Privacy Policy – Beyond the Inbox

Effective Date: 3rd September 2025
Last Updated: 7th August 2025

At Beyond the Inbox, we are committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store, and protect your personal data when you interact with our services. We comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, as regulated by the Information Commissioner’s Office (ICO).

1. Data Controller

Beyond the Inbox is the data controller responsible for your personal data.
Contact Information:

  • Email: beyondtheinboxva@gmail.com

  • Phone: 07739044223

  • Address: Huddersfield, West Yorkshire HD8

2. Personal Data We Collect

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

  • Identity Data: Name, job title, company.

  • Contact Data: Email address, phone number, postal address.

  • Service Data: Details of tasks, communications, and preferences related to our virtual assistant services.

  • Technical Data: IP address, browser type, operating system, and website usage data.

3. How We Collect Your Data

We collect your data in several ways, including:

  • Directly from you when you use our services, make enquiries, or communicate with us.

  • Automatically through our website (e.g., cookies and analytics).

  • From third-party sources, such as business networking platforms, with your consent.

4. How We Use Your Data

We process your personal data only for lawful purposes, which may include:

  • Providing and managing virtual assistant services.

  • Communicating with you regarding your requests, bookings, and service updates.

  • Sending marketing communications (with your consent).

  • Complying with legal obligations.

  • Improving our website, services, and user experience.

5. Legal Basis for Processing

Under UK GDPR, our lawful bases for processing your data are:

  • Contractual necessity: To provide the services you have requested.

  • Consent: Where you have agreed to marketing communications or other specific uses.

  • Legal obligation: To comply with UK law.

  • Legitimate interests: To improve our services, protect against fraud, and maintain business operations, provided it does not override your rights.

6. Data Sharing

We do not sell your personal data. We may share your data with:

  • Trusted third-party service providers who assist us in delivering services (e.g., cloud storage, communication platforms).

  • Regulatory or law enforcement authorities, where required by law.

We ensure that all third parties comply with UK GDPR requirements.

7. International Transfers

Your data may be stored or processed outside the UK or the European Economic Area (EEA). Where this occurs, we will ensure appropriate safeguards are in place to protect your personal data, in compliance with UK GDPR.

8. Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes outlined in this policy, or to comply with legal obligations. Specific retention periods may vary depending on the type of data and the services provided.

9. Your Rights

Under UK GDPR, you have the right to:

  • Access the personal data we hold about you.

  • Request correction of inaccurate or incomplete data.

  • Request erasure of your data (“right to be forgotten”).

  • Restrict or object to processing.

  • Request data portability.

  • Withdraw consent at any time (without affecting the lawfulness of prior processing).

  • Lodge a complaint with the ICO if you believe your data is not being processed lawfully.

To exercise your rights, please contact us using the details above.

10. Cookies

Our website may use cookies to enhance your experience. You can control cookie preferences through your browser settings. Please refer to our [Cookie Policy] for more information.

11. Security

We implement appropriate technical and organisational measures to protect your personal data from unauthorized access, disclosure, alteration, or destruction.

12. Changes to this Privacy Policy

We may update this policy from time to time. Any changes will be communicated via our website or other contact methods. Please check this page regularly for updates.

Beyond the Inbox is committed to maintaining your trust and protecting your privacy. If you have any questions or concerns about this policy or our data practices, please contact us.