OUR PRIVACY POLICY

This Privacy Policy provides clear information on how we store, process, and use the data you submit via our website. Additionally, we ensure these Privacy Policy standards are maintained across our other platforms to protect your information.

Welcome to the Assist Gen (t/a Assist-gen.com) Privacy Policy and legal notice. This document is designed to help you understand your rights regarding your personal data.

Whether you are a business or an individual, we respect your privacy, and we are committed to protecting your personal data. This privacy notice will inform you as to how we look after your personal data when you visit our website (regardless of where you visit it from) and tell you about your privacy rights and how the law protects you.

Our website uses cookies to distinguish you from other users. This helps us to provide you with a good experience when you browse our website and also allows us to improve our site. By continuing to browse the site, you are agreeing to our use of cookies.

Purpose of this Privacy Policy

Our privacy notice aims to give you clear information on how we collect and process your personal data. This includes any details you provide through this website when you sign up for our newsletter or purchase a service.

Children’s Data Protection

This website is not intended for children, and we do not knowingly collect data relating to them. We prioritize the safety and privacy of younger users at all times.

Comprehensive Data Awareness

You must read this notice together with any other fair processing information we may provide on specific occasions. Understanding how and why we use your data ensures you remain fully aware of your privacy rights. Our current notice supplements other policies and is not intended to override them.

Controller

Assist Gen is the controller and is responsible for your personal data.

We have appointed a data privacy manager who is responsible for overseeing questions in relation to this privacy policy. If you have any questions about this privacy notice, including any requests to exercise your legal rights, please contact: Contact@Assist-gen.com

Changes to the Privacy Policy and your Duty to Inform us of Changes

We may make changes to this Policy, and therefore, you must read this policy each time you use our site.

The personal data we hold about you must be accurate and current. Please keep us informed if your personal data changes during your relationship with us

Third-Party Links

This 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 statements. When you leave our website, we encourage you to read the privacy policy of every website you visit.

Social Media Platforms

Social Sharing Buttons

We may use social sharing buttons to help you share our web content directly to social media. You should use these buttons at your own discretion. Note that the social media platform may track your request through your personal account.

Shortened Links in Social Media

This site may share web links through our social media accounts. Some platforms shorten long URLs by default. You should use caution before clicking any shortened links published on social media.

URL Safety and Liability

While we try to ensure only genuine URLs are shared, many platforms are prone to spam and hacking. Therefore, we cannot be held liable for any damages caused by visiting these shortened links.

The Data We Collect About You

Personal data means any information that can identify an individual. We collect and process various types of data, which we have grouped as follows:

Identity & Contact: Includes your name, username, gender, billing address, email, and telephone numbers.
Financial & Transaction: We collect bank account details and information regarding payments to and from you.
Background Data: For those joining us as a Virtual Assistant, we process information from your CV, including employment history and qualifications. This may also include sensitive information like health or criminal records if required.
Marketing & Communications: This includes your preferences for receiving marketing materials from us or our third parties.
Aggregated Data: We use statistical or demographic data for any purpose. While this data is derived from your personal information, it is not considered personal data by law as it does not reveal your identity.

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 services or engage you as a Virtual Assistant). In this case, we may not be able to commence our services or request your service, but we will notify you if this is the case at the time.

How is your Personal Data is Collected

Direct Data Collection

We use various methods to gather information from you. Primarily, we collect Identity and Contact Data through direct interactions. This happens when you fill in forms on our site or correspond with us by post, phone, and email. Specific instances where you provide personal data include:

Service Contracts: When you officially contract to use our professional services.
Career Applications: If you apply to join us as a Virtual Assistant.
Account Management: Whenever you create a personalized account on our website.
Marketing & Feedback: This includes requesting marketing materials, entering surveys, or giving us feedback.

Automated Data Collection

As you interact with our website, our system may automatically collect Technical Data about your equipment and browsing patterns. We gather this information by using cookies, server logs, and other similar technologies. Additionally, we may receive technical details if you visit other websites that employ our cookies.

How We Use your Personal Data

We only use your personal data when the law allows us to. Most commonly, we will use your information in the following circumstances:

Contract Performance: This occurs when we need to perform a contract we are about to enter into or have already entered into with you.
Requested Services: To provide you with the information, products, and services that you request from our website.
Legitimate Interests: Use is permitted when it is necessary for our legitimate interests and your fundamental rights do not override them.
Legal Compliance: In some cases, we must process data to comply with a legal or regulatory obligation.

