1. Introduction

This Privacy Policy explains how personal data is collected, used, stored, and protected by The-Virtual-Desk, a trading name of The-Virtual-Desk Solutions Ltd.

We are committed to protecting your privacy and complying with applicable data protection legislation, including:

The UK General Data Protection Regulation (UK GDPR)

The Data Protection Act 2018

2. Data Controller

The-Virtual-Desk Solutions Ltd is the data controller responsible for personal data processed in connection with our Services.

Registered office: 167-169 Great Portland Street, 5th Floor, London, W1W 5PF.
Company number: 17008780

We are registered with the Information Commissioner’s Office (ICO).

We are responsible for investigating and responding to data protection enquiries and complaints relating to the personal data we process.

Data protection enquiries may be directed to:

Email: shaun.davis@the-virtual-desk.com

3. Personal Data We Process

Depending on the nature of our engagement, we may process:

Identity data (name, job title, company name)

Contact data (email address, telephone number, business address)

Financial data (billing details, payment records)

Technical data (IP address, device and browser information)

Communications data (emails, instructions, correspondence)

We only process personal data that is necessary for the provision of our Services.

4. Special Category Data

We do not process special category personal data as defined under Article 9 UK GDPR unless expressly agreed in writing in advance.

Where such processing is agreed, it will be subject to:

A written agreement or data processing agreement

Appropriate safeguards

A valid lawful basis and condition for processing

5. Lawful Bases for Processing

We process personal data on one or more of the following lawful bases:

Performance of a contract

Legal obligation

Legitimate interests

Consent (where required)

6. How We Use Personal Data

Personal data may be used to:

Deliver agreed Services

Communicate with Clients

Manage billing and accounts

Comply with legal and regulatory obligations

Improve our services and business operations

6A. Business Development and Marketing Communications

As part of our legitimate business activities, we may process business contact information for the purposes of business development, networking, and marketing our Services to organisations that we reasonably believe may benefit from them.

This may include:

Contacting businesses regarding services that may be relevant to their operations;

Responding to enquiries or requests for information;

Developing and maintaining professional business relationships;

Sending business-to-business communications relating to our Services.

The personal data processed for these purposes may include:

Name;

Job title;

Business email address;

Business telephone number;

Company name;

Publicly available business contact information.

Where we undertake business development or marketing activities, we rely on our legitimate interests as the lawful basis for processing under Article 6(1)(f) UK GDPR.

We take steps to ensure that any communications are relevant, proportionate, and directed towards organisations that may reasonably have an interest in our Services.

Recipients of marketing or business development communications have the right to object to such processing at any time. If you no longer wish to receive communications from us, you may contact us using the details provided on our website or reply directly to any communication requesting that no further contact be made.

We maintain appropriate records of such requests and will honour them in accordance with applicable data protection laws.

7. Data Sharing

We do not sell personal data.

Personal data may be shared only where necessary with:

Professional advisers (e.g. accountants, insurers)

Technology or software providers used in service delivery

Regulatory or legal authorities where required by law

8. Data Security

We implement appropriate technical and organisational measures to protect personal data against unauthorised access, loss, or misuse.

We also maintain professional business insurance with Hiscox Business Insurance.

9. Data Retention

Personal data is retained only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting, or reporting obligations.

10. Your Rights

Under UK GDPR, individuals have the right to:

Access their personal data

Request rectification or erasure

Restrict or object to processing

Request data portability

Withdraw consent where applicable

Requests should be made in writing.

11. Data Protection Complaints

We are committed to handling personal data fairly, lawfully, and transparently. If you have any concerns about how we have collected, used, stored, or otherwise processed your personal data, we encourage you to contact us in the first instance so that we have the opportunity to investigate and resolve your concerns.

Data protection complaints should be submitted by email to:

Email: shaun.davis@the-virtual-desk.com

Please include sufficient information to help us identify your request or concern, including your name, contact details, and a description of the issue.

We will acknowledge receipt of your complaint as soon as reasonably practicable and aim to investigate and respond within one calendar month. Where a complaint is particularly complex or additional time is required, we will keep you informed of our progress.

If, after we have responded, you remain dissatisfied with the way your personal data has been handled, you have the right to lodge a complaint with the Information Commissioner's Office (ICO).

Information about making a complaint to the ICO is available at:
https://ico.org.uk/make-a-complaint/

12. Cookies

Our website uses cookies to distinguish you from other users and to help us improve our website.

Analytics Cookies

We use analytics cookies (such as Google Analytics or similar services) to collect information about how visitors use our website. These cookies collect information in an aggregated and anonymous form, including:

Pages visited

Time spent on pages

Traffic sources

Device and browser information

Analytics cookies help us understand how our website is used so we can improve its performance and usability.

Managing Cookies

You can control and manage cookies through your browser settings. You may choose to block or delete cookies; however, doing so may affect website functionality.

Analytics cookies will only be placed on your device where you have provided your consent through our cookie consent mechanism.

13. Changes to This Policy

We may update this Privacy Policy from time to time. The most current version will always be published on our website.