At Virtual Offices Network Limited, we prioritize compliance with the General Data Protection Regulation (GDPR) (Regulation (EU) 2016/679).

This notice outlines our policies regarding the information we collect about you, including how we process, store, transfer, use, or act upon it. This notice covers both personal information (data that can identify you) and non-personal information. If you disagree with any part of this policy, please leave our website immediately. We commit to maintaining the confidentiality of all information you provide and hope you will reciprocate.

Our policy aligns with UK law and the GDPR. For more information on your rights and our obligations, visit www.ico.org.uk.

Unless stated otherwise, we do not share, sell, or disclose any information collected through our website to third parties.

1. Our Core Beliefs Regarding User Privacy and Data Protection

User privacy and data protection are fundamental human rights.

We have a duty of care to the individuals whose data we handle.

Data is a liability and should only be collected and processed when absolutely necessary.

We will never sell, rent, or distribute your personal information unless required by law, such as under Anti Money Laundering regulations.

2. Relevant Legislation

Our business and website comply with the following data protection laws:

• UK Data Protection Act 1988 (DPA)
• EU Data Protection Directive 1995 (DPD)
• EU General Data Protection Regulation 2018 (GDPR)

3. Personal Information We Collect and Why

3.1 Information We Process Due to Contractual Obligations

When you create an account, purchase a product or service, or agree to our terms and conditions, a contract is formed between us. To fulfil this contract, we must process your information, some of which may be personal. We use this information to:

• Sell products to you
• Provide services to you
• Offer suggestions and advice on our products and services
• Verify your identity under applicable regulations

3.2 Information We Process with Your Consent

When you browse our website or request information about our services, you consent to our processing of your personal information. We share your data with office space providers to deliver our services, sharing only the minimum necessary information.

3.3 Information We Process Due to Legal Obligations

We require personal information to comply with The Money Laundering, Terrorist Financing and Transfer of Funds (Information on the Payer) Regulations 2017. We will keep this data for the duration of your account and for six years thereafter as required by law.

4.0 How This Website Uses Personal Data

4.1 Site Visitation Tracking

We use tools like Google Analytics to track user interactions on our website. This data helps us understand how visitors use our site and improve their experience. The information collected does not personally identify you.

4.2 Contact Forms and Email Links

If you contact us via a form or email link, the data you provide will be emailed to us and will not be stored on the website or shared with third parties. Our email servers use encryption to protect your data.

4.3 Customer Support

We collect data when you contact us for support to improve our services. This includes your name, email, and the details of your request.

4.4 Telephone Communications

If you contact us by phone, your details may be recorded. All calls are recorded for training and monitoring purposes.

4.5 Complaints

We record information related to complaints to resolve them efficiently.

5.0 Website Hosting

Our website is hosted by Hostinger, which has data processing agreements compliant with UK/EU regulations.

6.0 Third-Party Data Processors

We use several third parties to process personal data, including:

• Google
• Chargebee
• Xero
• Stripe

These processors are carefully chosen and compliant with relevant data protection laws.

7.0 Access to Your Personal Information

7.1 Reviewing and Updating Your Information

You have the right to review and update your personal information. To request this, contact us at [email protected]. We aim to process requests within 21 working days.

7.2 Data Retention

We retain personal information based on its use. For marketing purposes, we keep your data until you opt-out.

7.3 Data Removal

You can request the deletion of your data, except where we are legally required to retain it.

7.4 Complaints

If you are dissatisfied with our privacy policy or data processing, please contact us. You can also lodge a complaint with the Information Commissioner's Office at https://ico.org.uk/concerns/.

8.0 ICO Registration

Virtual Offices Network Limited is registered with the Information Commissioner's Office (ICO) under registration reference: AB12345678.

9.0 Internal Breach

Any internal breach of our privacy policy is a serious violation of our commitment to data protection. We address such breaches transparently to maintain user trust.

10.0 Policy Changes

This Privacy Policy may change in line with legislation or industry developments. We recommend checking this page occasionally for updates. Changes will be documented in the policy changelog.

For more details or inquiries, please contact us at [email protected]