Privacy Notice

CKH Virtual Assistant — The little details, taken care of.

Last updated: 6 November 2026

1. Introduction

At CKH Virtual Assistant, your privacy and the protection of your personal information are important to me.

This Privacy Notice explains how I collect, use, store, share and protect personal information when you enquire about or use my virtual assistant services, communicate with me or visit my website.

CKH Virtual Assistant is operated by Charlotte Hopper, a self-employed Virtual Assistant based in Cornwall, United Kingdom.

I aim to handle personal information responsibly and in accordance with applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, as amended.

Business contact details

Business name: CKH Virtual Assistant
Business owner: Charlotte Hopper
Email: charlotte@ckhvirtualassistant.co.uk
Location: Launceston, Cornwall

2. What Personal Information Do I Collect?

Depending on the services provided, I may collect and process the following information:

Personal and contact details: Names, email addresses, telephone numbers, postal addresses and relevant contact information.
Business information: Business contact details, administrative records, meeting information and correspondence.
Personal administration information: Appointments, diaries, family schedules, shopping lists, travel arrangements and other information required to complete agreed tasks.
Account access information: Login details, account usernames and information accessible through accounts that clients authorise me to use.
Payment-related information: Billing details, invoices, transaction records and access to saved payment methods within authorised client accounts.
Communications: Emails, WhatsApp messages, telephone communications, task instructions and feedback.
Client onboarding information: Details provided through questionnaires, service agreements and other onboarding documents.

Depending on the tasks agreed, information may also relate to family members, children, employees or other individuals.

I aim to collect only the information necessary to provide the agreed services and operate my business.

3. How Do I Collect Your Information?

I may collect personal information when you:

Contact me by email, WhatsApp, telephone, social media or through my website.
Complete a client onboarding questionnaire.
Enter into a service agreement.
Provide instructions or information relating to an administrative task.
Authorise access to online accounts or digital systems.
Share documents, appointments or other information required for my services.

I may also receive information from third parties where necessary to complete authorised tasks, such as communicating with suppliers, booking providers or other contacts on your behalf.

4. How Do I Use Your Information?

I use personal information to:

Respond to enquiries and communicate with clients.
Provide virtual assistant and administrative support.
Manage diaries, appointments, meetings and travel arrangements.
Complete authorised shopping orders, purchases and bookings.
Organise information, documents and administrative systems.
Access and manage client accounts where permission has been given.
Maintain records of agreed tasks and client instructions.
Prepare invoices and maintain financial records.
Meet legal, tax and regulatory requirements.
Respond to questions, requests and complaints.

I will not sell your personal information to third parties.

5. Lawful Bases for Processing Information

Under UK GDPR, CKH Virtual Assistant processes personal information using the following lawful bases, depending on the purpose:

Contract: To provide agreed virtual assistant services, manage client communications, arrange appointments, complete authorised tasks and manage client agreements.
Legal obligation: To maintain financial records, comply with tax requirements and meet other applicable legal obligations.
Legitimate interests: To respond to business enquiries, maintain appropriate business records, protect business systems and manage the day-to-day operation of CKH Virtual Assistant, where these interests are not overridden by individuals' rights.
Consent: Where consent is required for a particular activity, such as optional communications or the use of certain website cookies.

Where processing is based on consent, individuals may withdraw their consent at any time.

When processing information on behalf of a client who acts as a data controller, I follow their documented instructions and any applicable data processing agreement.

6. Client Account Access and Payment Information

As part of my services, clients may authorise me to access online accounts, shopping platforms, booking systems and other digital services.

These accounts may contain personal information, order histories, delivery addresses and saved payment methods.

I will only access accounts for agreed purposes and will not make purchases or payments without the client's authorisation.

Where possible, I will use secure methods of accessing client accounts and avoid unnecessarily storing login credentials or payment information.

Account access, purchasing permissions and any agreed spending limits will be confirmed with the client before relevant tasks are undertaken.

When access is no longer required, I will remove any credentials held by CKH Virtual Assistant and arrange for account permissions to be withdrawn where appropriate.

7. Communication Through WhatsApp and Other Platforms

I may communicate with clients through:

Email
WhatsApp
Telephone
Social media messaging
Other agreed communication platforms

Communications may contain task instructions, appointment information, booking details or other personal information necessary to provide my services.

I take reasonable steps to maintain the confidentiality of client communications.

Where third-party communication platforms are used, information may also be processed by those providers in accordance with their own privacy practices.

Clients can discuss their preferred communication methods during onboarding.

8. How Do I Store and Protect Your Information?

I take the security and confidentiality of client information seriously.

Personal information may be stored within business email accounts, cloud-based systems and other administrative platforms used to provide my services.

