PRIVACY POLICY

Last updated: 13 August 2026

Virtuals By Summer is a sole-trader business and the data controller for the personal information described in this notice. If you have any questions about this policy or how your information is used, email hello@virtualsbysummer.com.

WHAT INFORMATION I COLLECT

I may collect:

• your name, email address, telephone number, business details and anything you include in an enquiry;
• information needed to arrange and deliver services, including discovery-call, proposal, contract, invoice and payment information;
• messages, feedback and other correspondence;
• your email-marketing preferences; and
• limited technical information processed when you use this website, such as IP address, device/browser information and essential cookie data.

I do not intentionally collect special-category information through this website. Please do not include sensitive personal information in an enquiry unless it is genuinely necessary.

HOW I COLLECT INFORMATION

Information is collected when you contact me, submit a form, book a call, enter into a contract, make a payment, join my email list or otherwise communicate with Virtuals By Summer. Some technical information is processed automatically by Squarespace when the website is used.

HOW AND WHY I USE YOUR INFORMATION

I use personal information to:

• respond to enquiries and take steps you request before entering into a contract;
• provide and manage services, proposals, contracts, bookings, invoices and payments;
• communicate with clients and maintain appropriate business records;
• keep the website and business secure and working properly;
• meet tax, accounting and other legal obligations; and
• send email marketing where you have consented, or where another lawful marketing permission applies.

The lawful bases relied on are contract, legal obligation, legitimate interests in running and protecting the business and improving client experience, and consent where consent is required. You can withdraw consent at any time.

EMAIL MARKETING

Flodesk is used to manage email subscriptions and send marketing emails. You will only be added where you actively opt in or where marketing is otherwise permitted by law. Every marketing email includes an unsubscribe option. Unsubscribing does not affect service-related messages I still need to send.

WHO I SHARE INFORMATION WITH

I only share information where reasonably necessary. Service providers may include:

• Squarespace, for website hosting, forms and essential website functions;
• HoneyBook, for enquiries, scheduling, proposals, contracts, invoices and client management;
• Flodesk, for email-list management and marketing;
• payment providers, banks, accountants and other professional advisers; and
• regulators, public authorities or legal advisers where disclosure is required.

These providers process information under their own terms and data-protection arrangements. Some providers may process information outside the UK. Where this happens, I rely on the provider’s appropriate safeguards for international transfers.

COOKIES AND WEBSITE DATA

This website uses cookies and similar technologies needed for the site to function. Non-essential cookies are restricted unless you choose to accept them through the cookie banner. Virtuals By Summer does not use Google Analytics or Meta Pixel. Please see the Cookie Policy for more detail and to understand how to change your choices.

HOW LONG I KEEP INFORMATION

I keep personal information only for as long as it is needed for the purpose collected, including to provide services, maintain records, resolve disputes and meet legal, tax and accounting duties. Client and transaction records are normally retained for the period required by applicable law. Enquiry information that does not lead to work is reviewed and deleted when it is no longer reasonably useful. Marketing information is kept until you unsubscribe or withdraw consent, subject to retaining a minimal suppression record so your preference can be respected.

YOUR RIGHTS

Depending on the circumstances, you may have the right to ask for access to your information, correction, deletion, restriction, transfer, or to object to how it is used. Where processing relies on consent, you may withdraw consent at any time. You also have an absolute right to object to your personal information being used for direct marketing.

To exercise a right, email hello@virtualsbysummer.com. I may need to verify your identity before responding.

COMPLAINTS

Please contact hello@virtualsbysummer.com first so I can try to resolve any concern. You can also complain to the Information Commissioner’s Office at ico.org.uk or by calling 0303 123 1113.

CHANGES TO THIS POLICY

This policy may be updated when the website, services, providers or legal requirements change. The latest version will always appear on this page.