Privacy and data protection policy  Contents 

• Introduction 
• About Us 
• Business and website 
• Collection of personal data 
• Lawful bases for the processing of personal data 
• Storage of personal data 
• Security measures 
• Your rights as a data subject 
• Complaints 

Introduction

Thank you for trusting us with some information about you. I take that trust seriously and I want you to know how I collect, use and protect your personal data and why. I also explain what rights you have with regards to your personal data and how you can exercise them.

If you have queries about how I use your data, or comments or questions about this policy, please do email me.

This policy is kept under regular review and it may be updated from time to time. Please come back here to check the latest version.

About Us

EireAnn VA is owned by Ann Jenkins who is based in Watford, Hertfordshire and she determines what data is collected, how it is used and protected.

Your privacy is important and I am responsible for ensuring that the key principles below are met.

• I ensure that your data is processed lawfully, fairly and in a transparent manner
• I only collect your data for specified, explicit and legitimate purposes
• I only keep your data if it is adequate, relevant and limit it to what is necessary
• I ensure that, wherever possible, your data is accurate and properly maintained
• I keep your data for only as long as necessary
• I ensure that your data is protected and handled securely


If you have questions about how we process personal data, or would like to exercise your data subject rights, please email me at ann@eireannva.com

I only collect information about you if I have a reason to do so; for example, to provide my services, to communicate with you, or to improve my service. This privacy and data protection policy covers this information as follows:

• Having personal communications with you via various forms of electronic messaging, emails,  voice and video communication or face to face
• Out of contractual necessity so that I can provide products or services to you
• From any third party with whom you have agreed for them to share your data with me; for example, your accountant

I use third party organisations as below: 

• Online file sharing system; 

• Website hosting company 

Business and website The following business and website are covered by this privacy and data protection policy: EireAnn VA www.eireannva.com You can visit and read our website without providing any personal information.
In order to answer certain requests which you may make I request certain information from you (such as when asking you to complete the contact us form) and collect certain information automatically. This privacy statement covers personal data that is collected through my website, by telephone, by email, postal mail and through any related social media applications.

Information We Process We only process the details below that you send us via our contact form:

• Your name; 
• Your email address; 
• Message you send 

We do not collect any sensitive information. Personal Information I do not collect any personal information from visitors who simply visit the website. Data We Store on Our Website Data that you enter in the contact us form on the website is saved on the website server and a copy of your request is emailed to me. Technical Information In addition to the information described above, I may collect other information as follows:

• Internet Protocol (“IP”) addresses – which may consist of a static or dynamic IP address and will sometimes point to a specific identifiable computer or device; 
• Web browser type, version and language; 
• Referring and exit (web) pages and URLs; 
• Date and time; 

• The pages of our website that you visit; 
• The time spent on those pages and other statistics; 
• Information about your device, operating system and version, carrier and country location, hardware and processor information, network type, and similar data. 

Cookies My website may use cookies in order to deliver a better experience for you. Cookies are files with small amounts of data that a website stores on your computer or mobile device’s hard drive so that certain information about your visit and web-browsing preferences will be recognised upon a return visit.

Cookies commonly serve functions such as “remembering” log-in names (and sometimes passwords) or enabling or saving shopping basket contents.

Like many websites, mine may use both session cookies (which expire once you close your web browser) and persistent cookies (which stay on your computer until you delete them) to help us improve the experience you have with our website. Most web browsers have a function that allows you to delete existing cookies on your device or you can set your browser options so that your device does not receive or accept cookies. Doing this may interfere with your ability to use my website.

Your browser does not need to accept cookies in order for you to view my website. However, the functionality of my website is improved if your browser is set to accept cookies. Cookies stored by this website do not contain any personally identifiable information.

The use of certain third-party services can improve what my website provides to visitors, for example by allowing them to share content from my website via mainstream social networks such as LinkedIn. They can also allow me to understand how my website visitors use my website; for example, by seeing what pages are popular and how users navigate our website, so that I can tailor the website to customer needs.

I may also sometimes share links from third-party websites. When you visit a page containing such
content, you may be presented with cookies from these websites. However, once you have used these links to leave the site, I do not have any control over that other website. As a result, I cannot be responsible for the protection and privacy of any information which you provide whilst visiting those other sites and those sites are not governed by this privacy and data protection policy. You should exercise look at the privacy statement applicable to the website in question. Collection of personal data Most of the personal information I process is provided to me directly by you for one of the following reasons:

• You have made an enquiry to me. 
• You have signed a contract with me for our services. 
• You have made a complaint to me. 
• You are representing your organisation. 

