • Service providers, acting as processors who provide IT and system administration services such as website maintenance, social media management or database management.

    • Card merchants and payment processing providers who host your card details or process payments on our behalf.

    • Professional advisers, acting as processors or joint controllers, including lawyers, bankers, auditors and insurers who provide consultancy, banking, legal, insurance and accounting services.

    • HM Revenue & Customs, regulators and other authorities, acting as processors or joint controllers, based in the UK who require reporting of processing activities in certain circumstances.

    All of the above third parties have a requirement to respect the security of your personal data. We do not permit them to use your personal data for their own purposes – they are only permitted to process your data for specified purposes in line with our instructions. 

    Do we use Artificial Intelligence?

    • We integrate artificial intelligence (AI) tools and technologies into our service offerings to enhance efficiency, productivity, and the quality of our services. These AI tools may assist with a variety of our business tasks.  

    • We ensure that the use of AI is transparent and that clients are informed about the extent to which AI tools are used in the course of delivering our services.  The tools we are using are set out in the table below.  Where the tool is provided by a third party provider, they will be acting as a data processor for us, and so we have included a link to their privacy policy which you should read to check you are comfortable with their use of your data.

     Tool Name: ChatGPT

    • Tool Name: Gemini

      • Provider: Google

      • Purpose: to take notes and to assist in drafting and reviewing documents

      • Privacy Policy: www.policies.google.com/privacy

    • Any data processed by AI tools will be handled in compliance with applicable data protection legislation.  Please see our Privacy Policy here for further information about the data we are collecting and processing when using these AI systems. We will ensure that all AI tools used are configured to maintain the confidentiality and integrity of client data.  Please be assured that we implement security safeguards to protect any data input into these AI systems.

    • Limitations of AI:  Although we strive to ensure accuracy and reliability in our AI tools, they are not without limitations and we do not guarantee their accuracy, completeness, or suitability. It is important that you independently verify your satisfaction with AI-generated outputs before relying on them in any capacity.

    Your Rights:

    • Request Information: You have the right to request further details regarding our use of AI in your particular case.  

    • Object to Automated Decision-Making: In accordance with the UK GDPR, you may object to decisions made solely by AI that have a legal or similarly significant impact on you.

    • Access and Amend Data: You may ask us to review how your personal data is processed by AI tools and request corrections if necessary.

    Please contact us at hello@inflowva.co.uk if you would like to exercise any of the above rights.

    Do we ever transfer your data internationally? 

    We may transfer your data outside of the United Kingdom/EEA, but only when we can be sure it is protected.

    Many of our external third parties are based outside the United Kingdom/EEA and so their processing of your personal data will involve a transfer of data outside the United Kingdom.

    Whenever we transfer your personal data out of the United Kingdom, we make sure it is protected by at least implementing one of the following safeguards:

    • We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the United Kingdom.

    • Where we use certain service providers, we may use specific contracts approved by the UK Information Commissioner’s Office and the European Commission which give personal data the same protection it has in Europe. 

    Please contact us if you want further information on the specific process used by us when transferring your personal data out of the United Kingdom.

    How secure is your data with us? 

    We have strong security measures in place to keep your personal information safe. Only authorised individuals who have a need to know are granted access to your data, such as our employees or trusted partners. They will process your data in accordance with our confidentiality terms.

    In the rare circumstances that there is a personal data breach, we have procedures in place and will notify you, along with any applicable regulator, when we’re legally required to.

    What is our process for retaining your data? 

    We only keep your data as long as necessary for the reasons we collected it. 

    By law we have to keep basic information about our customers (including contact information, identity details, financial information and data relating to your transactions with us) for six years after they cease being customers for tax purposes.

    For information that does not fall under the definition of basic, to determine the appropriate retention time, we look at what kind of data it is, how sensitive it is, the risks if it's misused, why we need it, and if there are other ways to achieve the same goals. We also consider applicable legal, regulatory, tax, accounting and other requirements.

    What are your legal rights in relation to your data?

    You have the following rights regarding your personal data: 

    Access: You can request a copy of the personal data we hold about you. This is known as a "data subject access request." 

    Correction: If the personal data we have about you is incomplete or incorrect, you can ask us to correct it. 

    Erasure:  You can ask us to delete your personal data. It's important to note, however, that there might be legal reasons that prevent us from fulfilling this request. If such reasons exist, we will inform you when you make your request. 

    Objection: In certain situations, you have the right to object to the processing of your personal data.

    Restriction of Processing: You can request that we restrict the processing of your personal data under specific circumstances. 

