virolexandio

Introduction and Data Controller Information

virolexandio operates as your trusted partner for financial statement analysis services. We're committed to protecting your personal data and being transparent about how we collect, use, and safeguard your information.

As the data controller, virolexandio is responsible for your personal data. Our registered office is located at 156 Arundel St, Sheffield City Centre, Sheffield S1 4RE, United Kingdom. You can reach our data protection team at info@virolexandio.com or +447841465311.

Data Controller Details:

Company Name: virolexandio
Address: 156 Arundel St, Sheffield City Centre, Sheffield S1 4RE, United Kingdom
Email: info@virolexandio.com
Phone: +447841465311

This policy explains how we handle personal data in compliance with UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We process your data fairly, lawfully, and transparently.

Information We Collect

Personal Information You Provide

Contact details including name, email address, phone number, and business address
Company information such as business name, industry sector, and company size
Financial data and documents you submit for analysis purposes
Communication records including emails, phone calls, and meeting notes
Service preferences and specific analysis requirements

Information We Collect Automatically

Website usage data through cookies and similar technologies
IP address, browser type, and device information
Pages visited, time spent on site, and referral sources
System access logs for security and troubleshooting purposes

Data Type	Purpose	Legal Basis	Retention Period
Contact Information	Service delivery and communication	Contract performance	7 years after contract end
Financial Documents	Analysis and reporting services	Contract performance	7 years (regulatory requirement)
Website Analytics	Site improvement and marketing	Legitimate interests	26 months
Marketing Communications	Business development	Consent or legitimate interests	Until withdrawal of consent

How We Use Your Information

We process your personal data for specific, legitimate purposes that support our business relationship and comply with legal requirements.

Service Delivery

Performing financial statement analysis and creating customized reports
Communicating about your projects and delivering completed analyses
Managing client accounts and maintaining service records
Providing technical support and addressing service inquiries

Business Operations

Processing payments and managing invoicing procedures
Maintaining accurate business records and client databases
Conducting internal audits and quality assurance reviews
Training staff to better serve client needs and improve service quality

Legal and Regulatory Compliance

We may process your data to comply with legal obligations, including anti-money laundering requirements, tax obligations, and regulatory reporting standards that apply to financial services.

Legal Basis for Processing: We process your personal data based on contract performance, legal obligations, legitimate interests, and where applicable, your explicit consent. We never process sensitive personal data without appropriate legal grounds and safeguards.

Data Sharing and Third Parties

We maintain strict control over your personal data and only share information when necessary for service delivery or legal compliance.

Trusted Service Providers

Cloud storage providers for secure data hosting and backup services
IT support companies for system maintenance and security monitoring
Payment processors for handling invoices and financial transactions
Professional advisors including legal counsel and accountants when required

Legal Disclosure Requirements

We may disclose personal data when required by law, court orders, or regulatory authorities. This includes cooperation with law enforcement agencies, tax authorities, and financial regulators when legally obligated.

Data Processing Agreements

All third-party service providers sign comprehensive data processing agreements that ensure they maintain the same high standards of data protection we uphold. These agreements specify security measures, data handling procedures, and confidentiality requirements.

International Transfers: If we transfer your data outside the UK, we ensure adequate protection through approved transfer mechanisms such as adequacy decisions or appropriate safeguards including standard contractual clauses.

Your Data Protection Rights

Under UK data protection law, you have several important rights regarding your personal data. We're committed to helping you exercise these rights effectively.

Your Individual Rights

Right of Access: Request copies of your personal data and information about how we process it
Right to Rectification: Ask us to correct inaccurate or incomplete personal data
Right to Erasure: Request deletion of your personal data in certain circumstances
Right to Restrict Processing: Ask us to limit how we use your personal data
Right to Data Portability: Receive your data in a structured format for transfer to another provider
Right to Object: Object to processing based on legitimate interests or for marketing purposes

Exercising Your Rights

To exercise any of these rights, contact us at info@virolexandio.com or call +447841465311. We'll respond to your request within one month, though complex requests may require additional time.

