Website Terms of Use

Last Updated: 30 January 2026

By accessing or using this website, you agree to be bound by these Terms of Use. If you do not agree, please do not use the website.

All content on this website, including text, graphics, logos, and designs, is the property of Virtubreen Assist unless otherwise stated.

You may not copy, reproduce, or distribute website content without prior written permission.

All content on this website is provided for general information purposes only. While reasonable efforts are made to keep information accurate and up to date, no guarantees are given regarding completeness or accuracy.

You agree not to:

  • Use the website for unlawful purposes

  • Attempt to gain unauthorised access to the website or its systems

  • Introduce malicious software or code

Virtubreen Assist shall not be liable for any loss or damage arising from the use of this website, including indirect or consequential loss.

This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. I do not control these third-party websites and are not responsible for their privacy statements. When you leave my website, I encourage you to read the privacy notice of every website you visit.

This website may contain links to third-party websites. Virtubreen Assist has no control over and accepts no responsibility for their content or policies.

These Terms of Use are governed by the laws of England and Wales, and any disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.

These Terms of Use may be updated at any time. Continued use of the website constitutes acceptance of any changes.

Privacy Policy

Last Updated: 30 January 2026

Virtubreen Assist is committed to protecting your privacy and personal data. This Privacy Policy explains how personal information is collected, used, stored, and protected when you visit our website or use our services.

This policy complies with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Business Name: Virtubreen Assist
Email: hello@virtubreen-assist.com

Website: https://www.virtubreen-assist.com

 

For the purposes of data protection law, Virtubreen Assist acts as the Data Controller.

Personal Data We Collect

We may collect and process the following types of personal data:

  • Name

  • Email address

  • Business name

  • Contact details

  • Information provided via contact forms, emails, or onboarding documents

  • Technical data such as IP address, browser type, and device information

We only collect personal data that is necessary for legitimate business purposes.

 

How We Use Your Data

Your personal data may be used to:

  • Respond to enquiries

  • Provide and manage services

  • Communicate with you

  • Improve website functionality and user experience

  • Meet legal or regulatory obligations

We do not sell or rent your personal data to third parties.

 

The Finer Details

We collect or use the following information to provide and improve products and services for clients:

  • Names and contact details
  • Addresses
  • Occupation
  • Date of birth
  • Payment details (including card or bank information for transfers and direct debits)
  • Financial data (including income and expenditure)
  • Transaction data (including details about payments to and from you and details of products and services you have purchased)
  • Usage data (including information about how you interact with and use our website, products and services)
  • Employment details (including salary, sick pay and length of service)
  • Credit history and credit reference information
  • Information relating to compliments or complaints
  • Video recordings
  • Audio recordings (eg calls)
  • Records of meetings and decisions
  • Account access information
  • Website user information

We collect or use the following personal information for the operation of client or customer accounts:

  • Names and contact details
  • Addresses
  • Purchase or service history
  • Account information, including registration details
  • Information used for security purposes
  • Marketing preferences
  • Technical data, including information about browser and operating systems

We collect or use the following personal information for the prevention, detection, investigation or prosecution of crimes:

  • Names and contact information
  • Client accounts and records
  • Call recordings
  • Financial information eg for fraud prevention or detection
  • Location data

We collect or use the following personal information for information updates or marketing purposes:

  • Names and contact details
  • Addresses
  • Profile information
  • Marketing preferences
  • Purchase or account history
  • Website and app user journey information
  • IP addresses

We collect or use the following personal information for research or archiving purposes:

  • Names and contact details
  • Addresses
  • Purchase or client account history
  • Website and app user journey information
  • IP addresses

We collect or use the following personal information to comply with legal requirements:

  • Name
  • Contact information
  • Identification documents
  • Client account information
  • Any other personal information required to comply with legal obligations

We collect or use the following personal information for dealing with queries, complaints or claims:

  • Names and contact details
  • Addresses
  • Payment details
  • Account information
  • Purchase or service history
  • Call recordings
  • Photographs
  • Relevant information from previous investigations
  • Customer or client accounts and records
  • Financial transaction information
  • Correspondence
  • Location data

Lawful bases and data protection rights

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

 

Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

 