I collect personal data from you for one or more of the following purposes:

1. To provide you with information that you have requested or which I think may be relevant to a subject in which you have demonstrated an interest; 
2. To carry out business transactions with you, or the business that you represent, for the purchase of products and/or services; 
3. To fulfil a contract that we have entered into with you or with the business that you represent; 
4. To ensure the security and safe operation of my website and underlying business infrastructure, and 
5. To manage any communication between you and me. 

The table in section “Lawful Bases” provides more detail about the data that I collect for each of these purposes, the lawful basis for doing so, and the period for which I will retain each type of data.
It is important that the personal data that I hold about you is accurate and current. Please keep me informed if your personal data changes during your relationship with me.

In addition, and in order to ensure that each visitor to any of my website can use and navigate the site effectively, I may collect the following:

• Technical information, including the Internet Protocol (IP) address used to connect your device to the Internet; 
• Your login information, browser type and version, time zone setting, browser plug-in types and versions; 
• Operating system and platform; 
• Information about your visit, including the Uniform Resource Locators (URL) clickstream to, through, and from my website. 

In the section “Your rights” below, I identify your rights in respect of the personal data that I collect and describe how you can exercise those rights. Lawful bases for the processing of personal data

The table below describes the various forms of personal data I collect and the lawful bases for processing this data. A number of data elements are collected for multiple purposes, as the table below shows. Some data may be shared with third parties and, where this happens, this is also identified.
.
As part of my standard operations in running our business, the table below defines how and why I plan to use your personal data.    Purpose/Activity  Type of data   Lawful basis for processing         Receive enquiries and are contacted
(via various methods)       Identity  Contact details  Determine the service and products required by you   To communicate and get agreement
on services we provide to you         Identity  Contact details   Order information   Necessary for the legitimate interests of running my business and the provision of services   Perform and deliver our services    Identity  Contact details   Passwords  Login  Financial information  Order information  Marketing communications    To enable us to perform and deliver our services and the performance of a contract with you  Receive payment for our services  Identity  Contact details   Financial information    To enable us to receive payment and necessary for our legitimate interests to recover debts due to us  To manage our relationship with you which will include:    (a) Notifying you about changes to our terms or privacy policy  (b) Asking you to leave a review or take a survey    Identity  Contact details   Profile  Marketing communications    (a) Performance of a contract with you  (b) Necessary to comply with a legal obligation  (c) Necessary for our legitimate interests (to keep our records updated and to study how customers use our products/services)  To administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data)    Identity  Contact details   Technical information  (a) Necessary for our legitimate interests   (for running our business, provision of administration and IT services, network security and to prevent fraud   (b) Necessary to comply with a legal obligations  To use data analytics to improve our website, products/services, marketing, customer relationships and experiences  Technical information  Usage  Necessary for our legitimate interests (to define types of customers for our products and services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy)  Storage of personal data

EireAnn VA is a UK organisation. Our payment processors and banking arrangements are based in the UK. If you pay us by BACS or direct transfer, I know only what the bank tells me, which is usually the name of the person who paid us, the amount and the reference number. I do not routinely keep credit scores nor use credit reference agencies.

Like most small businesses, I do not have any tailor-made software – I use mainstream packages for everything from my customer records, to email, to accounting.

This means that some of your data may be held in the EU, and some may be held in services in the USA (with suitable data privacy shields) or elsewhere. I have picked mainstream suppliers with appropriate security standards.

I operate a data retention policy in respect of all data, whether paper-based or digital and those aspects of it which relate to personal data are contained in the table above. I need to keep customer information long enough to satisfy HMRC and legal requirements and my professional advisers.

If I email you individually using my own email system or respond to an email sent to me at any of my email addresses, a copy of that email will also be stored.

When I are processing data about or to you to or to or from one of your clients (for example by using one of your own email addresses), I are operating under the banner of your data privacy and data protection policy. I will refer any data enquiry from them to you, as you are the ‘data controller’ responsible for dealing with the query and will offer reasonable assistance to you in responding.

Under certain circumstances I may be obligated or compelled to disclose information:

• When required by law, court order, or other government or law enforcement authority or regulatory agency; 
• Whenever I believe that disclosing such information is necessary or advisable to protect the rights, property or safety of the business or others. 

I do not sell or share your personal data with organisations who may want to sell you something or use your data for research or other purposes.


