Privacy Policy

XCEL VA

Effective Date: 06/07/2026
Last Updated: 06/07/2026

1. Introduction

Xcel VA ("we", "our", or "us") is committed to protecting your privacy and handling your personal information responsibly.

This Privacy Policy explains how we collect, use, store and protect your personal data when you visit our website, contact us or use our Virtual Assistant services.

We are committed to complying with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and all applicable privacy legislation.

2. Who We Are

Business Name
Xcel VA

Business Owner
Apphia Patten

Email
hello@xcel-va.uk

Website
www.xcel-va.uk

3. Information We Collect

Depending on how you interact with us, we may collect:

Personal Information

Full name
Business name
Email address
Telephone number
Postal address
Billing information

Business Information

We may also collect:

Company details
Administrative information
Calendar information
Customer contact information (where necessary)
CRM information
Project documentation

Technical Information

When visiting our website, we may collect:

IP address
Browser type
Device information
Pages visited
Cookies

4. How We Collect Your Information

We collect information when you:

Contact us by email
Complete an enquiry form
Book a consultation
Become a client
Sign a contract
Visit our website
Communicate with us

5. How We Use Your Information

We process personal data to:

Respond to enquiries
Deliver Virtual Assistant services
Manage client relationships
Process invoices and payments
Schedule meetings
Communicate project updates
Improve our services
Comply with legal obligations

6. Lawful Basis for Processing

Under UK GDPR, we rely on one or more of the following lawful bases:

Performance of a Contract
Legitimate Interests
Legal Obligation
Consent (where applicable)

7. Client Data

As part of providing Virtual Assistant services, we may access personal data belonging to your business.

Where this occurs:

You remain the Data Controller
Xcel VA acts as the Data Processor

We only process information according to your written instructions.

8. Data Security

We take reasonable steps to protect your information including:

Password-protected devices
Two-factor authentication
Secure cloud storage
Limited access to client information
Regular software updates
Anti-virus protection

Although we use appropriate security measures, no internet transmission is completely secure.

9. Data Sharing

We never sell your personal information.

Information may only be shared:

With trusted service providers where necessary to deliver services
When legally required
To protect legal rights

All third parties are expected to maintain appropriate confidentiality and security standards.

10. International Transfers

Where cloud-based software stores data outside the UK, we will ensure appropriate safeguards are in place in accordance with UK GDPR requirements.

11. Data Retention

We only retain personal data for as long as necessary.

Typically:

Client records:
Up to 6 years after the end of our business relationship (to comply with tax and legal obligations).

Enquiries:
Up to 12 months

Marketing preferences:
Until consent is withdrawn.

12. Your Rights

Under UK GDPR you have the right to:

Access your personal information
Correct inaccurate information
Request deletion of your information
Restrict processing
Object to processing
Request data portability
Withdraw consent where processing is based on consent

To exercise these rights, please contact us using the details below.

13. Cookies

Our website may use cookies to:

Improve website performance
Analyse visitor behaviour
Remember preferences

Where required, you will be asked to consent before non-essential cookies are used.

14. Third-Party Websites

Our website may contain links to third-party websites.

We are not responsible for their privacy practices.

Please review their individual Privacy Policies.

15. Changes to This Privacy Policy

We may update this Privacy Policy from time to time.

The latest version will always be available on our website.

16. Contact Us

If you have any questions regarding this Privacy Policy, please contact:

Xcel VA

Email:
hello@xcel-va.uk

Website:
www.xcel-va.uk

17. Complaints

If you are unhappy with how your personal information has been handled, we would appreciate the opportunity to resolve your concerns first.

You also have the right to lodge a complaint with:

Information Commissioner's Office (ICO)

Website:
Information Commissioner's Office (ICO)

Telephone:
0303 123 1113