Confidentiality Policy

Your PA Online is committed to safeguarding the privacy of its clients, and this policy sets out how I will treat the information I hold about you, about your clients, and about any work I carry out on your behalf.  This Policy forms part of our Terms & Conditions, and should be read in conjunction with these, and with the Agreement I require you to sign to indicate that you have read and agreed our Terms & Conditions.

  • I may collect, store and use information that you provide to us for the purpose of carrying out any work you ask us to do for you. This includes your name, company name, address, telephone number and email address, and the name, company name, address, telephone number and email address of your clients. Any such information is held securely and backed up in accordance with the current General Data Protection Regulation 2018.
  • I will NOT provide information about you, or your clients, to any third party unless you specifically request us to do so. However, I may disclose information held about you or your clients to the extent that I are required to do so by law in connection with any legal proceedings or prospective legal proceedings; in order to establish, exercise or defend our legal rights including providing information to others for the purposes of fraud prevention and reducing credit risk; and to the purchaser or prospective purchaser of any business or asset which I are or are contemplating selling.
  • I will take every reasonable technical and organisational precaution to prevent the loss, misuse or alteration of your own personal information and that of your clients. I cannot guarantee the security of information sent over the internet.
  • Any documents containing personal and/or financial details, relating to you and/or your business and/or that of your clients will be held until the agreement is terminated, for whatever reason, when they will be destroyed. All electronically held data will be transferred back to you or erased. I am, by law required to keep basic information about our clients for tax purposes for a period of 6 years after they cease being clients.
  • If you need us to minute a meeting, I will ask for your permission to use a digital recorder, as Ill as taking shorthand notes. This enables us to provide you with minutes that are as accurate as possible. Once the minutes have been approved, any recordings will be erased.
  • In simple terms, this means that at the end of our agreement with you, provided our invoice(s) have been paid in full, I will destroy any documentation I hold in our files about you and/or your clients. Upon your specific written instructions any information I hold about you/your clients on computer will be copied to disk and sent to you before being erased.
  • Emma Whitney is registered with the Information Commissioner Office.
  • For the confidential destruction of paper documentation I use a cross-cut shredder and dispose of the waste in an environmentally-friendly manner.
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