    Data Portability: You have the right to request the transfer of your personal data directly to you or to a third party of your choice. 

    Withdrawal of Consent: At any point where we rely on your consent to process your personal data, you have the right to withdraw this consent. Withdrawal of consent will not affect the legality of the processing done before the consent was withdrawn. Should you withdraw your consent, we might be unable to provide you with certain products or services. We will inform you if that is the case when you withdraw your consent.

    If you wish to exercise any of the rights set out above, please contact us. 

    We won’t charge any fees for you to request access to your personal data. However, a reasonable fee may be charged if your request is clearly unjustified, repetitive or excessive. We also reserve the right to not comply in this scenario. We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated. 

    Changes and Contact

    We regularly review our privacy policy. Please keep us updated if your personal data changes. If you have any questions or need to exercise your rights, just get in touch.

    Thanks for reading our privacy policy. If you have any questions please don't hesitate to contact us.

  • InFlow VA Services’s Website Terms and Conditions

    Who we are and how to contact us

    www.inflowva.co.uk is a site operated by Alexia Webb trading as InFlow VA Services ("We"). We are registered in England and Wales as a sole trader and have our registered office at E12 5BE.

    To contact us, please email hello@inflowva.co.uk

    By using our site, you accept these terms

    By using our site, you confirm that you accept these terms of use and that you agree to comply with them.

    If you do not agree to these terms, you must not use our site.

    We recommend that you print a copy of these terms for future reference.

    There are other terms that may apply to you

    These terms of use refer to the following additional terms, which also apply to your use of our site:

    • Our Privacy Policy, which sets out information about the data we collect, process and share via our Website and services.

    • Our Cookie Policy, which sets out information about the cookies on our site.

    • Our VA Services Agreement which applies to the provision of our virtual assistant services.

    • Our Online Terms & Conditions which apply to any ad-hoc projects.

    We may make changes to these terms

    We amend these terms from time to time. Every time you wish to use our site, please check these terms to ensure you understand the terms that apply at that time. 

    We may make changes to our site

    We may update and change our site from time to time to reflect changes to our services, our users' needs and our business priorities.

    We may suspend or withdraw our site

    Our site is made available free of charge.

    We do not guarantee that our site, or any content on it, will always be available or be uninterrupted. We may suspend or withdraw or restrict the availability of all or any part of our site for business and operational reasons. We will try to give you reasonable notice of any suspension or withdrawal.

    You are also responsible for ensuring that all persons who access our site through your internet connection are aware of these terms of use and other applicable terms and conditions, and that they comply with them.

    We may transfer this agreement to someone else

    We may transfer our rights and obligations under these terms to another organisation. We will always tell you in writing if this happens and we will ensure that the transfer will not affect your rights under the contract.

    Our site is only for users in the UK

    Our site is directed to people residing in the United Kingdom. We do not represent that content available on or through our site is appropriate for use or available in other locations.

    How you may use material on our site

    We are the owner or the licensee of all intellectual property rights in our site, and in the material published on it.  Those works are protected by copyright laws and treaties around the world. All such rights are reserved.

    You may print off one copy, and may download extracts, of any page(s) from our site for your personal use and you may draw the attention of others within your organisation to content posted on our site.

    You must not modify the paper or digital copies of any materials you have printed off or downloaded in any way, and you must not use any illustrations, photographs, video or audio sequences or any graphics separately from any accompanying text.

    Our status (and that of any identified contributors) as the authors of content on our site must always be acknowledged.

    You must not use any part of the content on our site for commercial purposes without obtaining a licence to do so from us or our licensors.

    If you print off, copy or download any part of our site in breach of these terms of use, your right to use our site will cease immediately and you must, at our option, return or destroy any copies of the materials you have made.

    Do not rely on information on this site

    The content on our site is provided for general information only. It is not intended to amount to advice on which you should rely. You must obtain professional or specialist advice before taking, or refraining from, any action on the basis of the content on our site.

    Although we make reasonable efforts to update the information on our site, we make no representations, warranties or guarantees, whether express or implied, that the content on our site is accurate, complete or up to date.

    We are not responsible for websites we link to

    Where our site contains links to other sites and resources provided by third parties, these links are provided for your information only. Such links should not be interpreted as approval by us of those linked websites or information you may obtain from them.

    We have no control over the contents of those sites or resources.

    Our responsibility for loss or damage suffered by you

    • We do not exclude or limit in any way our liability to you where it would be unlawful to do so. This includes liability for death or personal injury caused by our negligence or the negligence of our employees, agents or subcontractors and for fraud or fraudulent misrepresentation.

