Terms and Conditions

Confidentiality & Data Protection

  • We only work with UK based clients, due to insurance reasons.
  • All our virtual assistants are UK based and sign strict confidentiality contracts.
  • Your information is held securely and backed up in accordance with UK Data Protection Laws, including GDPR.
  • We use secure email and ISO 27001 compliant cloud storage.
  • We are a registered Data Protection Controller (ICO Registration: Z895954X). Data controller is: Caroline Wylie, Virtually Sorted, 22 Montrose St, Glasgow G1 1RE email: info@virtuallysorted.com tel: 0141 423 8255 and all information requests should be made via email in the first instance.
  • All original work will be returned to clients as soon as work is completed, unless otherwise requested.
  • On written termination of contract, we delete all client data held, excluding data held for our own tax records.
  • Our privacy policy is viewable here.

Our Website (www.virtuallysorted.com) is governed by the following terms of use:

  • By accessing or using the Site, you agree to use the Site in accordance with the following conditions.
  • You agree not use the Site for any purpose that is unlawful under any applicable law or prohibited by this Policy or our website terms and conditions of use; not to use the Site to commit any act of fraud; not to use the Site to distribute viruses or malware or other similar harmful software code; not to use the Site for purposes of promoting unsolicited advertising or sending spam; not to use the Site to simulate communications from us or another service or entity in order to collect identity information, authentication credentials, or other information (‘phishing’); not to use the Site in any manner that disrupts the operation of our Site or business or the website or business of any other entity; not to promote any unlawful activity; not to represent or suggest that we endorse any other business, product or service unless we have separately agreed to do so in writing; not to use the Site to gain unauthorised access to or use of computers, data, systems, accounts or networks; to comply with the provisions relating to our intellectual property rights and software contained in our website terms and conditions of use.
  • We may edit or delete any submissions you make via the Site’s comments.
  • Any disputes will be dealt with in Scottish Courts.

Payments

  • Payments are due on receipt of invoice or in advance of time booked via our online booking system. 
  • Rescheduling prebooked time is possible, as long as we have at least 6 hours’ notice. Any time booked in advance is non-refundable.
  • Virtually Sorted reserves the right to halt services and not to return work if bills are not paid.
  • Pre-paid hours are non-refundable and are valid for that calendar month only e.g. hours bought in January are only valid for January.
  • Ad-hoc hours are billed in increments of 15 minutes.
  • Postage/courier fees are not included in our hourly rates and will be billed separately.
  • Any non-standard office supplies are not included in our hourly rates and will be billed separately.
  • Bulk printing (over 25 pages) will be outsourced and charged at cost and will be billed separately.

Submitting Virtual Assistant Work

  • All work requests should be submitted to our central email info@virtuallysorted.com.  This ensures we can schedule and track all work.
  • We will acknowledge all work within an hour during business hours of Monday-Friday 9am-5pm.  If you haven’t received an acknowledgement, please call 0141 423 8255 and check we have received the file.
  • All details (e.g. templates, passwords or processes etc.) should be submitted along with work at time of submission.  We will not schedule work until all the materials are received.
  • When submitting databases or marketing work, your virtual assistant will ask you how people requested this information and ask for proof of validation in order to comply with GDPR.

Turnaround of work and rush jobs fees

  • Our usual turnaround of work is next working day, for all work under one hour long received and acknowledged by us before 5pm.  The reason behind this is that at 5pm each evening we schedule the following day’s work.  E.g. Work sent during the day on Monday would be returned on Tuesday.  Work sent after 5pm on Monday would be scheduled for Wednesday.  This lets us schedule our day and complete work on deadline.
  • If you have an urgent job we will try and accommodate it but it will be subject to a £25 rush job fee, regardless of the size.  This compensates us for having to move other clients in our schedule to accommodate your work.  We will always inform you of this before completing the work.
  • Work which is over an hour long will be scheduled and you will be given an ETA when we acknowledge receipt of the job.
  • For non-standard or one-off jobs turnaround times will be advised in the acknowledgement email.
  • It is up to you to check work which we return and raise any queries forthwith thereafter.
  • Holidays: We take UK bank holidays and between Christmas and New Year off each year.  If you have urgent work to complete during these times, we may be able to accommodate it as a rush job, but please check first.

