Privacy Policy
JM WorkSmart Privacy Policy (Virtual Assistant Services)
Last Updated: 27.11.2025
At JM WorkSmart, your privacy is very important to us. This policy explains how we collect, use, and protect your personal information, and your rights regarding it.
1. Who We Are:
Business Name: JM WorkSmart (Jane Mardell)
Email: jane@jmworksmart.co.uk
Postal Address: 1 Artisans Dwellings, Saffron Walden, Essex, CB10 1LW
We are responsible for the personal data we collect and process in our business. You can contact us at any time if you have questions about your data.
2. How We Handle Data:
Depending on the situation, we may act in two ways:
As Data Controller – When we collect data directly from you (prospects, clients, suppliers, or affiliates), we decide how and why your data is used.
As Data Processor – When we manage data you provide to us (such as your customer lists, calendar, or CRM details), we only process it according to your instructions under our service agreement.
3. Who We Collect Data About:
- Prospects: People connected to potential clients.
- Clients: Individuals or businesses using our VA services.
- Suppliers & Associates: Companies or freelancers providing services to us.
- Referrers / Affiliates: People referring clients or signing up to our affiliate scheme.
- Clients’ Customers / Leads: Only processed as part of our VA services for you.
4. What Data We Collect and Why:
Type of Data | Examples | Purpose / Legal Basis |
Contact Info | Name, email, phone, job title, social media | To communicate, manage relationships, and send updates (Legitimate Interest / Consent) |
Financial / Contract Info | Invoices, payments, contracts, bank details | To meet our contractual and legal obligations |
Website & Cookies | IP address, pages visited, browser type | To improve the website, monitor performance, and keep it secure |
Client-Provided Data | Customer lists, CRM info, calendar, admin details | Processed only to provide agreed VA services under your instructions |
5. Who We Share Data with
We only share your data when needed to provide our services:
- Outsourced Support: Freelancers, accountants, IT or web providers who assist JM WorkSmart. All are bound by confidentiality agreements.
- Payment Processors: For secure payment handling.
- Cloud Providers: Services we use for email, CRM, or accounting (some may be outside the UK).
We make sure all third parties handle data safely and legally.
6. International Data Transfers
Some services we use may store data outside the UK or EU (e.g., cloud providers in the USA). We ensure that any transfer follows legal standards like the UK International Data Transfer Agreement (IDTA) or UK Addendum to EU Standard Contractual Clauses.
7. How Long We Keep Your Data
- Financial / Contract Records: Usually 7 years, to meet tax and legal requirements.
- Newsletter Subscribers: Until you unsubscribe.
- Other Personal Data: Only as long as necessary for the purpose it was collected.
8. Your Rights
Under UK and EU law, you have the right to:
- Access your personal data
- Correct inaccuracies
- Request deletion
- Object to or restrict processing
We do not use AI or automated decision-making on your personal data.
To exercise your rights, contact us at jane@jmworksmart.co.uk
9. Cookies & Website Tracking
We use cookies and analytics to improve your website experience. You can choose to block or delete cookies in your browser settings.
10. Complaints
If you have concerns about how we use your data:
1. Contact us first at jane@jmworksmart.co.uk
2. If unresolved, you can complain to the Information Commissioner’s Office (ICO): https://ico.org.uk/make-a-complaint/