    • Different limitations and exclusions of liability will apply to liability arising as a result of the supply of our services to you, which will be set out in our Business Terms.

    • Please note that we only provide our site for domestic and private use. You agree not to use our site for any commercial or business purposes, and we have no liability to you for any loss of profit, loss of business, business interruption, or loss of business opportunity.

    How we may use your personal information

    We will only use your personal information as set out in our Privacy Policy.

    We are not responsible for viruses and you must not introduce them

    We do not guarantee that our site will be secure or free from bugs or viruses.

    You are responsible for configuring your information technology, computer programmes and platform to access our site. You should use your own virus protection software.

    You must not misuse our site by knowingly introducing viruses, trojans, worms, logic bombs or other material that is malicious or technologically harmful. You must not attempt to gain unauthorised access to our site, the server on which our site is stored or any server, computer or database connected to our site. You must not attack our site via a denial-of-service attack or a distributed denial-of service attack. By breaching this provision, you would commit a criminal offence under the Computer Misuse Act 1990. We will report any such breach to the relevant law enforcement authorities and we will co-operate with those authorities by disclosing your identity to them. In the event of such a breach, your right to use our site will cease immediately.

    Rules about linking to our site

    You may link to our home page, provided you do so in a way that is fair and legal and does not damage our reputation or take advantage of it.

    You must not establish a link in such a way as to suggest any form of association, approval or endorsement on our part where none exists.

    You must not establish a link to our site in any website that is not owned by you.

    Our site must not be framed on any other site, nor may you create a link to any part of our site other than the home page.

    We reserve the right to withdraw linking permission without notice.

    If you wish to link to or make any use of content on our site other than that set out above, please contact hello@inflowva.co.uk

    Which country's laws apply to any disputes?

    If you are a consumer, please note that these terms of use, their subject matter and their formation, are governed by English law. You and we both agree that the courts of England and Wales will have exclusive jurisdiction except that if you are a resident of Northern Ireland you may also bring proceedings in Northern Ireland, and if you are resident of Scotland, you may also bring proceedings in Scotland.

  • COOKIE POLICY

    Last updated October 07, 2025

    This Cookie Policy explains how InFlow VA services ("Company," "we," "us," and "our") uses cookies and similar technologies to recognize you when you visit our website at https://www.inflowva.co.uk ("Website").

    It explains what these technologies are and why we use them, as well as your rights to control our use of them.In some cases we may use cookies to collect personal information, or that becomes personal information if we combine it with other information.

    What are cookies?

    Cookies are small data files that are placed on your computer or mobile device when you visit a website. Cookies are widely used by website owners in order to make their websites work, or to work more efficiently, as well as to provide reporting information.

    Cookies set by the website owner (in this case, InFlow VA services) are called "first-party cookies."

    Cookies set by parties other than the website owner are called "third-party cookies." Third-party cookies enable third-party features or functionality to be provided on or through the website (e.g., advertising, interactive content, and analytics).

    The parties that set these third-party cookies can recognize your computer both when it visits the website in question and also when it visits certain other websites.

    Why do we use cookies?

    We use first- and third-party cookies for several reasons. Some cookies are required for technical reasons in order for our Website to operate, and we refer to these as "essential" or "strictly necessary" cookies.

    Other cookies also enable us to track and target the interests of our users to enhance the experience on our Online Properties.

    Third parties serve cookies through our Website for advertising, analytics, and other purposes. This is described in more detail below.

    How can I control cookies?

    You have the right to decide whether to accept or reject cookies. You can exercise your cookie rights by setting your preferences in the Cookie Consent Manager. The Cookie Consent Manager allows you to select which categories of cookies you accept or reject. Essential cookies cannot be rejected as they are strictly necessary to provide you with services.

    The Cookie Consent Manager can be found in the notification banner and on our Website.

    If you choose to reject cookies, you may still use our Website though your access to some functionality and areas of our Website may be restricted.

    You may also set or amend your web browser controls to accept or refuse cookies.

    The specific types of first- and third-party cookies served through our Website and the purposes they perform are described in the table below (please note that the specific cookies served may vary depending on the specific Online Properties you visit)

    :Essential website cookies:

    These cookies are strictly necessary to provide you with services available through our Website and to use some of its features, such as access to secure areas.

    Name: rc::aPurpose:

    Used to track and analyze user behavior to distinguish humans from bots or automated software.