Our lawful bases for the collection and use of your data

Our lawful bases for collecting or using personal information to provide and improve products and services for clients are:

  • Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
  • Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
  • Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Our lawful bases for collecting or using personal information for the operation of client or customer accounts are:

  • Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
  • Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
  • Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Our lawful bases for collecting or using personal information for the prevention, detection, investigation or prosecution of crimes are:

  • Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
  • Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
  • Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Our lawful bases for collecting or using personal information for information updates or marketing purposes are:

  • Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
  • Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
  • Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Our lawful bases for collecting or using personal information for research or archiving purposes:

  • Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
  • Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
  • Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Our lawful bases for collecting or using personal information to comply with legal requirements:

  • Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
  • Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
  • Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:

  • Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
  • Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
  • Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
  • Directly from you
  • Regulatory authorities
  • Legal bodies or professionals (such as courts or solicitors)
  • Publicly available sources
  • Previous employment
  • Market research organisations
  • Credit reference agencies
  • Providers of marketing lists and other personal information
  • Suppliers and service providers

Personal data may be shared with trusted third-party service providers (such as email hosting, payment processors, or secure cloud storage) only where necessary to operate the business

 

All third parties are expected to comply with data protection requirements.

 

  • Insurance companies, brokers or other intermediaries
  • Professional or legal advisors
  • Regulatory authorities
  • External auditors
  • Organisations we’re legally obliged to share personal information with
  • Publicly on our website, social media or other marketing and information media
  • Previous employers
  • Suppliers and service providers
  • Professional consultants

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

 

When deciding what the correct time is to keep the data for I look at its amount, nature and sensitivity, potential risk of harm from unauthorised use or disclosure, the processing purposes, if these can be achieved by other means and legal requirements.

For tax purposes the law requires me to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for six years after they stop being customers.

 

In some circumstances I may anonymise your personal data for research or statistical purposes in which case I may use this information indefinitely without further notice to you.

This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. I do not control these third-party websites and are not responsible for their privacy statements. When you leave my website, I encourage you to read the privacy notice of every website you visit.

Under UK GDPR, you have the right to:

  • Access your personal data

  • Request correction of inaccurate data

  • Request deletion of your data

  • Restrict or object to processing

  • Request data portability

  • Withdraw consent at any time

Requests can be made by contacting Virtubreen Assist using the details above.

Reasonable technical and organisational measures are in place to protect personal data against loss, misuse, unauthorised access, or disclosure.

This Privacy Policy may be updated periodically. The most current version will always be published on our website.

Cookie Policy

Last Updated: 30 January 2026

Cookies are small text files stored on your device when you visit a website. They help improve website functionality and user experience.

You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly.

Virtubreen Assist may use the following types of cookies:

 

Essential Cookies

These are necessary for the website to function properly and cannot be switched off.

 

Analytical / Performance Cookies

These help us understand how visitors use the website (e.g. page visits, traffic sources) so we can improve performance.

 

Functional Cookies

These allow the website to remember choices you make (such as preferences).

Essential

Essential cookies enable basic functions and are necessary for the proper function of the website.

NameDescriptionDuration
wpconsent_preferencesThis cookie is used to store the user's cookie consent preferences.30 days

Comments

These cookies are needed for adding comments on this website.

NameDescriptionDuration
comment_authorUsed to track the user across multiple sessions.Session
comment_author_emailUsed to track the user across multiple sessions.Session
comment_author_urlUsed to track the user across multiple sessions.Session

Some cookies may be placed by third-party services (such as analytics tools). These third parties have their own privacy policies governing their use of cookies.

This Cookie Policy may be updated from time to time.

Any changes will be posted on this page.

AI Policy

Last Updated: 30 January 2026

This policy explains how Virtubreen Assist uses artificial intelligence (AI) within its virtual assistant services.

Virtubreen Assist is currently operated by a single individual. AI is used responsibly to support efficiency and service delivery, while ensuring that all work remains subject to direct human oversight, professional judgment, and ethical standards.

Virtubreen Assist may use AI-powered tools to assist with tasks such as:

  • Drafting and refining written content

  • Brainstorming ideas or workflows

  • Summarising or organising information

  • Supporting administrative efficiency

  • Assisting with research and analysis

AI tools are used strictly as supporting technology and do not operate independently.

