Privacy Policy
PRIVACY POLICY
Last updated: 25 September 2026
1. Introduction
Virtulise respects your privacy and is committed to protecting your personal information.
This Privacy Policy explains how Virtulise collects, uses, stores and protects personal information when you:
Visit the Virtulise website
Contact us through our website
Send us an email or message
Request information about our services
Request a quotation
Become a client
Work with us as a supplier or business partner
Communicate with us through telephone, video conferencing, social media or other platforms
Receive business communications from us
It also explains your rights in relation to your personal information and how you can contact us if you have any questions or concerns.
For the purposes of applicable UK data protection legislation, the business responsible for determining how and why your personal information is processed is:
Trading Name: Virtulise
Legal Name: Stephen Wallis
Business Status: Sole Trader
Email: info@virtulise.com
Throughout this Privacy Policy, references to "Virtulise", "we", "us" and "our" mean the person or legal entity operating Virtulise.
2. Our Commitment to Your Privacy
Virtulise aims to handle personal information responsibly, fairly and transparently.
We will only collect and use personal information where we have an appropriate reason for doing so.
We aim to:
Only collect information that is relevant to our business activities
Explain why we require personal information
Only use information for legitimate purposes
Keep personal information reasonably accurate and up to date
Protect information against unauthorised access, disclosure or loss
Avoid keeping personal information for longer than reasonably necessary
Respect your data protection rights
3. What Personal Information We May Collect
The information we collect will depend on how you interact with Virtulise.
Contact Information
This may include:
Full name
Business name
Job title
Email address
Telephone number
Business address
Postal address
Social media or professional profile information
Enquiry Information
If you contact Virtulise regarding our services, we may collect:
Details of your enquiry
Services you are interested in
Information about your business
Project requirements
Expected timescales
Budget information
Previous correspondence
Notes from telephone or video calls
Client Information
Where you become a Virtulise client, we may process information including:
Contact information
Business details
Contract information
Project instructions
Project files
Communications
CRM records
Meeting notes
Work completed
Invoice information
Payment status
Customer or lead information supplied to us where required for the service
We will only process information provided by a client where reasonably necessary to provide the agreed services.
Financial and Transaction Information
We may process:
Invoice details
Payment records
Transaction references
Billing addresses
Amounts paid or outstanding
Virtulise does not necessarily store complete debit or credit card details. Where payment processing is provided by an external payment provider, payment information may be handled directly by that provider.
Technical and Website Information
When you visit our website, certain technical information may be collected automatically, including:
IP address
Browser type
Device type
Operating system
Pages visited
Time spent on pages
Referring website
Approximate geographic information
Cookie identifiers
Website interaction information
Some of this information may be collected through cookies or analytics technologies.
Please see our separate Cookie Policy for further information.
4. Information You Provide Directly to Us
Most personal information we process will be information that you provide to us.
For example, you may provide information when you:
Complete a website contact form
Request a quotation
Contact us by email
Telephone us
Send us a message
Arrange a Zoom, Teams or other video meeting
Connect with Virtulise through LinkedIn or another professional platform
Engage Virtulise for freelance services
Provide instructions for a project
Submit documents or files
Pay an invoice
Please ensure that information you provide to Virtulise is accurate and up to date.
5. Information Obtained From Other Sources
Virtulise may occasionally obtain business contact information from sources other than directly from the individual.
These may include:
Public business websites
Companies House
Professional networking platforms
Business directories
Freelance marketplaces
Publicly available business information
Referrals and recommendations
Existing clients
Prospective business partners
CRM platforms
Lead generation services
Where we obtain personal information from another source, we will only use it where we believe there is an appropriate lawful basis to do so.
Where required, individuals will be provided with relevant privacy information.
6. How We Use Personal Information
Virtulise may use personal information for the following purposes.
Responding to Enquiries
We may use your information to:
Respond to questions
Provide information about our services
Arrange meetings
Provide quotations
Discuss potential projects
Providing Freelance Services
Where you become a client, we may use your information to:
Set up your client account
Provide agreed services
Communicate with you
Manage projects
Complete agreed work
Manage customer or lead activity on your behalf
Maintain project records
Provide ongoing support
Managing Our Business Relationship
We may use information to:
Maintain client records
Manage our CRM
Schedule follow-ups
Record communications
Manage contracts
Monitor project progress
Handle client queries
Maintain business records
Processing Payments
Information may be used to:
Issue invoices
Record payments
Follow up outstanding invoices
Maintain accounting records
Meet tax and financial record-keeping obligations
Improving Our Services
We may use appropriate information to understand:
How clients use our services
Which services are most useful
How our website is used
How our customer experience can be improved
How our business processes can be improved
Protecting Virtulise
Information may also be processed where reasonably necessary to:
Prevent fraud
Protect our website
Protect business systems
Investigate security incidents
Establish or defend legal claims
Resolve disputes
Protect our legitimate business interests
7. Our Lawful Bases for Processing Personal Information
Under UK data protection law, we must have an appropriate lawful basis for processing personal information.