    Provider: www.google.com

    Service: reCAPTCHA View Service Privacy Policy Type: html_local_storage

    Expires in: persistent

    Performance and functionality cookies:

    These cookies are used to enhance the performance and functionality of our Website but are non-essential to their use.

    However, without these cookies, certain functionality (like videos) may become unavailable.

    Name: testProvider: www.inflowva.co.uk

    Service: https://www.linkedin.com/legal/privacy-policy View Service Privacy PolicyType: html_local_storage

    Expires in: persistent

    Analytics and customization cookies:

    These cookies collect information that is used either in aggregate form to help us understand how our Website is being used or how effective our marketing campaigns are, or to help us customize our Website for you.

    Name: ss_cvt

    Purpose: Identifies unique visitors and tracks a visitor's sessions on a site

    Provider: www.inflowva.co.uk

    Service: Squarespace View Service Privacy PolicyType: http_cookie

    Expires in: 29 minutes

    Name: ss_cvr

    Purpose: Identifies unique visitors and tracks a visitor's sessions on a site

    Provider: www.inflowva.co.uk

    Service: Squarespace View Service Privacy PolicyType:

    http_cookie

    Expires in: 1 year 1 month 4 days

    Name: crumb

    Purpose: The crumb cookie is used in order to recognise a computer when a user visits our website. It also prevents cross-site request forgery.

    Provider: www.inflowva.co.uk

    Service: Showtime Analytics View Service Privacy PolicyType: server_cookie

    Expires in: session

    How can I control cookies on my browser?

    As the means by which you can refuse cookies through your web browser controls vary from browser to browser, you should visit your browser's help menu for more information. The following is information about how to manage cookies on the most popular browsers:

    Chrome Internet Explorer

    Firefox

    Safari

    Edge

    Opera

    In addition, most advertising networks offer you a way to opt out of targeted advertising. If you would like to find out more information, please visit:

    Digital Advertising Alliance

    Digital Advertising Alliance of Canada

    European Interactive Digital Advertising Alliance

    What about other tracking technologies, like web beacons?Cookies are not the only way to recognize or track visitors to a website. We may use other, similar technologies from time to time, like web beacons (sometimes called "tracking pixels" or "clear gifs"). These are tiny graphics files that contain a unique identifier that enables us to recognize when someone has visited our Website or opened an email including them. This allows us, for example, to monitor the traffic patterns of users from one page within a website to another, to deliver or communicate with cookies, to understand whether you have come to the website from an online advertisement displayed on a third-party website, to improve site performance, and to measure the success of email marketing campaigns. In many instances, these technologies are reliant on cookies to function properly, and so declining cookies will impair their functioning.

    Do you use Flash cookies or Local Shared Objects?

    Websites may also use so-called "Flash Cookies" (also known as Local Shared Objects or "LSOs") to, among other things, collect and store information about your use of our services, fraud prevention, and for other site operations.

    If you do not want Flash Cookies stored on your computer, you can adjust the settings of your Flash player to block Flash Cookies storage using the tools contained in the Website Storage Settings Panel.

    You can also control Flash Cookies by going to the Global Storage Settings Panel and following the instructions (which may include instructions that explain, for example, how to delete existing Flash Cookies (referred to "information" on the Macromedia site), how to prevent Flash LSOs from being placed on your computer without your being asked, and (for Flash Player 8 and later) how to block Flash Cookies that are not being delivered by the operator of the page you are on at the time).Please note that setting the Flash Player to restrict or limit acceptance of Flash Cookies may reduce or impede the functionality of some Flash applications, including, potentially, Flash applications used in connection with our services or online content.

    Do you serve targeted advertising?Third parties may serve cookies on your computer or mobile device to serve advertising through our Website. These companies may use information about your visits to this and other websites in order to provide relevant advertisements about goods and services that you may be interested in. They may also employ technology that is used to measure the effectiveness of advertisements. They can accomplish this by using cookies or web beacons to collect information about your visits to this and other sites in order to provide relevant advertisements about goods and services of potential interest to you. The information collected through this process does not enable us or them to identify your name, contact details, or other details that directly identify you unless you choose to provide these.

    How often will you update this Cookie Policy?

    We may update this Cookie Policy from time to time in order to reflect, for example, changes to the cookies we use or for other operational, legal, or regulatory reasons. Please therefore revisit this Cookie Policy regularly to stay informed about our use of cookies and related technologies.The date at the top of this Cookie Policy indicates when it was last updated.

    Where can I get further information?If you have any questions about our use of cookies or other technologies, please email us at hello@inflowva.co.uk