Digital Formats for virtual assistants

  • We use the following programmes: Microsoft Word, Microsoft Powerpoint, Microsoft Excel, Adobe Acrobat PDF, jpg, png, Olympus.DSS, MP3, .WAV. We cannot support other formats or programmes. However, if you have a source file in another format, it may be possible to convert it; please call us for advice.
  • We can accommodate file sizes up to 15MB. If you have a larger file than this, please call us and we can advise on the best way of transferring it to us.
  • Please note we do not accept dictation in non-digital format. This includes audio tapes and handwritten notes. If you have typed notes we can arrange for these to be dictated into digital format and then transcribed for an additional fee.
  • We don’t work on databases which we have not compiled ourselves.  The reason for this is very simple – if we haven’t designed it we won’t know what functions have been built into it.  Excel/CSV files only, no Access files.

Data and Privacy

  • Please note: We only work with UK based clients and virtual assistants due to insurance reasons.
  • Our privacy policy can be viewed here.

Disclaimer and Applicable law

  • We will not be liable for any losses you might sustain arising directly or indirectly from our completing work save in so far as the same arises directly from our negligence.
  • This contract shall be governed by the Law of Scotland.
  • Our business is registered at: Virtually Sorted, 22 Montrose St, Glasgow G1 1RE

Please help us provide excellent admin solutions by sticking to these rules.

Many thanks,

The Virtually Sorted Team

Virtually Sorted values your right to privacy and security when working and interacting with us.  This privacy policy explains how we use and store your data.

Queries or Concerns

Should you want to contact us about any concern or question you may have about your personal data and how we handle them; or if you want to change, delete, or change, any personal information that we hold; or you have any other questions about our privacy policy or security matters please contact our Data Protection Officer:

Caroline Wylie
Owner and Registered Data Protection Controller (ICO Registration Number: Z895954X).
Email:                      info@virtuallysorted.com
Mailing Address:   Virtually Sorted, 22 Montrose Street, Glasgow G1 1RE
Tel:                          0141 423 8255

Please contact via email in first instance.

Personal information & how we use it:

The personal information we hold relating to you and your business may differ depending on the services we execute for you and the relationship we have.  We use your personal data for the following purposes:

Personal information

Such as your name, physical address, email address and telephone number, which you provide to us by signing up to use our virtual assistant services and receive information from our marketing team.  We use that information to contact you regarding the provision of our Services.

Invoicing information

Such as your Company name, VAT number, telephone, invoicing address, town, country, postal code, bank details, PO numbers etc. that you provide to us when you choose to buy our Services. We use such information to identify you, verify your purchase of our Services, and for invoicing purposes, as applicable.

Legal responsibilities

To protect our business operations and comply with UK Laws, we reserve the right to supply Government Agencies with relevant information on request. This includes but is not limited to: Police, HMRC, Trading Standards, etc.

Marketing preferences

To improve our marketing communications, we may collect information about interaction with, and responses to, our marketing communications.  You will only receive marketing emails by verifying your request to receive it (i.e. double opt-in email) and you can unsubscribe at any time by sending us an email to info@virtuallysorted.com or by clicking on the links at the bottom of all email communications we send.

Online activity information

We may receive personal information about you when you use the Services or your activity when visiting our website; this may include your IP address, your operating system, your browser ID, your browsing activity and other online identifiers (to the extent that they are personal information), and other personal information that you provide to us online.  We use the following tools to track this: Google Analytics, Aweber, WordPress.

Data we do not collect

We do not collect any Sensitive Data about you. For example 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. We do not collect any information about criminal convictions and offences.