I use appropriate security measures to help protect personal information, including the following measures where implemented:

Password-protected devices and business accounts.
Two-factor authentication where available.
Restricted access to confidential client information.
Secure storage of documents and administrative records.
Sharing information only where necessary to complete authorised tasks.
Secure deletion of information when it is no longer required.

I regularly review how information is handled to help maintain appropriate security and confidentiality.

9. Who Do I Share Your Information With?

To operate CKH Virtual Assistant and provide agreed services, I may use third-party organisations and platforms, including:

Google Workspace: For email, document storage, calendars and business administration.
Netlify: My website is hosted using Netlify. Netlify may process technical information relating to website visits and, depending on the website's configuration, information submitted through website forms.
Squarespace: My website domain is registered and managed through Squarespace. Squarespace provides domain registration and related services.
WhatsApp: For communication with clients.
Microsoft: For document creation and administrative work, where used.
Monzo Business: For business banking and payment administration.
Other relevant providers: Such as booking platforms, retailers or service providers involved in completing authorised client tasks.

I may also disclose information where required by law or where necessary to establish, exercise or defend legal claims.

Information is only shared where there is an appropriate reason to do so.

10. International Data Transfers

CKH Virtual Assistant uses third-party technology providers, including Google Workspace, Microsoft and WhatsApp, which may process personal information outside the United Kingdom.

Where personal information is transferred internationally, I will take steps to ensure that any applicable UK data protection requirements are met.

This may include relying on UK adequacy regulations or appropriate contractual safeguards, where required.

11. How Long Do I Keep Your Information?

I retain personal information only for as long as necessary for the purposes for which it was collected, subject to applicable legal obligations.

Retention periods depend on the type of information and the reason it is held.

Information	Retention Period
Client agreements and key records	During the agreement and up to 6 years afterwards, where justified
Financial and tax records	In line with HMRC requirements
WhatsApp and email communications	Review annually and delete when no longer needed
Client login details	Delete when access is no longer required
Unsuccessful enquiries	12 months after the last contact, if justified
Client working documents	Delete or return after services end, unless retention is necessary

When information is no longer required, it will be securely deleted or disposed of, unless retention is required by law.

12. Your Data Protection Rights

Under UK data protection law, you may have the following rights:

Right of access: To request access to personal information held about you.
Right to rectification: To request correction of inaccurate or incomplete information.
Right to erasure: To request deletion of personal information in certain circumstances.
Right to restrict processing: To request restrictions on how your information is used in certain circumstances.
Right to object: To object to certain processing activities.
Right to data portability: To receive or transfer certain personal information where applicable.
Right to withdraw consent: Where processing relies on consent.

These rights are subject to applicable legal conditions and exceptions.

To exercise your rights, please email:

charlotte@ckhvirtualassistant.co.uk

I will respond within the timescales required by applicable data protection law.

13. Marketing Communications

CKH Virtual Assistant does not currently send marketing newsletters or promotional email campaigns.

If marketing communications are introduced in the future, this Privacy Notice will be updated and the appropriate lawful basis and any required consent or opt-out arrangements will be established.

14. Website and Cookies

The CKH Virtual Assistant website is hosted using Netlify, with its domain name managed through Squarespace.

When you visit my website, certain technical information may be processed to support the website's operation, security and functionality.

The website may use cookies or similar technologies, depending on the services and features enabled.

Where non-essential cookies or tracking technologies require consent under applicable UK law, appropriate consent arrangements will be provided before they are used.

You can also manage or disable cookies through your browser settings, although this may affect certain website functions.

For further information about the relevant providers, please visit:

Netlify: https://www.netlify.com/privacy/
Squarespace: https://www.squarespace.com/privacy

15. Links to Other Websites

My website may contain links to external websites, including social media platforms and other services.

This Privacy Notice applies to CKH Virtual Assistant's own processing activities.

Other websites and services may have their own privacy notices, which I recommend reviewing before providing personal information.

16. Changes to This Privacy Notice

I may update this Privacy Notice to reflect changes in my services, business operations or legal requirements.

The most recent version will be made available on my website or upon request.

17. How to Contact Me

If you have questions about this Privacy Notice, how your information is handled or your data protection rights, please contact:

CKH Virtual Assistant
Charlotte Hopper
Launceston
Cornwall

Email: charlotte@ckhvirtualassistant.co.uk

18. How to Make a Complaint

If you have concerns about how your personal information has been handled, please contact me using the details above.

I will consider your complaint, investigate the concerns raised and respond in accordance with applicable data protection requirements.

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

Information Commissioner's Office

Website: https://ico.org.uk
Telephone: 0303 123 1113

Further information about making a complaint is available on the ICO website.

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