Raylight Virtual
Effective Date: [29.10.2025]
Website: www.raylightvirtual.com
Owner: Raylight Virtual (Sole Trader – Kate Callow)
Business Location: Haverhill, Suffolk, United Kingdom
Email: kate@raylightvirtual.com
1. Introduction
Raylight Virtual (“we”, “our”, or “us”) respects your privacy and is committed to protecting your personal data. This Privacy Policy explains how we collect, use, and safeguard the information you provide when you visit our website or contact us directly.
We comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
2. Who We Are
Raylight Virtual provides virtual personal assistant and administrative support services to business clients across the UK.
Data Controller: Kate Callow (Owner, Raylight Virtual)
Email: kate@raylightvirtual.com
Location: Haverhill, Suffolk, United Kingdom
3. The Information We Collect
We may collect and process the following personal data:
- Contact details: name, email address, phone number
- Business information: company name, role, and service requirements
- Communications: messages sent via our website forms or by email
- Technical data: IP address, browser type, and activity when visiting our website (through analytics tools or cookies)
We do not collect sensitive personal data unless explicitly provided by you for service purposes.
4. How We Collect Information
We collect personal data in the following ways:
- When you fill out the contact form on our website
- When you contact us by email or phone
- When you interact with our social media pages
- Automatically, through cookies and analytics tools when you visit our website
5. How We Use Your Information
We use your data to:
- Respond to your enquiries
- Provide quotes, proposals, or service agreements
- Deliver and manage our virtual assistant services
- Maintain internal records and client accounts
- Improve our website and client experience
- Comply with legal or regulatory requirements
We only use your data for legitimate business purposes and never for unsolicited marketing.
6. Lawful Basis for Processing
We rely on one or more of the following lawful bases:
- Contract: to take steps at your request before entering into a contract or to fulfil an existing contract
- Legitimate interests: to run and promote our business responsibly
- Consent: when you have specifically agreed to certain uses (e.g. subscribing to updates)
- Legal obligation: to comply with UK laws and regulations
7. How We Store and Protect Your Data
Your personal data is stored securely on password-protected devices and cloud platforms.
We use reputable third-party tools (such as Google Workspace, Microsoft 365, or similar) which comply with the UK GDPR and maintain strong data security standards.
We retain personal data only for as long as necessary to fulfil the purpose it was collected for, or to meet legal, accounting, or reporting requirements.
8. Sharing Your Information
We do not sell, rent, or trade your personal data.
We may share limited information with trusted third-party providers who help us deliver our services (e.g. email hosting, secure cloud storage). These providers are required to protect your information and use it only for the purpose we specify.
9. Cookies
Our website may use cookies or similar technologies to improve user experience and analyse traffic. You can manage or disable cookies through your browser settings.
For more details, see our Cookies Policy [link if available] or refer to your browser’s help section on cookie management.
10. Your Data Protection Rights
Under the UK GDPR, you have the right to:
- Access the personal data we hold about you
- Request correction of inaccurate information
- Request deletion of your data (where applicable)
- Object to or restrict certain types of processing
- Withdraw consent at any time (if processing is based on consent)
To exercise these rights, please contact kate@raylightvirtual.com.
11. Links to Other Websites
Our website may include links to third-party websites. We are not responsible for the content or privacy practices of those sites, and encourage you to read their privacy policies.
12. Changes to This Policy
We may update this Privacy Policy from time to time. The latest version will always be available on our website, and any significant changes will be communicated if necessary.
13. Contact Us
If you have questions or concerns about this Privacy Policy or how we handle your data, please contact:
Kate Callow
Raylight Virtual
Email: kate@raylightvirtual.com
Haverhill, Suffolk, United Kingdom
If you are not satisfied with our response, you may contact the Information Commissioner’s Office (ICO) at www.ico.org.uk.