ADMINANYWHERE PRIVACY & SECURITY POLICY
AdminAnwhere ("our", "us", "I", "me") takes your privacy and security very seriously.
This policy sets out how we collect and process any personal data you may provide us both for the purposes of our own business marketing and with the work we handle on behalf of our clients and their businesses.
The business "AdminAnywhere" is the trading name for Julia Page, who provides business administrative support and virtual assistance services.
Contact address: 6 Heaton Road, Bradley Fold, Bolton, BL2 6RD.
Telephone: 01204 216789
Julia Page is the Data Controller for AdminAnywhere and is registered with ICO, reference ZA005005.
For the work handled for our clients, Julia Page is a Data Processor and handles their data as per the client's instructions and preferences.
It is your right however to lodge a complaint directly with the Information Commissioner's Office (ICO) who are the UK’s supervisory authority for data protection.
Complaints and concerns can be lodged with the ICO via this link: https://ico.org.uk/concerns/
We kindly ask that before any complaints are lodged with the ICO, that you contact us first to try and resolve any issues you may have.
Our website www.adminanywhere.co.uk is owned and managed by Julia Page.
It is hosted by TSOHOST from the Paragon Internet Group Limited.
It is protected by an additional Firewall as recommended by Joomla.
This website was created by AdminAnywhere and is regularly monitored, updated and maintained.
This website exists to advertise the business and share news and updates with our visitors.
All content and pictures on this site belong to AdminAnywhere. Therefore any copying and reuse in any format from this site is in breach of our copyright and terms of conditions.
Some content on this site includes links to other websites for information and sharing purposes only. AdminAnywhere is not responsible for the information or integrity of the third party's website. If any monetary affiliation is agreed with the third party this will be indicated.
VIRUSES, HACKING AND OTHER OFFENCES
For extra security, we operate geographical blocking on our website across many countries in the world. We do not trade outside of the UK so this has no impact on the services we advertise on our website. These restrictions increase the protection against unsolicited access and threats from unscrupulous sources.
You must not misuse our site by knowingly introducing any material which is malicious or technologically harmful. You must not attempt to gain unauthorised access to our site, the server on which our site is stored or any server, computer or database connected to our site. You must not attack our site via a denial-of-service attack or a distributed denial-of-service attack.
By failing to comply with this provision, you would commit a criminal offence and your right to use our site will cease immediately and we will report your actions to the relevant authorities.
ANTI-VIRUS & ANTI-MALWARE
We ensure that all of our internal systems utilise anti-virus and anti-malware software that is kept automatically up-to-date on its version and virus/malware updates, all computers that are used are regularly scanned for any malware.
INFORMATION ABOUT OUR USE OF WEBSITE COOKIES
We only use analytical cookies which enable us to analyse the number of visitors to our website and to see how our website users navigate around our website. This helps us to improve the way our website works, for example, by ensuring that you can find what you are looking for easily.
You are able to block our cookies by activating the setting on your browser that allows you to block cookies. If you do block our cookies however, you may not be able to access all or parts of our website.
To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.allaboutcookies.org.
All the data held on behalf of AdminAnywhere is treated with upmost confidentially and security.
Data collected consists primarily of Name, Business Name, Email and Telephone contact number. Other information may include address, social media details, type of business, website address.
All contact data is stored securely on AdminAnywhere's internal business server and backed up to an encrypted, secure, cloud storage service Spideroak. Contact data is also stored in Mailchimp for the purpose of those subscribed to receive our newsletters.
AdminAnywhere does not knowingly collect any sensitive data (e.g. any 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). All our data is contact information of businesses, their owners, their representatives and/or their employees.
Our contact data has usually be collected via the exchange of business cards at meetings, training, networking events and conferences with other local business owners and representatives. It also includes contact details for our current and past clients. It could also have been passed to us in the form of a specific referral. Some data has been collected following online contact by email, telephone and social media (Linkedin, Facebook, Twitter, etc). We also operate an enquiry form and sign up form via our website.
HOW DO WE USE YOUR DATA
Your contact data is used for marketing purposes only; i.e. for sending newsletters and for advertising of our business admin services, and following up on enquiries etc.
We analyse the data produced following the despatch of a newsletter to identify the performance of the newsletter and improve impact for future newsletters. This data includes who has/hasn't opened the newsletter, clicked on any links etc.
We do not share any of our contact data with any other third party. We do not sell any of our contact data.
OUR CLIENTS' DATA
We take our clients' data (and all the work entrusted to us) very seriously; and work under strict levels of confidentiality and security.
Due to the nature of AdminAnywhere's business services, we handle data in many forms on behalf of our clients. Each client's data is kept separate from AdminAnywhere's data and that of all other clients. Some of our clients' data may be classed as sensitive and in which case will be handled as appropriate to its classification.
No data handled and/or processed at AdminAnywhere is shared with other clients, or other third parties. We would never ever sell any data onto third parties.
Some of our client data is stored on our internal server (which is encrypted utilising industry standard 256bit encryption) and backed up to an encrypted secure cloud service (Spideroak). Some client data is accessed via shared secure services between AdminAnywhere and the client, e.g. via Dropbox, Googledocs, One Drive, or the client's own online CRM systems.
All details of user/password access to shared services are stored in an encrypted secure off-line password storage application, only accessible to Julia Page of AdminAnywhere.
We take your privacy and the security of your information very seriously and will take all reasonable steps to protect your personal data, but please be aware that any data which you send to via our website and email is sent at your own risk.
Information is stored for as long as it is required or until the client requests its deletion.
Once any client has ceased their business with AdminAnywhere all documentation handled on behalf of that client is securely destroyed. For on-going clients all documentation is stored securely, backed up to our secure cloud service and handled as per the arrangements with the client.
- AdminAnywhere handles a single task of inputting the contact data from business cards for a client onto a spreadsheet. The spreadsheet is saved on AdminAnywhere's server until the task is completed, then it is returned e.g. via email or via a file share. Once the invoice has cleared the spreadsheet will be removed from AdminAnywhere's server, along with the attachment from the email and the business cards will either be returned or shredded as per the client's instructions.
- AdminAnywhere handles ongoing work for a client, all applicable data is stored in that client's area of the internal server along with all other documentation handled for that client. It is backed up daily to the external cloud service, until the contract ends or the client requests for it to be removed.
Minimal documentation handled for clients is printed into hardcopy. Should any need to be destroyed it is securely shredded and passed for recycling. It can also be returned to the client for archiving or destruction if requested.
ACCESS TO INFORMATION
In order to meet our costs in responding, we will charge you a fee of £10.
CHANGES TO THIS POLICY
This policy will be reviewed regularly and revised according to further direction from the ICO following the introduction of the EU GDPR regulations. It will also be subject to an annual review.
This policy replaces our original Information Security Policy and was produced for inclusion on our website and to be included in client welcome packs on 23/05/2018.