When contacting us about your data rights, please provide sufficient information to help us locate your records and verify your identity. This helps us protect your personal data from unauthorized access.

Right to Complain: If you're not satisfied with how we handle your personal data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk or by calling their helpline on 0303 123 1113.

Data Security and Protection Measures

Protecting your personal data is fundamental to our business operations. We implement comprehensive security measures to safeguard information against unauthorized access, alteration, disclosure, or destruction.

Technical Security Measures

End-to-end encryption for all data transmissions and storage systems
Multi-factor authentication for all system access points
Regular security audits and penetration testing by independent specialists
Automated backup systems with encrypted off-site storage
Firewall protection and intrusion detection monitoring

Organizational Security Measures

Comprehensive staff training on data protection principles and procedures
Strict access controls ensuring personnel only access data necessary for their role
Regular review and updating of security policies and procedures
Incident response procedures for potential data breaches
Confidentiality agreements for all employees and contractors

We maintain detailed records of all processing activities and conduct regular assessments to ensure our security measures remain effective against evolving threats.

Breach Notification: In the unlikely event of a personal data breach that poses a risk to your rights and freedoms, we'll notify you within 72 hours of becoming aware of the breach, along with details of what happened and steps we're taking to address it.

Data Retention and Deletion

We retain personal data only for as long as necessary to fulfill the purposes for which it was collected, comply with legal obligations, and protect our legitimate business interests.

Retention Periods

Client Service Records: 7 years after completion of services (in line with accounting standards)
Financial Documents: 7 years (regulatory requirement for financial records)
Communication Records: 6 years after last contact for business purposes
Marketing Consent Records: Until consent is withdrawn or 3 years of inactivity
Website Analytics: 26 months from collection date
Legal Documentation: As required by applicable limitation periods

Deletion Procedures

When retention periods expire, we securely delete personal data using industry-standard methods that ensure information cannot be recovered. This includes secure deletion of digital files and physical destruction of paper records.

We maintain deletion logs to document when and how personal data has been removed from our systems, ensuring accountability and demonstrating compliance with data protection requirements.

Active Review Process: We regularly review stored personal data to identify information that has reached its retention limit and schedule it for secure deletion. This process runs quarterly to ensure compliance with our retention schedule.

Cookies and Website Technologies

Our website uses cookies and similar technologies to improve your browsing experience, analyze site performance, and support our marketing efforts.

Types of Cookies We Use

Essential Cookies: Required for basic site functionality and security features
Performance Cookies: Help us understand how visitors interact with our website
Functional Cookies: Remember your preferences and personalize your experience
Marketing Cookies: Used to deliver relevant advertisements and track campaign effectiveness

You can control cookie settings through your browser preferences. However, disabling certain cookies may limit some website functionality.

Third-Party Analytics

We use Google Analytics to understand website usage patterns and improve our online services. This service collects anonymized data about your site interactions, which helps us enhance user experience.

Cookie Consent: When you first visit our website, we'll ask for your consent to use non-essential cookies. You can withdraw this consent at any time by contacting us or adjusting your browser settings.

Children's Privacy

Our services are designed for businesses and professional users. We do not knowingly collect personal data from individuals under 16 years of age.

If we become aware that we have collected personal data from someone under 16 without appropriate parental consent, we will delete this information promptly. Parents or guardians who believe we may have collected information from their child should contact us immediately.

Our website content and services are not directed toward children, and we implement age-appropriate design measures to minimize data collection from young users.

Changes to This Privacy Policy

We review and update this privacy policy regularly to reflect changes in our services, legal requirements, or data handling practices. The "Last Updated" date at the top of this policy indicates when changes were last made.

For significant changes that affect how we use your personal data, we'll notify you by email or through a prominent notice on our website. We encourage you to review this policy periodically to stay informed about how we protect your information.

Continued use of our services after policy updates constitutes acceptance of the revised terms, though your fundamental rights under data protection law remain unchanged.

Version Control: We maintain records of previous policy versions for reference purposes. If you need information about how we handled your data under previous policies, please contact our data protection team.

Privacy Policy