Privacy Policy

Last Updated: 24 June 2025

At VEXA ("we", "us", or "our"), we are committed to protecting your privacy and ensuring that your personal data is handled in a safe and responsible manner. This Privacy Policy explains how we collect, use, store, and protect your information in accordance with the UK General Data Protection Regulation (UK GDPR) and the EU GDPR, where applicable.

This policy applies to our website, vexaassist.com, and any related services provided.

1. Who We Are

VEXA is a service-based business providing Virtual Executive Assistant Solutions. We are the data controller for the personal data we collect from you.

Registered address: Unit 10 Homeland Commercial Centre, Vale Road, GL52 8PX
Email: hello@vexaassist.com

2. What Personal Data We Collect

We may collect and process the following types of personal data:

a. Information You Provide Voluntarily:

Full name
Email address
Phone number
Company name
Job title
Service preferences or enquiries
Any other details you provide when completing forms, subscribing to newsletters, or contacting us

b. Information Collected Automatically:

IP address
Browser type and version
Time zone and location data
Pages you visit and actions you take on our site
Device type and operating system

c. Cookies and Tracking Technologies:

We use cookies and similar tools to improve your experience and analyse traffic. You can manage or disable cookies via your browser settings. See our [Cookie Policy] for details.

3. How We Use Your Personal Data

We process your data based on one or more of the following lawful bases under the GDPR:

To perform a contract – e.g., to deliver services you’ve requested
To comply with legal obligations
To pursue our legitimate interests – e.g., improving our website and customer service
With your consent – for marketing communications or newsletter subscriptions

Specifically, we use your data to:

Respond to enquiries and provide services
Manage client relationships
Send updates or newsletters (if opted in)
Improve our website and user experience
Comply with applicable legal or regulatory obligations

4. How We Share Your Data

We do not sell or rent your personal data. We may share your data with trusted third parties, including:

IT service providers, CRM systems, and web hosting platforms
Marketing and communication tools (e.g., email automation platforms)
Legal or regulatory authorities when required by law

All third-party service providers are bound by contractual obligations to keep your data secure and use it only for specified purposes.

5. International Transfers

If we transfer your data outside the UK or EEA, we will ensure appropriate safeguards are in place in compliance with GDPR, such as Standard Contractual Clauses or adequacy decisions.

6. Data Retention

We retain your personal data only as long as necessary to fulfil the purposes we collected it for, including legal, accounting, or reporting requirements. After this, your data is securely deleted or anonymised.

7. Your Rights Under GDPR

You have the following rights under the GDPR:

Right to access – Request a copy of the data we hold about you
Right to rectification – Request correction of inaccurate data
Right to erasure – Ask us to delete your data where there’s no legal reason to retain it
Right to restrict processing – Ask us to suspend the processing of your data
Right to data portability – Receive your data in a usable electronic format
Right to object – Object to certain types of data processing
Right to withdraw consent – Where processing is based on your consent

To exercise any of these rights, contact us at [Insert contact email].

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) in the UK:
https://ico.org.uk

8. Data Security

We use technical and organisational measures to protect your personal data from unauthorised access, use, or disclosure, including:

Secure servers
Encrypted communications
Access controls
Regular data backups

9. Children’s Privacy

Our services are not directed to individuals under 16. We do not knowingly collect personal data from children.

10. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will revise the "Last Updated" date. We recommend reviewing this policy periodically to stay informed.

11. Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us at:

VEXA Assist Ltd.
Email: hello@vexaassist.com
Website: vexaassist.com