Security measures

The security of your personal information is important to us but please remember that no method of transmission over the internet, or method of electronic storage, is 100% secure. I use standard industry practices with our services providers, which I consider is appropriate to the sensitivity of the information involved, but I cannot guarantee its absolute security.

As I work with third-party businesses and vendors in various aspects of my business including operating my website, website security, etc., I cannot guarantee the absolute security of my databases, nor can I guarantee that the information you supply will not be intercepted while being transmitted to and from me over the internet. In particular, e-mail sent to or from the website may not be secure, and you should therefore take special care in deciding what information you send to me via email, text or WhatsApp etc.

I do not have any control over what happens between your device and the boundary of my information infrastructure. You should be aware of the many information security risks that exist and that you should take appropriate steps to safeguard your own information.

I accept no liability in respect of breaches that occur beyond my control.

Your rights as a data subject

As a data subject whose personal information I hold, you have certain rights. If you wish to exercise any of these rights, please email me at ann@eireannva.com

In order to process your request, I will contact you and ask you to provide two valid forms of identification for verification purposes.

You are not required to pay any charge for exercising your rights. I have one month to respond to you.

I will inform you if answering requests is likely to require additional time or incurs unreasonable expense (which you may have to meet). I will explain if there are exceptional circumstances that mean I can refuse to provide the information. I reserve the right to refuse requests that are frivolous or vexatious.

Your rights are as follows:

• Your right to be informed 
• Your right of access (commonly known as a “data subject access request”) 
• Your right to rectification 
• Your right to erasure (to be forgotten) 
• Your right to restriction of processing 
• Your right to object to processing 
• Your right to data portability 

Please email me at ann@eireannva.com if you wish to make a request.

Complaints

Should you wish to discuss a complaint, please feel free to contact me using the details provided above. All complaints will be treated in a confidential manner. Should you feel unsatisfied with my handling of your data, or about any complaint that you have made to me about my handling of your data, you are entitled to complain to the Information Commissioner’s Office (ICO). Its contact information can be found at https://ico.org.uk/global/contact-us/   

Following standard procedures of using log files, these files automatically log visits when you visit the Website, it may include information about your web browser, it may log some of the cookies that are installed on your device, IP address, ISP, time zone and time stamp, referring/exit pages, number of clicks. The purpose of this information is for analyzing trends, administering this website, tracking users' movement on this website, and gathering demographic information, and it's not linked to any information that is personally identifiable. Additionally, as you browse the Website, we may collect information about subpages you view.

We may also collect personal information about you such as your name, organization/company name, address, email address or other personal data if you provide it to us during registration, purchasing, contacting us or in other ways. We only ask for personal information when we truly need it to provide a desired service to you (for example if you make an order through the Website). We collect it by fair and lawful means, with your knowledge and consent. We also let you know why we're collecting it and how it will be used.

Our Website may contain links to and from third party websites or services that are not operated by us. If you follow a link to any of these websites and you will be redirected to third part website, please note that these websites have their own privacy policies and we do not accept any responsibility or liability for these policies or practices. Please review the Privacy Policy of every website you visit before you submit any Personal Information to any of these websites.

Our Website may display ads delivered to you by our advertising partners who may have their own Privacy Policy and may set cookies and web beacons. These cookies help ad server recognizing your device each time ad is delivered to you or other users of your device. This Privacy Policy covers the use of EIREANNVA.COM only and does not cover any third party advertisers or partners.

This Website does not address any individuals under the age of 18. By using the Website, you represent that you are at least 18 years of age.

This Website does not alter its data collection and use practices when your browser sends Do Not Track signal

In the event EIREANNVA.COM, or substantially all of our assets, were acquired, or in the unlikely event that eireannva goes out of business or enters bankruptcy, your personal information would be one of the assets that is transferred or acquired by a third party which may continue to process your Personal Information. You acknowledge and consent that such transfers may occur, and are permitted by this Privacy Policy, and that any acquirer of our assets may continue to use your personal information as set forth in this policy.

We reserve the right to update or modify this Privacy Policy at anytime without prior notice. We will post these changes on this page so please review this document each time before you provide us with any personal information. This Policy is effective as of 2025/04/14. Your continued use of the Website after seven (7) days of any changes or revisions to this Privacy Policy shall indicate your agreement with the terms of such revised Privacy Policy. We suggest that you check this Privacy Policy periodically if you are concerned about how your information is used.

By using our website, you hereby consent to our Privacy Policy and agree to its terms.