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PRIVACY POLICY

Last Updated: November 2025

 

Introduction and Data Controller

 

This Privacy Policy describes how Assistant Anna Executive Assistant Services ("Assistant Anna," "we," "us," or "our") collects, uses, and protects the personal data of website visitors and clients. We are committed to protecting your privacy and handling your data in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Assistant Anna is the Data Controller responsible for the personal data we collect directly from you to manage your contract and business relationship with us.

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Contact Details:

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Website: www.assistantanna.co.uk

Email: hello@assistantanna.co.uk

ICO Registration Number: 00019216766

 

Our Distinct Roles in Data Handling

 

When handling personal data, we operate in two distinct roles:

 

Our Role as Data Controller (Your Personal Data)

 

We are the Data Controller for the information collected directly from you when you enquire about or book our services. We collect this data to manage our direct business relationship with you.

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  • Data Collected and Purpose:

    • Contact Data (Name, Email, Phone, Business Name): This is collected because it is a Contractual Necessity to schedule initial calls, respond to enquiries, manage your contract, and send invoices.

    • Payment Data: We collect confirmation of payment status (note: we do not store full card details, as processing is handled by third parties). This is a Contractual Necessity for processing payment for the services you purchase.

    • Website Data: We collect IP addresses, browsing activity, and data collected via cookies to monitor website performance and improve our service, relying on Consent (for non-essential cookies) and Legitimate Interests.

 

Our Role as Data Processor (Your Clients' and Staff Data)

 

When we provide Executive Assistant services (e.g., managing your emails, updating your CRM, or handling staff schedules), we will handle personal data belonging to your clients, suppliers, or employees.

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  • In these scenarios, you (the Client/Business Owner) are the Data Controller, and Assistant Anna is the Data Processor.

  • This handling is governed by a Data Processing Agreement (DPA) within our service contract, which outlines our responsibilities for safeguarding your business data, focusing on confidentiality and security protocols.

 

Data Sharing and Disclosure

 

We only share your personal data with others when necessary to deliver the Services or comply with the law. We do not sell your personal data.

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  • We share data with Service Providers, such as third-party applications we use for scheduling, communication, or invoicing. These providers act as Data Processors and are contractually obligated to protect your data.

  • We may share data with Professional Advisors (like accountants) for essential business advice.

  • We will disclose data for Legal Compliance if required by law, regulation, or a binding court order.

 

Data Security and Retention

 

  • Security: We utilise secure, industry-standard systems and protocols to protect your data against unauthorised access, loss, or disclosure, consistent with our ICO registration.

  • Retention: We retain your personal data (in our Controller role) only for as long as necessary to fulfil the purposes for which it was collected. Contract and financial records are generally kept for 6 years to satisfy legal and accounting requirements in the UK.

 

Your Rights Under UK GDPR

 

As a Data Subject, you have specific rights regarding your personal data:

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  • Right of Access: You can request copies of the data we hold about you.

  • Right to Rectification: You can ask us to correct incomplete or inaccurate data.

  • Right to Erasure (Right to be Forgotten): You can request that we delete your personal data, subject to certain legal obligations.

  • Right to Restrict Processing: You can ask us to limit the way we use your data.

  • Right to Object: You have the right to object to us processing your data where we are relying on a legitimate interest.

  • Right to Data Portability: You can request the transfer of your data to another party.

To exercise any of these rights, please contact us using the details provided in Section 1.

 

Concerns and Complaints

 

If you have any concerns about how we use your personal data, you can contact us directly at hello@assistantanna.co.uk.

 

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues, via their website: https://ico.org.uk/.

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