Privacy Policy

Last Updated: June 2026

1. Introduction

Mayaba Virtual Assistance Ltd ("we", "us", or "our") is committed to protecting your privacy and handling your personal data in accordance with applicable data protection laws, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This Privacy Policy explains how we collect, use, store, disclose, and protect your personal data when you use our website, engage our virtual assistance services, or otherwise interact with us.

We implement appropriate technical and organisational measures to safeguard your data against unauthorised access, disclosure, alteration, or loss. We are dedicated to ensuring transparency, confidentiality, and accountability in the way we manage personal information.

2. Data Controller

For the purposes of data protection law, Mayaba Virtual Assistance Ltd is the data controller of your personal data.

Contact Details:

Mayaba Virtual Assistance Ltd
48 Hercules Way,
Peterborough,
England PE2 8FQ

Email: info@mayabavirtual.com

Telephone: 0844 995 1554

3. Personal Data We Collect

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

Information You Provide to Us

• Name
• Business name
• Postal address
• Email address
• Telephone number
• Billing and payment information
• Information contained in correspondence, enquiries, or service requests
• Information required to perform virtual assistance services on your behalf

Information Collected Automatically

When you visit our website, we may collect:

• IP address
• Browser type and version
• Device information
• Website usage data
• Cookies and similar technologies

4. How We Use Your Personal Data

We use personal data for the following purposes:

• To provide virtual assistance and administrative support services
• To communicate with clients and prospective clients
• To manage contracts and service agreements
• To process payments and maintain financial records
• To respond to enquiries and requests
• To improve our website and services
• To comply with legal and regulatory obligations
• To establish, exercise, or defend legal claims

5. Lawful Bases for Processing

Under UK GDPR, we rely on one or more of the following lawful bases:

Contract

Where processing is necessary to perform a contract with you or to take steps prior to entering into a contract.

Legitimate Interests

Where processing is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms.

Legal Obligation

Where processing is necessary to comply with legal or regulatory requirements.

Consent

Where you have given clear consent for us to process your personal data for a specific purpose, such as receiving marketing communications.

You may withdraw your consent at any time.

6. Client Data and Confidentiality

As a virtual assistance provider, we may process personal data on behalf of our clients. In these circumstances, we act as a data processor and process such data only in accordance with our client's documented instructions and applicable data protection laws.

We maintain strict confidentiality obligations and implement appropriate security measures to protect client information.

7. Sharing Your Personal Data

We do not sell personal data.

We may share personal data with:

• Professional advisers, including accountants and legal advisers
• IT service providers and software platforms used to deliver our services
• Payment processors
• Cloud storage providers
• Government authorities, regulators, or law enforcement agencies where required by law

All third-party providers are required to maintain appropriate security and confidentiality standards.

8. International Transfers

Where personal data is transferred outside the United Kingdom, we ensure appropriate safeguards are in place, including:

• Adequacy regulations approved by the UK Government
• International Data Transfer Agreements (IDTAs)
• Other lawful transfer mechanisms recognised under UK GDPR

9. Data Security

We implement appropriate technical and organisational measures to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access.

These measures may include:

• Secure password management
• Multi-factor authentication
• Encryption where appropriate
• Access controls
• Secure cloud-based systems
• Staff confidentiality obligations

10. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including satisfying legal, accounting, tax, or reporting requirements.

Retention periods may vary depending on the nature of the information and applicable legal obligations.

11. Your Rights

Under UK GDPR, you may have the following rights:

• The right to be informed
• The right of access
• The right to rectification
• The right to erasure
• The right to restrict processing
• The right to data portability
• The right to object
• Rights relating to automated decision-making and profiling

To exercise any of these rights, please contact us using the details provided above.

12. Marketing Communications

Where permitted by law, we may send you information about our services.

You can opt out of marketing communications at any time by:

• Clicking the unsubscribe link in our emails
• Contacting us directly

13. Cookies

Our website may use cookies and similar technologies to improve user experience and analyse website traffic.

Further information is available in our Cookie Policy.

14. Complaints

If you have concerns about how we handle your personal data, please contact us first so that we can try to resolve the issue.

You can view our Complaints Process document for further information.

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO).

Information about the ICO can be found at www.ico.org.uk.

15. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page together with the revised effective date.

16. Contact Us

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

Mayaba Virtual Assistance Ltd
48 Hercules Way,
Peterborough,
England PE2 8FQ

Email: info@mayabavirtual.com

Telephone: 0844 995 1554