Privacy Notice

This privacy notice explains how Entrust VA Support collects and uses personal information when dealing with clients, prospective clients, suppliers, business contacts and people who contact the business.

It relates primarily to personal data for which Rebecca Rickard, trading as Entrust VA Support, acts as controller. Where Entrust processes personal data solely on a client's instructions as part of providing services, the client will generally be the controller and its own privacy information may also apply.

Depending on how you interact with Entrust VA Support, we may collect your name, business or employer, job title, postal address, email address, telephone number, correspondence, enquiry details, service requirements, contractual information, billing and payment information, invoice records and other information you choose to provide.

We may also hold information generated through our business relationship, such as records of work undertaken, time records, invoices and communications.

We normally receive personal information directly from you, for example when you email, telephone, make an enquiry, become a client or communicate with Entrust VA Support.

We may also receive business contact information from a client, supplier, professional adviser, publicly available business source or another person where this is relevant to our legitimate business activities.

Where Entrust handles information about a client's customers, employees, suppliers or other individuals solely on the client's instructions, that processing is carried out as part of the services provided to the client.

We may use personal information to respond to enquiries and take steps requested before entering into a contract; enter into and perform contracts for Entrust's services; communicate with clients and business contacts; administer the business, maintain records, issue invoices and manage payments; comply with tax, accounting and other legal obligations; protect Entrust's legal rights, manage complaints and resolve disputes; and maintain the security of Entrust's systems and services.

Depending on the activity, our lawful basis may be contract (or steps taken at your request before entering into a contract), legal obligation, or legitimate interests. Where we rely on legitimate interests, these may include operating and administering Entrust VA Support, communicating with business contacts, maintaining appropriate business records, protecting the business and its systems, and establishing or defending legal rights. We consider whether those interests are overridden by the rights and interests of the individuals concerned.

If we rely on consent for a particular activity, we will make this clear at the time and you may withdraw that consent at any time.

We may share personal information where necessary with service providers that support Entrust's business, such as Microsoft 365/cloud storage and email providers, accounting and invoicing software providers, time-tracking or other business software providers, banks and payment providers, insurers, professional advisers and IT/security providers.

We may also disclose information where required by law, to regulators or public authorities, or where reasonably necessary to establish, exercise or defend legal rights.

Some technology or service providers used by Entrust may process or store information outside the UK. Where UK data protection law requires safeguards for an international transfer, Entrust will rely on an appropriate lawful transfer mechanism or the safeguards implemented by the relevant provider. Information about applicable safeguards can be requested using the contact details in this notice.

We keep personal information only for as long as reasonably necessary for the purpose for which it was collected and for applicable legal, accounting, contractual, insurance or dispute-resolution requirements.

Routine client working copies are normally returned or transferred at the end of an engagement and deleted after the agreed handover period in accordance with Entrust's retention arrangements. Certain business records, including contracts, invoices, accounting records and significant correspondence, may be retained for longer where there is a legal or legitimate business reason to do so.

Entrust VA Support uses reasonable technical and organisational measures to protect personal information. These include a dedicated Microsoft 365 business environment, business OneDrive storage, device security, password/PIN protection, multi-factor authentication where available, software updates and controlled access to client and business systems.

Depending on the circumstances and the lawful basis being used, you may have rights relating to your personal information, including the right to request access, correction, erasure, restriction of processing, data portability and to object to certain processing.

Where processing is based on consent, you may withdraw your consent at any time. Withdrawal does not affect the lawfulness of processing carried out before consent was withdrawn.

These rights are not absolute and do not all apply in every circumstance. To exercise a right, contact Entrust VA Support using the email address above.

Where Entrust relies on legitimate interests, you have the right to object to processing in certain circumstances. If you object, Entrust will consider your request in accordance with applicable data protection law.

If you have concerns about how Entrust VA Support uses your personal information, please contact Becci Rickard at becci@entrustvasupport.co.uk so the matter can be considered.

You also have the right to complain to the Information Commissioner's Office (ICO), the UK's data protection regulator.

Entrust VA Support does not currently use solely automated decision-making or profiling that produces legal or similarly significant effects on individuals.

Certain information may be necessary to enter into or perform a contract with you or to comply with legal requirements. If required information is not provided, Entrust may be unable to provide the relevant service. Where information is optional, this will depend on the circumstances in which it is requested.

This privacy notice will be reviewed regularly and updated where Entrust changes how it uses personal information, introduces materially different services or systems, or where applicable data protection requirements change.