Depending on the circumstances, Virtulise may rely on one or more of the following.
Contract
We may process personal information where it is necessary to:
Take steps at your request before entering into a contract
Provide services you have purchased
Manage an existing client agreement
Fulfil our contractual responsibilities
Legitimate Interests
We may process personal information where it is reasonably necessary for our legitimate business interests, provided those interests are not overridden by your rights and interests.
Examples may include:
Managing client relationships
Following up legitimate business enquiries
Protecting our business
Maintaining business records
Improving services
Business-to-business development
Preventing fraud
Maintaining website security
Where we rely upon legitimate interests, we will consider the impact of the processing on the individuals concerned.
Legal Obligation
We may process information where required to comply with a legal or regulatory obligation.
This may include certain:
Financial records
Accounting information
Tax documentation
Legal requests
Regulatory obligations
Consent
In certain circumstances, we may ask for your consent before using personal information.
Where processing is based on consent, you may withdraw that consent at any time.
Withdrawing consent will not affect processing that was lawful before your consent was withdrawn.
8. Marketing Communications
Virtulise may occasionally contact businesses or individuals regarding services that we reasonably believe may be relevant to them.
Marketing may take place through methods such as:
Telephone
Professional networking platforms
Social media
Direct business communications
Where consent is legally required, we will seek the appropriate consent before sending marketing communications.
You can ask us to stop sending marketing communications at any time.
You can do this by:
Using an unsubscribe facility where one is provided
Replying to the communication
Contacting Virtulise directly
We will respect legitimate opt-out requests and may retain limited suppression information so that we know not to contact you again for marketing purposes.
9. CRM and Lead Management
Virtulise may use customer relationship management systems, commonly known as CRM systems, to organise business communications.
Information stored within a CRM may include:
Name
Company
Job title
Telephone number
Email address
Enquiry details
Contact history
Call notes
Follow-up dates
Project status
Client status
CRM information is used to help us manage enquiries, clients and legitimate business relationships efficiently.
Access to CRM information will be restricted to people or service providers who reasonably require access.
10. Client Data Processed on Behalf of Other Businesses
Some Virtulise freelance services may require us to process personal information on behalf of a client.
For example, a client may provide access to:
Customer databases
Sales leads
CRM records
Customer contact details
Appointment information
Customer service records
In these circumstances, the client may be the data controller, while Virtulise may act as a data processor.
Where appropriate, the responsibilities of both parties may be set out within a contract or data processing agreement.
Virtulise will only use client-provided personal information for authorised purposes and in accordance with agreed instructions, applicable contractual obligations and data protection requirements.
11. Sharing Personal Information
Virtulise does not sell personal information.
We may share information with trusted third parties where reasonably necessary to operate our business or provide services.
These may include:
Website hosting providers
Email providers
CRM providers
Cloud storage providers
Accounting software providers
Payment processors
Telephone or communication providers
Video conferencing providers
IT and technical support providers
Professional advisers
Accountants
Legal advisers
Freelance platforms
Analytics providers
We may also disclose information where required by:
Law
Court order
Government authority
Regulatory authority
Law enforcement
Where third-party service providers process personal information for us, we expect them to handle that information appropriately and securely.
12. International Transfers
Some of the technology and cloud services used by Virtulise may store or process information outside the United Kingdom.
Where personal information is transferred internationally, we will take appropriate steps where required to ensure that relevant safeguards are in place.
The exact safeguards used will depend upon the provider, destination and applicable data protection requirements.
13. How Long We Keep Personal Information
Virtulise will not keep personal information indefinitely unless there is a legitimate reason to do so.
Retention periods will depend upon:
Why the information was collected
Whether you became a client
Legal obligations
Accounting requirements
Tax requirements
Contractual obligations
Potential legal claims
Ongoing business requirements
As a general guideline:
General enquiries: Normally retained for up to 24 months after the last meaningful communication unless there is a reason to retain them longer.
Client and project information: Normally retained for the duration of the client relationship and for an appropriate period afterwards.
Financial and accounting records: May normally be retained for up to six years or for such other period as required by applicable law.