Generally, we do not rely on consent as a legal basis for processing your personal data, except for sending third-party direct marketing via email or text. You have the right to withdraw this consent at any time by contacting us.

Purposes for which we will your use Personal Data

Legal Bases for Data Usage

We have outlined below all the ways we plan to use your personal data. This description includes the specific legal bases we rely on to process your information. Furthermore, we have identified our legitimate interests where they are appropriate for our operations.

Processing on Multiple Grounds

Note that we may process your personal data for more than one lawful ground. This depends entirely on the specific purpose for which we are using your data. Please contact us if you need exact details about the legal ground we are relying on for any specific process.

To register to use our website

Identity
Contact
Employment

Performance of a contract with you;

We assess your qualifications and suitability for work. Additionally, we carry out background checks where applicable.

Identity
Contact
Financial
Background

Our team needs this to decide on appointments. Legal obligations are also satisfied here.

To process an application from a Virtual Assistant, a request for our services and/or to make and take payments

Identity
Contact
Financial
Transaction
Profile
Marketing and
Communication

Performance of a contract with you. Necessary for our legitimate interests to take and make payments

Our team notifies you about changes to terms or privacy policies. We may also ask for reviews or surveys.

Identity
Contact
Profile
Marketing and
Communication

We use this to comply with legal obligations. It also helps us study how services are used.

To administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data).

Identity
Contact
Profile
Marketing and
Communication

Performance of a contract with you. Necessary to comply with a legal obligation. Necessary for our legitimate interests (to keep our records updated and to study how customers and Virtual Assistants use our services)

To use data analytics to improve our website, products/services, marketing, customer relationships and experiences

Identity
Contact
Technical

Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise). Necessary to comply with a legal obligation

To send you our email newsletter and other automated email communications

Identity
Contact

To inform you about services which you have requested/consented to

To make suggestions and recommendations to you about goods or services that may be of interest to you

Identity
Contact
Technical
Usage
Profile

YOUR TRUST IS OUR PRIORITY YOUR PRIVACY IS OUR COMMITMENT

How we will your Sensitive Data Provided by Job Applicants

Usage of Sensitive Information

Our team processes particularly sensitive personal data in specific ways to maintain high standards. Primarily, we use disability status information to determine if appropriate adjustments are necessary for our customers.

Equal Opportunity Monitoring

Meaningful equal opportunity reporting is essential for our operations. Consequently, we may process details regarding national origin, religious beliefs, or other protected characteristics to ensure fair monitoring and reporting.

Criminal Record Background Checks

Criminal conviction history is collected only when we intend to offer you work. This process remains conditional on satisfactory background checks and references. Furthermore, we are entitled to perform these checks to ensure suitability for the specific role within our agency

Marketing

We use your Identity, Contact, Technical, Usage, and Profile Data to understand your interests and provide relevant products, services, offers, and marketing communications. You may receive marketing updates from us if you have requested information or purchased services, unless you opt out. We will always obtain your consent before sharing your personal data with third parties for marketing purposes. For professional updates and to connect with our team, you can also follow us on LinkedIn.

Email Newsletter and our Privacy Policy

We operate a newsletter to inform you about our services. Subscription is voluntary via our automated online process, and all data is handled according to our Privacy Policy.

Our email campaigns may use tracking tools to monitor activity like opens and link clicks. We use this data to analyze engagement and provide more relevant content in the future, as outlined in this Privacy Policy.

In compliance with UK Spam Laws and our Privacy Policy, you can unsubscribe at any time using the automated link in any email footer. If the system is unavailable, we will provide clear instructions on how to opt-out.

For further information regarding your data, please review the full sections of our Privacy Policy.

Opting Out

You can ask third parties to stop sending you marketing messages at any time by contacting us at any time.

If you opt out of receiving these marketing messages, this will not apply to personal data provided to us as a result of our providing our services to you.

Change of Purpose

Purpose of Data Processing

We strictly use your personal data for the specific purposes for which it was collected. If we need to use it for another reason, we ensure that reason is compatible with the original intent. You can contact us at any time for an explanation regarding how new processing purposes remain compatible.

Changes to Data Usage

Should we need to use your data for an unrelated purpose, our team will notify you directly. We will provide a clear explanation of the legal basis that allows us to proceed.

