Privacy Policy

Privacy Notice for Virtual IT (updated 2019)

Virtual IT Ltd (‘Virtual’) is committed to protecting the privacy and security of your personal information.

The purpose of this privacy notice is to let you know clearly how Virtual collects and uses personal information about you for the purposes of provision of the Managed IT Service.

It is important that you read and understand this notice so that you are aware of how and why we are using your personal information.

Data protection principles

Virtual will comply with data protection law. This says that the personal information we hold about you must be:

  1. Used lawfully, fairly and in a transparent way.
  2. Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
  3. Relevant to the purposes we have told you about and limited only to those purposes.
  4. Accurate and kept up to date.
  5. Kept only as long as necessary for the purposes we have told you about.
  6. Kept securely.

What kind of personal information do we hold about you?

In connection with the provision of the Service, we will collect, store, and use the following categories of personal information about you:

  • Name
  • Email Address
  • Phone Number
  • Company Name and Address

How is your personal information collected?

We collect basic personal information about you from your company as an end user at a Virtual IT client.

How we will use information about you?

We will use the personal information we collect about you to perform the contract for the provision of the Service to you. Individual contact information would be primarily used to fulfil support tickets and/or liaise concerning elements of the Service provision.

Virtual has a legitimate interest in processing your personal data for keeping records of the provision of the Service and may also need to process your personal data to respond to and defend against legal claims.

Automated decision-making

The provision of the Service is not based on automated decision-making.

Who has access to data?

Your information may be shared internally for the purposes of the provision of the Service. This includes support for ticket processing and accounts for billing.

How does Virtual protect your personal data?

Virtual takes the security of your data seriously. We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way. In addition, we limit access to your personal information to those employees, agents or contractors who have a business need to know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality. These measures are in accordance with applicable laws and regulations.

How long will Virtual retain my information for?

We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

On termination of agreement between Virtual and the customer, individual users’ details will be removed from Virtual IT’s systems normally within 60 days of client leaving.

We have appointed a team at a senior level with accountability for ensuring Virtual’s compliance with GDPR. If you have any questions, please contact your Virtual IT Account Manager.

How we use cookies

A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

We use Google Analytics to log traffic cookies which identifies which pages are being used. Our Analytics also supports Display Advertising which allows us to collect data about our traffic via the DoubleClick cookie.  Visitors can opt-out of Google Analytics for Display Advertising and customize Google Display Network ads using the Ads Settings.

It helps us analyze data about our web page traffic, which enables us to tailor our website to customer’s needs. This information is only used for statistical analysis purposes and then the data is removed from the system.

In short, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

How to block cookies

Most browsers allow you to refuse to accept cookies, for example:

  1. In Internet Explorer you can refuse all cookies by clicking “Tools”, “Internet Options”, “Privacy”, and selecting “Block all cookies” using the sliding selector;
  2. In Firefox you can block all cookies by clicking “Tools”, “Options”, and un-checking “Accept cookies from sites” in the “Privacy” box.

Links to other websites

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

Should you have any questions about content of this policy please feel free to email us on dataprotection @