Privacy Policy
Last updated: 28 April 2026
Website: https://veritasva.co.uk/
Company: Veritas VA Ltd (company number 16466665)
This Privacy Policy explains how Veritas VA Ltd collects, uses, shares and protects personal data when you use our website, make an enquiry, request a discovery call, or otherwise interact with us through the website.
1. Who we are
This website is operated by Veritas VA Ltd, a private limited company registered in England and Wales under company number 16466665. Our registered office is 7 Allenby Road, Catterick Garrison, England, DL9 3SA.
For the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, Veritas VA Ltd is the data controller for personal data collected through this website.
You can contact us about this Privacy Policy or your personal data at [email protected].
2. Scope of this policy
This policy applies to personal data collected through our website and related lead-generation activity, including contact forms, enquiry forms, file uploads, discovery call requests and email communications arising from the website.
Where Veritas VA Ltd provides virtual assistant, administrative, inbox, diary, CRM, ATS, recruitment resourcing, LinkedIn support or other outsourced support services to a client, we may process personal data on behalf of that client. Those client-service arrangements should be dealt with in the relevant client agreement and, where appropriate, a data processing agreement. This website Privacy Policy does not replace those client-service terms.
3. Personal data we collect
Depending on how you use the website, we may collect:
- Identity and contact details, such as your name, email address, telephone number, business name and role.
- Enquiry details, such as the service you are interested in, your business needs, message content, preferred contact times and information you choose to submit through forms.
- Uploaded files or attachments, if the website allows you to attach documents to an enquiry.
- Discovery call and lead information, including notes, availability, communications and follow-up actions.
- Marketing preferences, including whether you have opted in or opted out of receiving updates from us.
- Technical and usage data, such as IP address, browser type, device information, pages visited, referral source, cookie consent choices and website analytics data.
- Security and anti-spam data processed through website tools such as Google reCAPTCHA or similar technologies.
Please do not send us special category data, such as health, biometric, political, religious or trade union information, through the website unless we specifically ask for it and it is necessary for your enquiry. If you voluntarily provide sensitive information, we will only process it where a lawful basis and a relevant UK GDPR Article 9 condition applies, such as your explicit consent or where necessary for legal claims.
4. How we collect personal data
We collect personal data directly from you when you complete a form, send us an email, request a discovery call, subscribe to updates, submit an attachment, or otherwise communicate with us. We may also collect technical and usage data automatically through cookies, analytics tools, security tools and server logs, subject to your cookie choices where applicable.
5. How we use your personal data and our lawful basis
Purpose | Personal data used | Lawful basis |
To respond to website enquiries and contact requests | Name, contact details, message content and enquiry details | Legitimate interests in responding to enquiries and taking steps before entering into a contract |
To arrange and manage discovery calls or follow-up communications | Name, contact details, business information, availability and correspondence | Legitimate interests and/or taking steps before entering into a contract |
To prepare proposals, quotes or service recommendations | Business requirements, service interests, communication history and relevant enquiry information | Legitimate interests and/or taking steps before entering into a contract |
To send newsletters, updates or marketing communications where you have asked to receive them | Name, email address and marketing preferences | Consent, or another lawful basis where permitted by applicable direct marketing rules |
To operate, secure and maintain the website | Technical data, IP address, device data, logs and security/anti-spam data | Legitimate interests in keeping the website secure and functioning properly |
To measure and improve website performance through analytics | Cookie identifiers, usage data, device data and referral data | Consent for non-essential analytics cookies and similar technologies |
To comply with legal, regulatory, accounting and tax obligations | Relevant contact, transaction and correspondence records | Legal obligation and/or legitimate interests in managing our business records |
6. Marketing communications
We will only send you email marketing where we have a lawful basis to do so. Where we rely on consent, you can withdraw that consent at any time. You can unsubscribe by using any unsubscribe link included in our emails or by contacting us at the email address above.
Even if you opt out of marketing, we may still send service-related or administrative messages where necessary, such as responding to an enquiry or managing an existing relationship.