Legal Compliance

Please note that we may process your personal data without your knowledge or consent when required or permitted by law. We always perform such actions in full compliance with established regulatory rules.

Disclousure of your Personal Data

We may share your personal data with specific parties for the purposes outlined in our data processing tables. These parties include:

Our Customers: Your data is shared with clients to whom you, as Virtual Assistants, provide services through our agency.
Service Providers: We share information with Virtual Assistants who are assigned to provide services to our customers.
Verification Agencies: These are agencies where we seek confirmation of the information provided by employees or Virtual Assistants.
Business Transfers: Third parties to whom we may choose to sell, transfer, or merge parts of our business or assets. If a change occurs, the new owners will use your data according to this privacy notice.

Third-Party Security Standards

Our agency requires all third parties to respect the security of your personal data and treat it in accordance with the law. We strictly prohibit our third-party service providers from using your personal data for their own independent purposes.

They are only permitted to process your data for specified tasks and must follow our strict instructions. Furthermore, we will not disclose your personal data to any other third parties without your specific consent, unless required by law.

International Tranfers

Many of our third-party providers are based outside the European Economic Area (EEA). This means processing your personal data may involve a transfer outside the EEA.

To ensure your data remains protected, we implement at least one of the following safeguards:

Adequate Countries: We only transfer data to countries deemed to provide adequate protection by the European Commission.
Approved Contracts: We use specific contracts approved by the European Commission that offer the same protection as in Europe.
Privacy Shield: For US-based providers, we may transfer data if they are part of the Privacy Shield framework.

Please contact us if you need more information on the specific mechanisms used for these transfers.

Data Security

We have implemented appropriate security measures to protect your personal data from unauthorised access, loss, misuse, alteration, or disclosure. Access is limited to authorised personnel and third parties who process data under confidentiality obligations. We also have procedures to handle suspected data breaches and will notify you and relevant authorities where legally required.

Our Privacy Policy on Data Retention

Data Retention Policy

We only keep your personal data for as long as necessary to fulfill its intended purpose. This duration includes satisfying any legal, accounting, or reporting obligations.

Criteria for Retention

To determine the appropriate period, we consider the nature and sensitivity of your information. Our team also evaluates potential risks and whether we can achieve our goals through other means.

Your Data Rights

In specific cases, you have the right to ask us to delete your personal data. Understanding your rights ensures you maintain full control over how your information is handled.

Anonymized Data Practices

Alternatively, we may anonymize your information for research or statistical analysis. We may use such anonymous data indefinitely without further notice to you. This approach helps us improve services while protecting your identity.

Your Legal Rights

You have several rights regarding your personal data under privacy laws:

Access and Correction: You can request a copy of the personal data we hold about you to check its accuracy. You may also ask us to correct any incomplete or inaccurate information, though we must verify the new data you provide.
Erasure and Restriction: You have the right to ask us to delete or remove personal data when there is no valid reason for us to keep it. Additionally, you can request that we suspend processing your data to establish its accuracy or for legal claims.
Objecting to Use: You may object to us processing your data if you feel it impacts your fundamental rights, especially for direct marketing purposes. In some cases, we may demonstrate legitimate grounds that override these rights.
Data Transfer: We can provide your personal data to you or a third party in a structured, machine-readable format. This applies to automated information you previously consented to or data used for a contract.
Withdrawing Consent: You can withdraw your consent at any time. Please note that as a Virtual Assistant, withdrawing consent may prevent us from providing specific services or projects to you.

No Fees: You generally do not have to pay to access your data. However, we may charge a reasonable fee or refuse the request if it is clearly unfounded, repetitive, or excessive.
Identity Verification: We may request specific information to confirm your identity. This security measure ensures your data is not disclosed to unauthorized persons.
Response Time: We aim to respond to all legitimate requests within one month. If your request is complex or you have multiple requests, it may take longer. In such cases, we will keep you updated.

Cookies

A cookie is a small file of letters and numbers that we store on your browser or the hard drive of your computer if you agree. Cookies contain information that is transferred to your computer’s hard drive.

Please note that third parties (including advertising networks and providers of external services, such as web traffic analysis services) may also use cookies, over which we have no control. These cookies are likely to be analytical/performance cookies or targeting cookies.

You block cookies by activating the setting on your browser that allows you to refuse the setting of all or some cookies. However, if you use your browser settings to block all cookies (including essential cookies), you may not be able to access all or parts of our site.