We do not collect any data from Minors under the age of 18.  No one under the legal age requirement may provide any personal information to or through our website while using the Services. We do not knowingly collect personal information from minors. In the event that we find out that we have collected personal information from a minor without verification of parental consent, this information will be deleted. If you believe that we might have any information from or about a minor, please contact us at: info@virtuallysorted.com

Your Customer Data

Location of Storage

We use secure, domain-specific email and ISO 27001 compliant cloud storage.
All storage complies with GDPR and US Privacy Shield requirements.
Not all storage data is stored in the EU, in line with best practice data storage.
Our email servers are based in the EU.
Virtually Sorted undertakes the obligation to ensure that transfers outside the EU will be made pursuant to the Standard Contractual Clauses approved by the European Commission or any other safeguards where permissible by the applicable data protection law.

Our Assistants

All our VAs are UK based and have passed stringent background tests and signed strict confidentiality agreements before working with us. They understand the importance of client privacy.

As most of the personal information we hold is stored electronically we have implemented appropriate IT security measures to ensure this personal information is kept secure.

Retention of your personal information

We will keep your personal information for as long as is necessary for the purposes for which we collect it and always in accordance with any applicable statutory data retention periods.

Any redundant data will be deleted and we regularly review storage for this purpose.

Privacy Policy Modifications

Our Privacy Policy may be amended from time to time. If Virtually Sorted does amend this Privacy Policy, we will post notice of the changes on our website. Visitors are encouraged to check back regularly for any changes.

Your Rights

Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data:

The right to request a copy of the personal data which we hold about you;
The right to request that we correct any personal data if it is found to be inaccurate or out of date;
The right to request your personal data is erased where it is no longer necessary to retain such data;
The right to request that we provide you with your personal data and where possible, to transmit that data directly to another data controller, (known as the right to data portability), (where applicable i.e. where the processing is based on consent or is necessary for the performance of a contract with the data subject and where the data controller processes the data by automated means);
The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;
The right to object to the processing of personal data, (where applicable i.e. where processing is based on legitimate interests, direct marketing and processing for the purposes of scientific/historical research and statistics).
If you have raised a complaint directly with Virtually Sorted which remains unresolved, you have the right to contact the Information Commissioner’s Office (ICO).

Your Consent

By accepting this Privacy Policy and by granting your express consent, you accept the processing of your personal information, as set forth and for the purposes described in this Privacy Policy.

Contact Virtually Sorted about this policy

Should you want to contact us about any concern or question you may have about your personal data and how we handle them, or if you want to change, delete, or change, any personal information that we hold, or you have any other question about any privacy and security matter please contact our data protection officer:

Caroline Wylie
Owner and Registered Data Protection Controller (ICO Registration Number: Z895954X).
Email:                      info@virtuallysorted.com
Mailing Address:   Virtually Sorted, 22 Montrose Street, Glasgow G1 1RE
Tel:                            0141 423 8255

Please contact via email in first instance.

Our Website (www.virtuallysorted.com) is governed by the following terms of use:

  • By accessing or using the Site, you agree to use the Site in accordance with the following conditions.
  • You agree not use the Site for any purpose that is unlawful under any applicable law or prohibited by this Policy or our website terms and conditions of use; not to use the Site to commit any act of fraud; not to use the Site to distribute viruses or malware or other similar harmful software code; not to use the Site for purposes of promoting unsolicited advertising or sending spam; not to use the Site to simulate communications from us or another service or entity in order to collect identity information, authentication credentials, or other information (‘phishing’); not to use the Site in any manner that disrupts the operation of our Site or business or the website or business of any other entity; not to promote any unlawful activity; not to represent or suggest that we endorse any other business, product or service unless we have separately agreed to do so in writing; not to use the Site to gain unauthorised access to or use of computers, data, systems, accounts or networks; to comply with the provisions relating to our intellectual property rights and software contained in our website terms and conditions of use.
  • We may edit or delete any submissions you make via the Site’s comments.
  • Any disputes will be dealt with in Scottish Courts.