Introduction

The Virtualment respects your privacy and is committed to being transparent about how we collect, use, and safeguard your personal data in line with GDPR and the EU AI Act. This policy outlines how we handle your data, our responsible use of AI tools, and your rights regarding personal information.

1. Information We Collect

We collect information necessary for providing our suite of virtual assistance and project management services, including:

• Personal Information: Name, email address, contact details, job title, and other identifiers provided through contact forms, newsletters, or service enquiries.
• Usage Data: Data on your interaction with our website, such as IP address, browser type, pages visited, and time spent on the site, collected via cookies.

2. Our Services

The Virtualment offers a range of services aimed at helping businesses and entrepreneurs enhance productivity, streamline workflows, and achieve business goals. Our services include:

• Custom Graphic Design: Professionally designed graphics and templates using Canva to boost your brand’s visual identity.
• Web Design: Innovative and user-friendly web design to optimise online presence.
• Audio & Video Production: Full-service audio and video editing to engage audiences and amplify brand messaging.
• AI Integration: Strategic integration of AI tools to streamline repetitive tasks, enhance team productivity, and allow focus on high-impact areas.
• LinkedIn Optimisation and Strategic Networking: Tailored LinkedIn strategies to expand professional networks and drive business growth.
• Project & Team Management: Efficient team coordination and process optimisation to support successful project delivery.

3. Use of Information

The information we collect is used to:

• Customise and deliver our services to meet your needs.
• Communicate efficiently, respond to inquiries, and provide service updates.
• Maintain website security and improve functionality.
• Integrate AI tools responsibly to enhance productivity and service quality.

4. Responsible Use of AI Tools

The Virtualment utilises advanced AI tools—such as ChatGPT, Perplexity, GitHub Copilot, Meta AI, Canva’s AI features, Descript, Fathom Notetaker, Tl;dv, and Otter.ai—to support our services. These tools are applied in line with stringent privacy guidelines:

• Transparency and Consent: We inform users when AI tools assist in creating or analysing client data. All AI-enhanced content undergoes human review before final delivery to ensure quality and alignment with our brand values.
• Data Privacy and Security: Sensitive client data is only used within AI systems with explicit permission, and all AI tools undergo rigorous GDPR compliance checks to ensure data integrity and privacy.
• Bias and Accountability: We actively review AI outputs to detect and mitigate any potential biases, ensuring fairness and inclusivity across our services.

5. Cookies Policy

Cookies are used on our website to enhance user experience and collect data on site performance. Essential cookies are necessary for core website functionality, while analytics cookies help us optimise usability. You may adjust cookie preferences in your browser settings.

6. Your Rights

In compliance with GDPR, you have the following rights:

• Access: Request access to the data we hold about you.
• Rectification: Request corrections to inaccurate or incomplete information.
• Erasure: Request deletion of your data where it is no longer necessary for our operations.
• Objection and Restriction: Object to certain processing activities or restrict data usage in specific circumstances.
• Data Portability: Request that your data be transferred to another service provider.

7. Security Measures

We implement strict security protocols to protect the confidentiality and integrity of data, including:

• Regular evaluations of AI tools for security compliance.
• Cybersecurity training for our team to ensure responsible AI usage.
• Rapid response protocols for any data incidents, with immediate escalation to IT for resolution.

8. Updates to This Policy

We may update this Privacy Policy periodically to reflect changes in our practices, legal requirements, or technology. Notifications will be provided for any significant amendments.

Contact Us

For questions, requests, or concerns about our Privacy Policy or data handling practices, please contact us at:
info@thevirtualment.com