Privacy Notice

Effective Date: 1 April 2025

Last Updated: 13 July 2026

At CO Virtual Services, your privacy is important to us. This Privacy Notice explains how we collect, use, store and protect your personal information when you visit our website, contact us or use our services.

We are committed to handling your personal information responsibly and in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and other applicable UK data protection legislation.

Who We Are

CO Virtual Services Ltd is a company registered in England and Wales, offering virtual and in-person executive, business and personal support services to businesses and individuals.

Data Controller: CO Virtual Services Ltd

Contact Name: Cara O'Reilly

Email:covirtualservices@outlook.com

If you have any questions about this Privacy Policy or how your personal information is handled, please contact us using the details above.

What Personal Information We Collect

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

  • Your name

  • Email address

  • Telephone number

  • Business name

  • Information you provide when completing contact forms or making enquiries

  • Information relating to the services you request

  • Communications between you and CO Virtual Services

  • Website usage information through cookies and analytics tools

We only collect information that is relevant and necessary for providing our services.

How We Collect Your Information

We collect personal information when you:

  • Complete a contact form on our website

  • Contact us by email or telephone

  • Enquire about or purchase our services

  • Communicate with us during a project

  • Browse our website through cookies and analytics

How We Use Your Information

We use your personal information to:

  • Respond to enquiries

  • Provide and manage our services

  • Communicate with you regarding your project or booking

  • Prepare quotations, contracts and invoices

  • Maintain business records

  • Improve our website and services

  • Meet our legal and regulatory obligations

Where you have given your consent, we may occasionally send marketing communications. You can withdraw your consent at any time by contacting us or using the unsubscribe link in marketing emails.

Our Lawful Basis for Processing

Under UK GDPR, we process personal information using one or more of the following lawful bases:

  • Contract: where processing is necessary to provide the services you have requested.

  • Legitimate Interests: to respond to enquiries, manage our business and improve our services, provided these interests do not override your rights.

  • Legal Obligation: where we are required to retain records for accounting, taxation or legal purposes.

  • Consent: where you have chosen to receive marketing communications or where consent is otherwise required.

Sharing Your Information

We do not sell or rent your personal information.

We may share your personal information with trusted third-party service providers where necessary to operate our business, including:

  • Microsoft 365 (email and document storage)

  • Squarespace (website hosting and contact forms)

  • Canva (design and content creation)

  • QuickBooks (accounting and invoicing)

  • PayPal (payment processing for digital products)

These providers only process personal information where appropriate safeguards are in place and where they are required to do so securely and lawfully.

We may also disclose personal information where required by law or to comply with legal obligations.

International Transfers

Some of the third-party providers we use may transfer or store personal information outside the United Kingdom.

Where this happens, we ensure that appropriate safeguards are in place, such as UK adequacy regulations, the UK International Data Transfer Agreement (IDTA), or other approved legal mechanisms, to protect your personal information.

How Long We Keep Your Information

We only retain personal information for as long as necessary to fulfil the purposes for which it was collected, including satisfying legal, accounting and tax requirements.

When information is no longer required, it is securely deleted or destroyed.

Some information may be retained for longer where required to comply with legal, regulatory or accounting obligations.

Keeping Your Information Secure

We take appropriate technical and organisational measures to protect personal information against unauthorised access, alteration, disclosure or loss.

Although no method of transmitting information over the internet is completely secure, we work to ensure your information is handled responsibly and securely.

Your Rights

Under UK data protection law, you have the right to:

  • Be informed about how your information is used

  • Request access to the personal information we hold about you

  • Request correction of inaccurate or incomplete information

  • Request deletion of your personal information where applicable

  • Request restriction of processing in certain circumstances

  • Object to the processing of your information where applicable

  • Request the transfer of your information to another organisation (data portability)

  • Withdraw consent where processing relies on your consent

  • Not be subject to decisions based solely on automated processing where the law applies

To exercise any of these rights, please contact us using the details provided above.

Data Protection Complaints

If you have any concerns about how we have collected, used or handled your personal information, we encourage you to contact us first so that we can investigate and try to resolve the matter.

Please contact:

Email: covirtualservices@outlook.com

We will acknowledge receipt of your complaint within 30 days and investigate it fairly and promptly. We aim to provide a full response without undue delay.

If you remain dissatisfied after we have responded, you have the right to lodge a complaint with the Information Commissioner's Office (ICO).

The ICO can be contacted through their website at www.ico.org.uk or by telephone on 0303 123 1113.

Cookies

Our website uses cookies and similar technologies to improve your browsing experience, analyse website traffic and support the functionality of our website.

For more information about the cookies we use and how to manage them, please see our Cookie Policy.

Changes to This Privacy Notice

We may update this Privacy Notice from time to time to reflect changes in legislation, guidance or our business practices.

The latest version will always be available on this page, together with the date it became effective.

Contact Us

If you have any questions about this Privacy Notice or how your personal information is handled, please contact us using the details provided in Section 1.

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