Privacy policy

Last updated: 5 November 2026

This policy explains how I collect and use your personal information when you visit organisedva.com, get in touch, book a call or work with me.

Who I am

OrganisedVA is run by Amelia Jordan, a sole trader providing virtual assistant services. I am the controller of the personal information described here, and I'm registered with the Information Commissioner's Office (ICO).

If you have any questions about this policy or your information, email me at amelia@organisedva.com.

When I handle personal information on behalf of a client (for example, their own customers' details in an inbox or booking system), my client is the controller and I act as their processor under our written agreement. That information is covered by my client's privacy notice, not this one.

What I collect and why

I only collect what I need, mostly directly from you.

  • When you email or call me: your name, contact details, organisation and what you need help with, so I can reply and discuss working together. Lawful basis: legitimate interests.
  • When you book a call: your name, email, the time you choose and anything you add to the booking form, so I can arrange and hold the call. Lawful basis: legitimate interests.
  • When you become a client: contact and organisation details, our signed agreement, invoices, payment records and correspondence, so I can deliver the services and manage our agreement. Lawful basis: contract.
  • For my business records: invoices and payment records, to meet my accounting and tax obligations. Lawful basis: legal obligation.
Where I rely on legitimate interests, my interest is responding to enquiries and running my business effectively. You would reasonably expect me to use your details to reply to you, I only use what's needed, and you can object at any time.

I don't sell your information, and I don't use it for automated decision-making.

Where I get information from

Directly from you. If you're referred to me, the person referring you may share your name and contact details with your permission.

Who I share it with

I use a small number of trusted service providers to run my business. They only process your information on my instructions:

  • website hosting: Hostinger
  • email, file storage and call booking: Google Workspace
  • bookkeeping and invoicing: FreeAgent
I may also share information with my accountant or professional advisers, or where the law requires it.

Some of these providers may store information outside the UK. Where they do, I make sure appropriate safeguards are in place, such as a UK adequacy decision or approved contract terms.

How long I keep it

  • Enquiries and call bookings, if we don't work together: 12 months from our last contact
  • Client agreements and correspondence: 6 years after our work together ends
  • Invoices and payment records: 6 years, to meet tax requirements
After that, I delete it securely.

Your rights

You have the right to:

  • ask for a copy of the information I hold about you
  • ask me to correct it if it's wrong
  • ask me to delete it
  • ask me to restrict or stop using it, or object to how I use it
  • ask for it in a format you can take elsewhere
  • withdraw your consent at any time, where I rely on consent
Which rights apply depends on the lawful basis. For example, the right to object applies to legitimate interests, and the right to data portability applies to contract and consent.

To use any of these rights, email amelia@organisedva.com. I'll reply within one month, and there's usually no charge.

Cookies

This website only uses the cookies it needs to work properly. I don't use analytics or advertising cookies.

Keeping your information safe

I use secure, password-protected systems with two-factor authentication, and only keep what I need.

Changes to this policy

I'll update this page if anything changes. The date at the top shows when it was last updated.

Complaints

If you're unhappy with how I've handled your information, please tell me first so I can put it right. You also have the right to complain to the Information Commissioner's Office at ico.org.uk/make-a-complaint, on 0303 123 1113, or by post to ICO Head Office, 4th Floor, No.3 Circle Square, 5 Hawkshaw Street, Manchester, M1 7BL.