Marketing information: May be retained while we have an appropriate reason to contact you, unless you opt out.
Marketing suppression records: Limited information may be retained for longer so that we can record and respect your request not to receive further marketing.
Website and analytics information: Retention will depend upon the particular technology or service used.
Information that is no longer required will be deleted, anonymised or securely disposed of where reasonably practicable.
14. Cookies
Our website may use cookies and similar technologies.
Cookies can be used for purposes including:
Website functionality
Security
Remembering preferences
Analytics
Understanding website usage
Marketing, where applicable
Some cookies are essential for the operation of the website.
Other cookies may require your permission before they are placed on your device.
You should be given the opportunity to manage non-essential cookies where required.
Further information should be provided in our separate Cookie Policy.
15. Website Analytics
Virtulise may use analytics services to understand how visitors interact with our website.
Analytics information may help us understand:
Number of website visitors
Popular pages
How visitors reach our website
Device and browser information
General website usage patterns
Where analytics involves non-essential cookies or similar technologies, appropriate consent mechanisms will be used where required.
16. Data Security
Virtulise takes reasonable technical and organisational measures to protect personal information.
Measures may include:
Password protection
Access controls
Secure devices
Antivirus and security software
Software updates
Secure cloud services
Multi-factor authentication where available
Restricted access to business systems
Secure backup arrangements where appropriate
However, no website, computer network, internet service or electronic storage system can be guaranteed to be completely secure.
If we become aware of a personal data breach, we will assess it and take appropriate action in accordance with applicable data protection requirements.
17. Your Data Protection Rights
Depending upon the circumstances, UK data protection law gives individuals a number of rights concerning their personal information.
These may include:
Right of Access
You may ask whether we hold personal information about you and request a copy of that information.
Right to Rectification
You may ask us to correct information that is inaccurate or complete information that is incomplete.
Right to Erasure
In certain circumstances, you may ask us to delete your personal information.
This right does not apply in every situation, particularly where we have a legal requirement or other lawful reason to retain information.
Right to Restrict Processing
In certain circumstances, you may ask us to restrict how your personal information is used.
Right to Object
You may have the right to object to certain processing, including certain processing based upon legitimate interests.
You also have the right to object to the use of your personal information for direct marketing.
Right to Data Portability
In certain circumstances, you may have the right to receive personal information you provided to us in a structured, commonly used and machine-readable format.
Rights Relating to Automated Decision-Making
You may have rights concerning decisions made solely through automated processing where those decisions have significant effects.
Virtulise does not currently intend to make significant decisions about individuals solely through automated decision-making unless clearly stated otherwise.
Right to Withdraw Consent
Where we rely upon your consent, you may withdraw that consent at any time.
18. Exercising Your Rights
If you wish to exercise any of your data protection rights, please contact:
Virtulise
Email: [Privacy Email Address]
Address: [Business Address]
Telephone: [Telephone Number]
Please provide sufficient information for us to identify you and understand your request.
We may need to confirm your identity before releasing or changing personal information.
We aim to respond to valid requests within the timescales required by applicable data protection legislation.
19. Complaints
If you are concerned about the way Virtulise has handled your personal information, please contact us first so that we have an opportunity to investigate your concerns.
You also have the right to complain to the Information Commissioner's Office (ICO), which is the UK's independent regulator for data protection.
Further information about making a complaint can be found on the Information Commissioner's Office website.
20. Children's Information
Virtulise services are primarily intended for businesses and adult clients.
We do not intentionally collect personal information from children through this website.
If we discover that personal information relating to a child has been collected unnecessarily, we will take appropriate steps to delete or otherwise appropriately handle that information.
21. External Websites
Our website may contain links to websites operated by third parties.
Virtulise is not responsible for the privacy practices, content or security of external websites.
Visitors should review the privacy policies of external websites before providing personal information to them.
22. Social Media
Virtulise may maintain profiles on social media and professional networking platforms.
If you communicate with us through these services, your information may also be processed by the company operating that platform.
Those organisations have their own privacy policies and terms.
We recommend reviewing their privacy information separately.
23. Changes to This Privacy Policy
Virtulise may update this Privacy Policy periodically to reflect:
Changes to our services
Changes to the website
New technology
Changes to our service providers
Changes to the way we process information
Changes to applicable legislation or regulatory guidance
The latest version will be published on the Virtulise website.
The Last Updated date at the beginning of this policy will indicate when the policy was most recently revised.
We recommend reviewing this page periodically.
© 2026 Virtulise. All rights reserved.