7. Cookies, analytics and similar technologies
Our website uses cookies and similar technologies. Strictly necessary cookies may be used to make the website work, remember your cookie choices, support security, and enable forms. Non-essential cookies, such as analytics or performance cookies, should only be set where you have given consent through the cookie banner or preference tool.
Please see our Cookie Policy for more information: https://veritasva.co.uk/cookie-policy
8. Google reCAPTCHA and anti-spam tools
Our contact forms may use Google reCAPTCHA or similar anti-spam technology to help protect the website from spam and abuse. These tools may collect technical information such as IP address, device and browser information, and user interaction data. Google’s Privacy Policy and Terms of Service may apply to reCAPTCHA processing.
9. Who we share personal data with
We do not sell your personal data. We may share personal data with trusted service providers and professional advisers where necessary, including:
- website hosting, maintenance, security and backup providers;
- WordPress, form, email delivery, analytics, CRM, scheduling and anti-spam service providers used to operate the website and manage enquiries;
- professional advisers, such as accountants, legal advisers or insurers;
- public authorities, regulators or law enforcement bodies where required by law.
Where we use service providers to process personal data on our behalf, we expect them to process it only in accordance with our instructions and to apply appropriate security measures.
10. International transfers
Some of our website, analytics, email, CRM or anti-spam service providers may process personal data outside the UK. Where this happens, we take steps to ensure that appropriate safeguards are in place, such as the UK International Data Transfer Agreement, the UK Addendum to the EU Standard Contractual Clauses, or an adequacy decision recognised by the UK government, as applicable.
11. How long we keep personal data
We keep personal data only for as long as reasonably necessary for the purposes described in this policy. Our usual retention approach is:
Category | Typical retention period |
Website enquiries and related correspondence | Up to 24 months from the last meaningful contact, unless a longer period is needed for legal, contractual or business record purposes. |
Discovery call notes and proposal information | Up to 24 months from the last meaningful contact, or longer if you become a client and the information forms part of our business records. |
Marketing subscriber data | Until you unsubscribe, withdraw consent, or the data is no longer required for the relevant marketing purpose. |
Cookie consent records | For the duration set by the consent-management tool, unless reset or withdrawn earlier. |
Analytics data | According to the retention settings in the relevant analytics platform and your cookie choices. |
Legal, accounting and tax records | Usually up to 6 years where required for business, accounting or legal purposes. |
If we no longer need personal data, we will delete it or anonymise it where appropriate.
12. How we protect your personal data
We use appropriate technical and organisational measures to protect personal data, including measures such as SSL/TLS encryption, restricted access, password controls, website security tools, backups and appropriate internal handling practices. No website or email transmission can be guaranteed to be completely secure, so you should take care when sending sensitive information online.
13. Your data protection rights
Subject to the conditions and exemptions under data protection law, you may have the right to:
- request access to personal data we hold about you;
- ask us to correct inaccurate or incomplete personal data;
- ask us to erase personal data in certain circumstances;
- ask us to restrict the processing of your personal data in certain circumstances;
- object to certain processing, including direct marketing;
- request data portability where applicable;
- withdraw consent at any time where we rely on consent.
To exercise your rights, contact us at [email protected]. We may need to verify your identity before responding to a rights request.
14. Complaints
We would appreciate the opportunity to deal with any concern first, so please contact us using the details above. You also have the right to complain to the UK Information Commissioner’s Office (ICO).
ICO website: https://ico.org.uk/
15. Children’s data
Our website and services are aimed at businesses, professionals and adult users. They are not intended for children. We do not knowingly collect personal data from children through this website. If you believe a child has provided personal data to us, please contact us so that we can review and delete it where appropriate.
16. Changes to this Privacy Policy
We may update this Privacy Policy from time to time. The latest version will be published on this page with the updated date.
17. Contact us
Veritas VA Ltd
Registered office: 7 Allenby Road, Catterick Garrison, England, DL9 3SA
Company number: 16466665
Email: [email protected]