LEGAL
Privacy Policy
How Virtual Medical Assistants handles information collected through this website.
Last updated: 19 October 2026
Who we are
Virtual Medical Assistants (VMA) is responsible for personal information collected through this website. To ask a question about this policy or how your information is used, email enquiries@vmasecretary.co.uk.
This policy applies to information collected through this website. Where we provide services, the information we handle for that work is also governed by the relevant service agreement and privacy arrangements.
Information this website collects
We aim to collect as little personal information as possible. Our self-hosted Plausible Analytics helps us understand aggregated use of the website. It may record pages viewed, referral source, browser and device type, broad geographic information, and approximate visit and interaction information. It is configured without advertising cookies or persistent individual user profiles, and we do not use it to identify you personally.
If you contact us, we receive the information you choose to provide, such as your name, work contact details, organisation and enquiry details. Please do not send patient-identifiable information, medical records or other sensitive health information through this website or a general enquiry email.
How and why we use information
We use website information to operate, maintain and secure the site; understand aggregated usage and improve its content and performance; respond to enquiries and discuss potential services; and meet legal obligations or protect our legal rights where necessary.
Where personal information is involved, our lawful basis will usually be our legitimate interests, taking steps at your request before entering into a contract, or complying with a legal obligation.
Where information is stored and who we share it with
Website hosting and self-hosted analytics use infrastructure hosted by Hetzner in Helsinki, Finland. We do not sell personal information or share website analytics with advertising networks.
We may share personal information only when necessary with trusted providers who help us run our website or business, when required by law, or to establish, exercise or defend legal claims.
How long we keep information
We keep information only for as long as necessary for the purpose for which it was collected. Aggregated website analytics are retained according to our analytics configuration. Enquiry information is kept for as long as needed to respond, maintain an appropriate business record, or meet legal and accounting obligations.
Your data-protection rights
Depending on the circumstances, you may have the right to request access to your personal information, ask us to correct or erase it, restrict or object to certain processing, request portability, or withdraw consent where we rely on consent.
To exercise a right, email enquiries@vmasecretary.co.uk. We may need to verify your identity before responding. You can also complain to the UK Information Commissioner’s Office at ico.org.uk. We would appreciate the opportunity to address your concerns first.
Changes to this policy
We may update this policy from time to time. The latest version will be published on this page with the updated date above.