Almost every software platform and application is now including some form of Artificial Intelligence (AI) in its system.

AI can enhance productivity but has limitations. AI-assisted outputs may occasionally:

  • Contain inaccuracies or omissions

  • Reflect outdated information

  • Misinterpret nuanced or specialised requests

Virtubreen Assist does not guarantee that AI-assisted outputs are error-free, particularly in areas requiring legal, medical, or financial expertise. Clients should review all deliverables prior to use.

I use mainstream software platforms to run my own business and keep an eye on what is going on.  AI implemented within existing major software platforms runs within their data privacy and security policies and does not usually create a security problem or share data outside of our subscription.

 

If I discover there is a security breach on that software that may potentially affect your data I will notify you as soon as I find out.

Where I use AI, I use it to complement my work and experience not to replace it.  I use my knowledge, skills and experience to ensure that I add real value to the services I offer.

I will use my best endeavours to discover whether the platform uses that learning data for anything other than improving material created for you (machine learning) and will not adopt them if they share your processes or material with a wider learning community.

If you have concerns about particular platforms and want to know if I use them for other clients, or myself please don’t hesitate to ask.   AI is evolving rapidly and new benefits and concerns and risks are evolving all the time.

 

Prohibited and Restricted Uses

Virtubreen Assist does not use AI to:

  • Create misleading, deceptive, or fraudulent content

  • Impersonate individuals or organisations

  • Produce unlawful, discriminatory, or harmful material

  • Provide legal, medical, or financial advice without appropriate disclaimers

Requests that breach ethical or legal standards may be declined.

 

Client Reposnsibility

Clients are responsible for:

  • Reviewing deliverables before publication or distribution

  • Ensuring compliance with any applicable industry or regulatory requirements

  • Using AI-assisted outputs appropriately within their business

All AI-assisted work provided by Virtubreen Assist is personally reviewed before being delivered to clients. AI-generated content may be edited, refined, or rejected where necessary.

 

I use AI to complement my work and experience, not to replace it.  I use my knowledge, skills and experience to ensure that I add real value to the service I offer.   Anything created is checked by a real human being before being offered to you for you to check and approve.

Where you give me access to your platforms and applications I rely on you to check what any AI that runs inside it, or is connected with it is doing.   I am not responsible for checking its security or the reliability of its output.

 

Data Privacy

I do not put your personal data into AI applications that use it to train or generate data sets for our use or for anyone else to use.

Personal data you share with me from your data subjects will only be handled in the platforms you authorise in the DATA PROCESSING AGREEMENT between us or as otherwise authorised in writing by you.

 

Confidentiality

I will not add your confidential information to any AI app or system unless this is expressly discussed and agreed beforehand.

Copyright

I understand that AI generated content does not automatically come with copyright and that any copyright material entered into an AI generation system may form part of that system’s learning and generation of material for other users.

Many AI systems do assign copyright in the work (they call it outputs) to me and where this is the case I will assign appropriate copyright to you in line with my arrangements with you.

 

Overall

I will not knowingly use AI in our business in a way that breaches our contractual obligations, data privacy policy or any data processing agreement issued to me.

Virtubreen Assist is committed to complying with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

 

For the purposes of data protection law, Virtubreen Assist acts as the Data Controller for client personal data processed in connection with its services.

 

Data Protection Principles:

  • Personal data is processed lawfully, fairly, and transparently

  • Data is collected for specified and legitimate purposes only

  • Data is limited to what is necessary for service delivery

  • Appropriate technical and organisational measures are used to protect data

Sensitive or confidential client information is not knowingly entered into public or open AI systems without explicit client consent.

 

AI tools are selected with consideration for data protection standards and are used in accordance with their respective privacy policies.

By engaging the services of Virtubreen Assist, clients acknowledge and consent to the use of AI-assisted tools as part of service delivery, as outlined in this policy.

 

Clients may:

  • Request information about how AI is used for specific tasks

  • Request that certain tasks be completed without AI assistance, where reasonably possible

Such requests should be made in writing prior to task commencement.

This policy may be updated from time to time to reflect changes in technology, law, or best practices. The most current version will be available on the Virtubreen Assist website.

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