Privacy Policy

1. Introduction

Welcome to Bee Bright VA Services Limited T/A Bee Bright VA (“we,” “us,” or “our”). We are committed to safeguarding the privacy of our clients and website visitors. This Privacy Policy explains how we collect, use, disclose, and protect personal data in compliance with the UK General Data Protection Regulation (GDPR). The policy also explains your privacy rights and how the law protects you.

This website is not intended for children and we do not knowingly collect data relating to children.

2. Data Controller and Data Processor Information

We act as both a Data Controller and Data Processor for the personal data we collect and process.

We have appointed a GDPR owner who is responsible for overseeing questions in relation to this privacy policy. If you have any questions about this privacy policy, including any requests to exercise your legal rights, please contact the GDPR owner using the details set out below.

Contact details are:

Business Name: Bee Bright VA Services Limited T/A Bee Bright VA

Name of the GDPR owner: Vignesh Periyasamy

Director's Email: info@beebrightva.com

Data Protection Queries Email: vignesh@beebrightva.com

Company Registration Number: 16152392

Registered in: England and Wales

ICO Registration Number: ZB842973

Office Registered Address: Suite 5433, Unit 3A, 34-35 Hatton Garden, Holborn, London, EC1N 8DX.

3. Data We Collect

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

1. Personal Identification Information:

- Name

- Email address

- Phone number

- Addresses

- Date of birth

- Identification documents

- Gender

- Title

2. Website Usage Data:

- IP address

- Browser type and version

- Pages visited on our website

- Time and date of visits

3. Marketing Data:

- Newsletter sign-up information

- Marketing Preferences and interests

4. Financial Data:

- Bank account and payment card details

5. Enquiry Data:

- Information provided via the enquiry form

Personal Information: Any data that identifies or can identify an individual, such as name, email address, IP address, or location data.

Special Categories of Personal Data: This includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data

We do not collect any Special Categories of Personal Data about you nor do we collect any information about criminal convictions and offences. However, if it is necessary in relation to legal claims and in relation to protection your interests (or someone else’s interests), we may request your criminal convictions and offences information.

If you fail to provide personal data:

Where we need to collect personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with goods or services or to employ or engage you). In this case, we may have to cancel a product or service you have with us or we may not be able to employ or engage you but we will notify you if this is the case at the time.

4. How We Collect Your Data

- Directly from you – When you fill up our contact form, subscribe to our newsletters, entering in a survey with us, apply for a job with us, work for or provide services to us.

- Publicly available sources – Companies House, Your Website, Social Media Platforms etc.

- From our clients

5. How We Use Your Data

We use your personal data for the following purposes:

- To respond to enquiries and provide requested services.

- To send newsletters and updates with explicit consent.

- To improve the functionality and performance of our website.

- To comply with legal obligations.

- To send you non-marketing general communications.

Change of purpose:

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.

If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

6. Legal Basis for Processing

Under the UK GDPR, we rely on the following lawful bases for processing:

• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability. For marketing communications, we rely on your consent.

• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability.

Our reasons for processing your data are:

- For sending newsletters and marketing communications.

- To perform the services requested by you and to enter contractual agreements.

- For compliance with applicable laws (e.g., tax regulations – if applicable) and to respond to lawful requests from authorities, and fulfilling regulatory requirements related to our business operations.

- To analyse website usage and improve services by obtaining feedback.

- To respond to client concerns and ensure proper record-keeping is in place to manage and respond to disputes or claims effectively.

7. Data Sharing and Third Parties

We do not sell or rent personal data. However, we may share your data with third parties under the following circumstances:

- Service Providers: [e.g., website hosting service, email distribution, marketing and analytics providers].

- Legal Authorities: If required by law or in response to a valid legal request.

- Business Transfers: In the event of a merger, acquisition, or sale of assets. The new owners may use your personal data in the same way as set out in this privacy policy.

Our website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy policies. When you leave our website, we encourage you to read the privacy policy of every website you visit and make informed decisions.

8. International Data Transfers

We may transfer your personal data outside the UK for both controlling and processing purposes. Before doing so, we evaluate the legal framework of the recipient country and implement appropriate safeguards, such as Standard Contractual Clauses (SCCs) or the International Data Transfer Agreement (IDTA), to ensure your data is protected.

As part of this process, we assess any transfer risks and, where necessary, implement additional measures to safeguard your personal information and ensure it receives a level of protection consistent with UK data protection laws.

9. Data Retention

We will only retain your personal data for as long as necessary to fulfill the purposes we collected it for, including satisfying any legal, accounting, operational, or reporting requirements. When the retention period ends, we will securely delete, anonymise, or destroy your personal data to prevent unauthorised access.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the data, the potential risk of harm from unauthorised use or disclosure, the purposes for processing, and whether those purposes can be achieved through other means.

By law, we must retain certain basic information about our customers (including Contact, Identity, Financial, and Transaction Data) for six years after they cease being customers, to comply with tax and accounting obligations.

In certain circumstances, we may retain your personal data for longer, such as where required to comply with legal obligations, resolve disputes, or enforce our agreements.

10. Data Protection Rights

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are in brief set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

- Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. You can read more about this here -> https://ico.org.uk/for-organisations/advice-for-small-organisations/create-your-own-privacy-notice/your-data-protection-rights/#roa

- Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. You can read more about this here -> https://ico.org.uk/for-organisations/advice-for-small-organisations/create-your-own-privacy-notice/your-data-protection-rights/#rtr

- Your right to erasure - You have the right to ask us to delete your personal information. You can read more about this here -> https://ico.org.uk/for-organisations/advice-for-small-organisations/create-your-own-privacy-notice/your-data-protection-rights/#rte

- Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. You can read more about this here -> https://ico.org.uk/for-organisations/advice-for-small-organisations/create-your-own-privacy-notice/your-data-protection-rights/#rtrop

- Your right to object to processing - You have the right to object to the processing of your personal data. You can read more about this here -> https://ico.org.uk/for-organisations/advice-for-small-organisations/create-your-own-privacy-notice/your-data-protection-rights/#rto

- Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. You can read more about this here -> https://ico.org.uk/for-organisations/advice-for-small-organisations/create-your-own-privacy-notice/your-data-protection-rights/#rtdp

- Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. You can read more about this here -> https://ico.org.uk/for-organisations/advice-for-small-organisations/create-your-own-privacy-notice/your-data-protection-rights/#rtwc

If you make a request, we must respond to you without undue delay and in any event within one month. However, if it takes any longer than one month, we will notify you and keep you posted.

To make a data protection rights request, please contact us using the contact details at the top of this privacy policy.

- Right to Complain: Lodge a complaint with the ICO (Information Commissioner’s Office).

Before making a complaint or raising your concerns to ICO, we would appreciate if you provide us with a chance to deal with your concerns in the first instance. Please email dataprotection@beebrightva.com for more information.

ICO Contact Details:

Website: https://ico.org.uk

Phone: 0303 123 1113

Address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, United Kingdom.

11. Data Security

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

Examples of measures include:

- SSL encryption for website traffic.

- Secure storage systems for data.

- Restricted access to personal data.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

12. Cookies Policy

Our website uses cookies to enhance user experience and analyse site performance. Please refer to our [Cookies Policy] for detailed information.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Updates will be posted on this page with an updated effective date at the bottom of this page.

14. Contact Us

For any questions about this Privacy Policy or your personal data, contact us at:

General Email: info@beebrightva.com

Data Protection Queries: vignesh@beebrightva.com

[Last updated on 05/03/2025]