Privacy Policy

Who we are

Instant VA is a remote business support service operated by Datrix IT Services.

Through Instant VA, we provide remote business support services which may include virtual assistance, inbound and outbound call handling, customer service, administration, lead follow-up, scheduling and other activities that can be performed remotely for businesses.

For the purposes of this website and the processing described in this Privacy Policy, the organisation responsible for your personal information is Datrix IT Services.

Information we collect

The information we collect depends on how you interact with Instant VA.

Information you provide to us

• Your name.
• Your email address.
• Your company or organisation name.
• Information you include in an enquiry or communication with us.
• The type of support your business requires.
• Tasks or activities you would like to delegate.
• Your preferred level of support.
• Your expected or preferred start timeframe.
• Information you provide when arranging or attending a consultation.

Information collected automatically

When you access our website, certain technical and usage information may be collected automatically.

• Internet Protocol (IP) address.
• Browser type and version.
• Device and operating system information.
• Approximate geographic location derived from technical information.
• Pages viewed and interactions with our website.
• Referring website or platform.
• Marketing campaign information such as UTM parameters.
• Website session, analytics and conversion information.

How we use your information

We may use personal information for the following purposes:

• Responding to enquiries.
• Understanding your business requirements.
• Assessing the type of support that may be suitable for your business.
• Arranging and managing discovery calls and consultations.
• Contacting you regarding an enquiry you submitted.
• Preparing proposals or recommendations.
• Providing and managing services where you become a customer.
• Managing our customer and business relationships.
• Improving the Instant VA website, funnel and customer experience.
• Understanding how visitors use our website.
• Measuring the effectiveness of marketing campaigns.
• Measuring enquiry and consultation conversions.
• Protecting our website, systems and business against misuse, fraud or security threats.
• Complying with applicable legal, regulatory, accounting and taxation requirements.

Lawful bases for processing

Where the UK GDPR or other applicable data protection legislation requires a lawful basis for processing, the basis we rely upon will depend on the circumstances.

Cookies, analytics and tracking

Instant VA may use cookies and similar technologies to operate the website, understand how visitors interact with it and measure the effectiveness of our marketing.

Services and technologies we may use include:

• Google Analytics 4 for website usage and performance measurement.
• Google Tag Manager to manage website measurement technologies.
• Google Search Console to understand how our website performs in Google Search.
• UTM parameters to identify the marketing source, medium and campaign associated with a website visit.
• Conversion measurements relating to enquiries and consultation bookings.
• Calendly for scheduling consultations.

Where applicable law requires your consent before non-essential cookies or similar technologies are used, we will seek consent before those technologies are activated.

Who we may share information with

Datrix IT Services does not sell personal information collected through Instant VA.

We may use trusted third-party providers to operate our website, communicate with prospective customers and provide our services.

These may include:

• Website hosting and infrastructure providers.
• Email and communication providers.
• Google for analytics, website measurement and related services.
• Calendly for consultation scheduling.
• FormSubmit for transmitting website enquiry information.
• Customer relationship management or business administration systems we may use.
• IT, cybersecurity and technical support providers.
• Professional advisers such as accountants, auditors and legal advisers.
• Government, regulatory or law-enforcement organisations where disclosure is required by law.

Where appropriate, service providers are only provided with information reasonably necessary for the service they perform.

International data transfers

Datrix IT Services is based in India and Instant VA may provide services to businesses in the United Kingdom and other countries.

Personal information collected through the Instant VA website may therefore be processed or accessed from countries outside the country in which you are located.

Some of the technology providers we use may also process personal information in different countries.

Where applicable data protection law requires safeguards for an international transfer, we seek to use an appropriate lawful transfer mechanism, which may include applicable adequacy arrangements or approved contractual safeguards.

How long we keep information

We keep personal information only for as long as reasonably necessary for the purpose for which it was collected.

The appropriate retention period may depend on:

• Whether you only made an enquiry or became a customer.
• The nature of our relationship with you.
• The type and sensitivity of the information.
• Applicable contractual requirements.
• Legal, taxation, regulatory and accounting requirements.
• Whether information is required to establish, exercise or defend legal claims.

When information is no longer reasonably required, we may delete, anonymise or otherwise securely dispose of it.

Marketing communications

Where you submit an enquiry through Instant VA, we may contact you regarding that enquiry and the services you have expressed an interest in.

Where we send separate promotional or marketing communications, we will seek to do so in accordance with applicable electronic marketing and data protection requirements.

You may ask us to stop sending marketing communications at any time by contacting:

connect@instantva.co

Your data protection rights

Depending on where you are located and the law that applies, you may have certain rights concerning your personal information.

These may include:

• The right to request access to personal information we hold about you.
• The right to request correction of inaccurate or incomplete information.
• The right to request deletion of personal information in certain circumstances.
• The right to request restriction of processing in certain circumstances.
• The right to object to certain processing.
• The right to data portability where applicable.
• The right to withdraw consent where processing is based on your consent.

To make a privacy or data protection request, contact:

connect@instantva.co

If UK data protection law applies to you, you may also have the right to raise a concern with the UK Information Commissioner's Office.

You can visit: ico.org.uk

How we protect your information

We use reasonable organisational and technical measures designed to protect personal information against unauthorised access, disclosure, misuse, alteration, accidental loss or destruction.

Access to personal information is intended to be limited to people and service providers that reasonably require access for legitimate business purposes.

No website, internet connection, storage system or electronic communication method can, however, be guaranteed to be completely secure.

Children's information

Instant VA is a business service and is not intended for use by children.

We do not knowingly seek to collect personal information from children through our business enquiry, qualification or consultation processes.

Third-party websites and services

Our website may contain links to websites, platforms or services operated by third parties.

Third parties operate under their own privacy policies and terms. Datrix IT Services is not responsible for the privacy practices of independent third-party websites.

We recommend reviewing the privacy information provided by a third party before providing personal information directly to that service.

Changes to this Privacy Policy

Datrix IT Services may update this Privacy Policy from time to time to reflect changes to Instant VA, our technology, service providers, business practices or applicable legal requirements.

The latest version will be published on this page.

Where appropriate, the "Last updated" date at the top of this Privacy Policy will also be revised.

Contact us

If you have questions about this Privacy Policy, how your information is processed or would like to make a privacy-related request, please contact us.