Privacy Policy

Please note that Beyond Staff is a trading name for ‘Typetheta Ltd’ of 7 Bell Yard, London, England, WC2A 2JR, Companies House Number :11833457

We ask that you read this privacy notice carefully as it contains important information on who we are, how and why we collect, store, use and share personal information, your rights in relation to your personal information and on how to contact us and supervisory authorities in the event you have a complaint.

Summary:

We use your data to provide our services to you (if you are a client) or receive services from you (if you are a virtual assistant freelancer, to improve our service or our dealings with freelancers, and to meet and enforce our legal obligations).

We delete your data when it is no longer needed for these things. Generally, we do not give your information to third parties, but there are some exceptions where we use external service providers to power our operations – some of these are outside Europe.

We are happy to answer your questions about this during the enquiry stage. 

Who we are

Beyond Staff collects, uses and is responsible for certain personal information about you. When we do so we are regulated under the General Data Protection Regulation which applies across the European Union (including in the United Kingdom) and we are responsible as ‘controller’ of that personal information for the purposes of those laws.

The personal information we collect and use

Information collected by us – if you are a client or a Virtual Assistant working for Beyond Staff. 

We collect the following personal information when you provide it to us. References to the basis of processing (e.g. “Basis: Legitimate Interest”) are a reference to the article of the General Data

  • Information you provide when signing up for our service, or enquire about registering for our service. We use this to help us provide you with the service, including to receive details of briefs from you, to allocate briefs to one of the network of freelance virtual assistants we work with, communicating with you in relation to our providing services to you, and to receive payment from you. 
  • Further information you provide to us in ‘on-boarding’ emails and phone calls with you following your having submitted your information. 
  • Instructions you provide to us as the nature of a brief you ask us to have carried out by a freelancer virtual assistant. We use this to match your requirements with the right candidate. 
  • Communications you send and receive in the course of liaising with freelance virtual assistants or our project managers.
  • Any payment data you provide to us which may contain personal data.
  • Your preferences as to whether we contact you with briefs, or promotional with information about us. We provide an unsubscribe option to ensure we do not contact if not required.
  • Any feedback you give us regarding Beyond Staff.

We also receive feedback from one or more freelance virtual assistants on their experience in working with you. We use this information to ensure we are making the right matches. 

Additionally, we will also use your information in the event that we need to enforce our client terms of service. Basis: Legitimate Interest.

We may also need to process your data for compliance with a legal obligation to which we are subject.

Who we share your personal information with

We routinely share your personal information with a range of third party service providers who help us provide, analyse and promote the work with Beyond Staff. If this happens, we will always ask for your permission.

If you are a freelancer, we will share information (including your name, email address, profile data, ratings, and the skills you have notified to us) with a client in respect of whose brief we have asked you to provide us with your services.

If you are a client, we will only share personal information and the nature of your brief with a freelancer once a match has been made

We will share personal information with law enforcement or other authorities if required by applicable law.

We will not share your personal information with any other third party.

Whether information has to be provided by you, and if so why

The provision of all the information we obtain from you is necessary in order for us to provide you with our dedicated service or for you to provide services to us (if you are applying to become a Beyond Staff VA). 

How long your personal information will be kept

  • Data about clients: we will keep this for the duration of your relationship with us, then 6 years.
  • Data about freelancer virtual assistants: we will keep this for the duration of your relationship with us, then 6 years.
  • Data about applicant freelancers who do not become freelancers: 1 year
  • Name and email addresses for those who send us an enquiry: 1 year
  • Cookie data: Cookies are deleted after a maximum of 365 days.

Transfer of your information out of the EEA

We will never transfer your personal data outside of the United Kingdom or EEA.

Your rights

Under the General Data Protection Regulation you have a number of important rights free of charge. In summary, those include rights to:

  • access to your personal information
  • require us to correct any mistakes in your information of which we have collected and held where needed
  • require the erasure of personal information concerning you in certain situations or if asked too
  • receive the personal information concerning you which you have provided to us, in a structured, commonly used and machine-readable format and have the right to transmit those data to a third party where appropriate
  • object at any time to processing of personal information concerning you for direct marketing
  • object in certain other situations to our continued processing of your personal information
  • otherwise restrict our processing of your personal information under certain circumstances

For further information on each of those rights, including the circumstances in which they apply, see the Guidance from the UK Information Commissioner’s Office (ICO) on individuals rights under the GDPR regulations.

Keeping your personal information secure

We have appropriate measures in place to prevent personal information from being accidentally lost, or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. All staff and agents alike have signed confidentiality agreements to ensure that your data stays safe. 

We understand that businesses have a duty to protect their customers’ data regardless of the business sector. We can guarantee that your data stays with you and does not move from the UK. Our agents work online and are not permitted to remove or use any personal data that they are working with. 

We are regularly in contact with industry regulators such as the ICO and FCA to ensure our work complies, for which we are happy to confirm that we do comply. We will always ensure a business is aware of this and has their own GDPR and privacy policy. 

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

How to complain

We hope that we can resolve any query or concern you raise about our use of your information.

The General Data Protection Regulation also gives you the right to lodge a complaint with a supervisory authority, in particular in the European Union (or European Economic Area) state where you work, normally live or where any alleged infringement of data protection laws occurred. The supervisory authority in the UK is the Information Commissioner who may be contacted at https://ico.org.uk/concerns/ or telephone: 0303 123 1113.

Changes to this privacy notice

This privacy notice was published on 4th January 2022 and will be updated as and when required. 

How to contact us

Please contact us if you have any questions about this privacy notice or the information we hold about you. You can contact us here. 

Legal Bases for Processing

In the section of this notice which sets out what data we collect and how we use it, we refer to different legal bases for processing. Further details on each of those are set out here.

Legitimate Interest means the interest of our business in conducting and managing our business to enable us to give you the best service and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us.

Performance of Contract means processing your data where it is necessary for the performance of a contract between us and you or to take steps at your request before entering into such a contract. Comply with a legal or regulatory obligation means processing your personal data where it is necessary for compliance with a legal or regulatory obligation that we are subject to.