Terms of Service

Website Terms of Service

Effective date: [Insert date]
Website: www.raylightvirtual.com
Owner: Raylight Virtual (sole trader – Kate Callow)
Location: Haverhill, Suffolk, United Kingdom

1. Introduction

Welcome to Raylight Virtual. These Terms of Service set out the rules for using our website, www.raylightvirtual.com (“the Site”). By accessing or using this Site, you agree to these terms. If you do not agree, please do not use the Site.

2. About Us

Raylight Virtual is a UK-based sole trader business providing virtual assistant and administrative support services.
Owner: Kate Callow
Business Location: Haverhill, Suffolk, United Kingdom
Email: kate@raylightvirtual.com

3. Use of the Website

This Site is provided for general information about our services. You agree to use it only for lawful purposes and in a way that does not infringe the rights of, restrict, or inhibit anyone else’s use of the Site.

You may not misuse the Site by knowingly introducing viruses, trojans, or other harmful material.

4. Intellectual Property

All content on this Site — including text, images, logos, and branding — is owned by or licensed to Raylight Virtual. You may not reproduce, distribute, or adapt any material without prior written permission.

You may, however, print or download extracts for your personal, non-commercial use.

5. Information on the Site

The information provided on this Site is for general purposes only and should not be relied upon as professional or legal advice. While we make reasonable efforts to keep information accurate and up to date, we make no guarantees of its completeness or reliability.

6. Links to Other Websites

This Site may include links to third-party websites. These links are provided for your convenience only. Raylight Virtual does not control and is not responsible for the content or privacy practices of external sites.

7. Limitation of Liability

To the fullest extent permitted by law, Raylight Virtual shall not be liable for any loss or damage arising from your use of, or reliance on, this Site or any information it contains.

Nothing in these terms excludes or limits liability for death or personal injury caused by negligence, or for fraud or fraudulent misrepresentation.

8. Privacy and Data Protection

We take your privacy seriously. Please refer to our Privacy Policy for details about how we handle personal data in accordance with the UK GDPR and Data Protection Act 2018.

9. Changes to These Terms

Raylight Virtual may update these Terms from time to time by posting a new version on this page. The updated version will be effective immediately upon publication.

10. Governing Law

These Terms and any dispute arising from them shall be governed by and construed in accordance with the laws of England and Wales. Any disputes shall be subject to the exclusive jurisdiction of the English courts.

11. Contact Us

If you have any questions about these Terms, please contact:
Email: kate@raylightvirtual.com
Website: www.raylightvirtual.com

Would you like me to create a Word (.docx) file of this next, ready for upload to your website (so you can link it in your footer)?
Once that’s done, I’ll move on to generating your Privacy Policy.

You said:

I am just going to copy and paste them into a “paragraph” block on wordpress. is that right?

ChatGPT said:

Yes — that’s absolutely right ✅

Here’s exactly how to do it step-by-step so it looks neat and professional:

🧭 How to Add Your Terms of Service to Your Website (WordPress.com)

1️⃣ Go to your Dashboard → Pages → Add New

  • Title it Terms of Service (or Terms & Conditions — either is fine).

2️⃣ Add a Paragraph block

  • In the main content area, paste the text I gave you.
  • WordPress will automatically split it into separate paragraphs — you can adjust spacing and add headings as needed.

3️⃣ Format it for clarity

  • Highlight each section heading (e.g. “1. Introduction”, “2. About Us”, etc.)
  • Change the block type from Paragraph → Heading (H3) for better structure and SEO.
  • Optional: Make your main page title an H1 (WordPress usually does this automatically).

4️⃣ Add a divider line at the top (optional)

  • Click the “+”, search “Separator,” and add it above the first paragraph.

5️⃣ Preview the page

  • Click Preview → Desktop to check that everything is spaced nicely.

6️⃣ Publish → Copy the page link

  • You’ll need this link for your footer later.

7️⃣ Add it to your footer navigation

  • Appearance → Editor → Footer → Navigation Block → + → Add Link → Terms of Service.
  • Save changes.

That’s it — it’ll now appear as a clean, legal, and professional footer link.

Next, I’ll create your UK GDPR–compliant Privacy Policy that matches your business setup (Raylight Virtual, sole trader, Suffolk, using flexible client tools).

Would you like that formatted for pasting into WordPress in exactly the same way (with clear headings and paragraph blocks)?

You said:

yes please.

ChatGPT said:

Perfect 👍 — here’s your UK GDPR–compliant Privacy Policy written specifically for Raylight Virtual, a sole trader based in Haverhill, Suffolk, serving UK clients.

This version is already formatted and structured so you can copy and paste it directly into a WordPress page (using Paragraph + Heading blocks).

Privacy Policy – Raylight Virtual

Effective Date: [Insert date]
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 http://www.ico.org.uk.