Privacy Policy

KM Virtually Connected customer privacy notice

This privacy notice tells you what to expect us to do with your personal information.

• Contact details
• What information we collect, use, and why
• Lawful bases and data protection rights
• Where we get personal information from
• How long we keep information
• Who we share information with
• How to complain

Contact details

Email

kellymiller@kmvirtuallyconnected.com

What information we collect, use, and why

We collect or use the following personal information to As part of delivering high-quality and personalised support, I may need access to certain personal or business information:

• Names and contact details
• Payment details (including card or bank information for transfers and direct debits)
• Records of meetings and decisions
• Business information calendar and appointment details login credentials

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 in brief set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

• Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. You can read more about this right here.
• Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. You can read more about this right here.
• Your right to erasure - You have the right to ask us to delete your personal information. You can read more about this right here.
• Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. You can read more about this right here.
• Your right to object to processing - You have the right to object to the processing of your personal data. You can read more about this right here.
• Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. You can read more about this right here.
• Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. You can read more about this right here.

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 As part of delivering high-quality and personalised support, I may need access to certain personal or business information 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.
• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
•  
  • Responding to customer enquiries Filtering inboxes to improve efficiency Auditing or analysing a patient journey

Where we get personal information from

• Directly from you
• Third parties:
•  
  • If my client asks me to manage or monitor tools, i may encounter personal information via: Social media platforms (e.g. replies, DMs) Google reviews Booking or payment platforms File-sharing apps (Dropbox, Google Drive, etc.) Client’s Customers, Patients, or Contacts i may handle information passed indirectly through: Inbox management (emails from clients’ customers) Online booking forms or contact submissions CRM or email marketing systems Social media messages or reviews

How long we keep information 

Data Type                                                                  Retention Period                                                  Action After Period

Client contact details                                           End of contract +6 months                               Secure deletion

Login credentials                                                   Duration of services only                                   Delete immediately on termination

Email & inbox data                                                Access only - not stored                                      None retained

Take notes/project files                                      Task duration +30 days                                        Deleted unless agreed

Invoices & payment records                              6yrs (required by HMRC)                                     Archived securely

Customer data from CRM/Socials                   Access only - not stored                                       None retained after access ends

Who we share information with

Others we share personal information with

• Professional or legal advisors
• Organisations we’re legally obliged to share personal information with
• Publicly on our website, social media or other marketing and information media
• Suppliers and service providers
• Third parties:
•  
  • Cloud Storage Providers, Payment Processors, Email Marketing Services, Communication Tools, IT Support Services, Legal and Compliance Authorities, Subcontractors or Contractors, Business Insurance Providers

How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:           

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint

Last updated 6th May 2025.  

KM Virtually Connected is registered with the Information Commissioner’s Office (ICO) for data protection compliance.   Registration reference: ZB873950