Privacy notice

For the virtualasist.co.uk service in the United Kingdom.

This privacy notice applies to https://virtualasist.co.uk/, for people in the United Kingdom. It explains how personal data is processed when you visit the website and when you contact us by telephone.

1. Controller

The controller for data processing on this website and for the telephone assistance service is:
OCTATEL HUB - FZCO
Dubai Unified Licence (DUL) reference: DW7863
Registered address: DSO-IFZA-51059, Dubai Silicon Oasis, Dubai, United Arab Emirates.
Trading as virtualasist.co.uk.

Email: [email protected]
Website: virtualasist.co.uk
Telephone: 0345 031 3400

2. Scope and legal bases

We process personal data in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. Where cookies and similar technologies are concerned, we also follow the Privacy and Electronic Communications (EC Directive) Regulations 2003 (PECR). Depending on the processing, we rely in particular on Article 6(1)(a), (b), (c) and (f) UK GDPR.

3. Data collected on our website

Server log files

When you open our website, the hosting provider automatically processes technical data that your browser sends. This includes:

browser type and version
operating system
the address of the page that linked you here
the hostname of the device used to open the site
the date and time of the request
IP address

We use this data so the website can be provided, kept stable and secure, and so that we can look into misuse or attacks. The legal basis is Article 6(1)(f) UK GDPR (legitimate interests).

Cookies, consent and Google Consent Mode v2

Our website uses strictly necessary cookies and, if you choose them, optional marketing cookies. Where consent is required before information is stored on or read from your device, that consent is obtained under regulation 6 of PECR. Strictly necessary cookies, which are needed to provide the service you request, do not need that consent.

For Google Ads we use Google Consent Mode v2. Tags and tracking that are not required stay switched off by default until you give your express consent. Processing of personal data after consent is based on Article 6(1)(a) UK GDPR. Further detail is in our cookie policy.

4. Data processed during a telephone call

If you call our telephone number, we process personal data where this is needed to deal with the call, answer your enquiry, arrange a callback you have asked for, charge for the telephone service, or meet a legal obligation.

Depending on the call, this may include:

the telephone number shown on the call, unless you withhold your number
the date, time and length of the call
general details of your enquiry and the information you are looking for
information you choose to give us, such as names, contact details, reference or customer numbers, and details of letters, documents, deadlines or your situation, where this is relevant to the call
call notes or callback details, where a record is needed to deal with the matter

Please tell us on the phone only what is needed for your enquiry. If special category data under Article 9 UK GDPR comes up (for example health information), we process it only where you give us that information voluntarily and a condition in Article 9 UK GDPR applies, in particular your explicit consent.

5. Why we process telephone enquiries

We process information from calls in particular for these purposes:

taking and answering your telephone enquiry
telephone assistance and guidance on the topics described on the website
linking the call to the right enquiry and dealing with it properly
arranging callbacks or follow-up contact, where you ask for this or it is reasonably necessary
preventing misuse, IT and operational security, and establishing, exercising or defending legal claims
meeting commercial, tax and other statutory retention or evidence duties

6. Legal bases for telephone data

Information from calls is processed on different legal bases, depending on the situation:

Article 6(1)(b) UK GDPR, where processing is needed to take steps before a contract, or to provide the assistance you have asked for
Article 6(1)(f) UK GDPR, where we have a legitimate interest in an orderly conversation, internal records, preventing misuse, quality, a clear trail and defending legal claims
Article 6(1)(c) UK GDPR, where a legal duty applies, in particular commercial or tax retention or evidence duties under UK law
Article 6(1)(a) UK GDPR or Article 9(2)(a) UK GDPR, where you consent to a particular kind of processing, or you voluntarily give us sensitive information that may only be processed with explicit consent

7. How we handle information from calls

We do not collect personal details from calls as a matter of course. We process them only to the extent needed to deal with the enquiry in question. Only people or service providers who need the data for their work can access it.

Where we write notes about a call, we limit them to what is needed to deal with the matter, keep a proper record, call you back or protect our legal position. We do not use what you tell us to build a broad profile of you or of your movements. There is no automated decision-making, including profiling, within the meaning of Article 22 UK GDPR.

8. How long we keep data, and deletion

We do not keep personal data for longer than the purpose requires. It is then deleted or restricted, unless a statutory retention duty applies.

technical log data is kept only for as long as we need it to run the site securely and look into faults
records of consent are kept for as long as we need them to show that we have met our legal duties
call notes, callback details and conversation notes are deleted once the matter is finished and no further legal reason to keep them remains
billing, business or tax records are kept for the statutory retention periods

9. Recipients

Your data is only passed on where this is lawful and necessary for the purposes above. Recipients may include:

hosting and IT providers that run the website
telephone network providers, where they are needed to provide the telephone service
providers of email, internal communication or technical administration
marketing providers such as Google, if you have expressly consented
public authorities, courts, advisers or other bodies, where there is a legal duty or this is needed to enforce a legal claim

Where we use external providers, we do so, where required, under a contract for processing under Article 28 UK GDPR.

10. International transfers

We process personal data in Dubai, United Arab Emirates, where OCTATEL HUB - FZCO is established. Because this website is aimed at people in the United Kingdom, that processing is a transfer outside the UK. It takes place only where UK GDPR Chapter V is met, using appropriate safeguards such as the UK International Data Transfer Agreement or the UK Addendum to the European Commission’s standard contractual clauses. If you consent to Google Ads, or we use certain technical providers, data may also be transferred to other countries, in particular the United States, on the same basis.

11. How we protect your personal data

We use appropriate technical and organisational measures to protect personal data against loss, unauthorised access, unauthorised disclosure or tampering. These include, in particular:

access and permission controls on a need-to-know basis
password-protected systems and extra sign-in checks, where the system allows them
limiting processing to the information needed for the purpose
protected transmission and up-to-date security measures for the IT systems we use
regular review, maintenance and updating of those systems and processes
contractual and organisational duties of confidentiality and data protection for the providers we use

Even with care, complete security of data sent over the internet or a telephone connection cannot be guaranteed.

12. Your rights

Subject to the conditions in the UK GDPR, you have the right to access the personal data we hold about you, to have inaccurate data corrected, to have data erased, to have processing restricted, and to data portability. Where processing is based on Article 6(1)(e) or (f) UK GDPR, you also have the right to object. You may withdraw consent at any time. That does not affect processing already carried out. You also have the right to complain to the Information Commissioner’s Office.

To exercise these rights, email [email protected].

13. Right to complain

If you believe that the way we use your personal data breaks data protection law, you can complain to the Information Commissioner’s Office (ICO), the UK regulator: ico.org.uk/make-a-complaint.

14. Changes to this notice

We may update this privacy notice if our website, our telephone service or the legal requirements change. The version published on this page is the one that applies.

Last updated: 28 October 2026