Privacy Policy

VirtualCrew (“we,” “our,” “us”) respects your privacy and is committed to protecting your personal data. This privacy policy explains how we collect, use, disclose, and safeguard your information when you engage our virtual assistance services, including those enhanced by artificial intelligence (AI) workflows. We comply with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and all other applicable UK data protection laws.

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1. Information We Collect

We may collect and process the following types of personal data:

• Contact Information: name, email address, phone number.

• Business Information: company name, role, service requirements.

• Usage Data: records of communications, preferences, task instructions, workflow history.

• Technical Data: IP address, device/browser type, access times.

• Special Category Data: only where strictly necessary and with your explicit consent.

We do not intentionally collect data from children under 18

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2. How We Collect Information

• Directly from you (via email, calls, forms, contracts).

• Automatically (through cookies, analytics, and workflow tools).

• From third parties (where you authorise integrations, e.g. calendars, CRM systems)

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3. How We Use Your Information

We use your data to:

• Provide and manage virtual assistance services.

• Customise and improve workflows, including those supported by AI tools.

• Communicate with you about services, billing, and updates.

• Ensure compliance with legal obligations.

• Improve efficiency, security, and quality of service delivery.

Where third party AI or automation systems are used, they are applied to assist workflows and not to make automated decisions with legal or significant effects on you.

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4. Lawful Basis for Processing

We rely on the following lawful bases under UK GDPR:

• Contractual necessity – to deliver agreed services.

• Legitimate interests – to improve workflows and maintain service efficiency.

• Consent – for specific optional features or marketing communications.

• Legal obligation – where required by law.

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5. Data Sharing & Disclosure

We may share your information with:

• Trusted service providers (e.g., AI platforms, cloud storage, communication tools).

• Professional advisors (lawyers, accountants, insurers).

• Regulators or legal authorities where legally required.

We never sell your data. Where AI or third-party tools process your data outside the UK, we ensure adequate safeguards (such as UK International Data Transfer Agreements or equivalent measures).

Freelance Assistants.

Our services involves freelance assistants. While we take reasonable steps to contractually require freelancers to maintain confidentiality and comply with data protection obligations, we cannot be held liable for unauthorised disclosures, misuse, or breaches that occur as a result of their independent actions outside our reasonable control.​

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