Policies & Terms & conditions

ACCEPTABLE USE POLICY

// ABOUT

The Acceptable Use Policy covers the security and use of all Pocket Watch Assistant’s information and or any IT equipment.  It also includes the use of email, internet, voice, and mobile IT equipment.  This policy applies to all Pocket Watch Assistant’s employees, contractors and agents (hereafter referred to as individuals).

This policy applies to all information, in whatever form, relating to Pocket Watch Assistant’s business activities worldwide and to all information handled by Pocket Watch Assistant relating to other organisations with whom it deals.  It also covers all IT and information communications facilities operated by Pocket Watch Assistant or on its behalf.

// COMPUTER ACCESS CONTROL – INDIVIDUALS RESPONSIBILITY

Access to the Pocket Watch Assistant’s IT systems is controlled by the use of User IDs and passwords.  All User IDs and passwords are to be uniquely assigned to named individuals and consequently, individuals are accountable for all actions on the Pocket Watch Assistant’s IT systems.

Individuals must not:

1. Allow anyone else to use their User ID and password on any Pocket Watch Assistant’s IT system.
2. Leave their user accounts logged in at an unattended and unlocked computer.
3. Use someone else’s user ID and password to access Pocket Watch Assistant’s IT systems.
4. Leave their password unprotected (for example writing it down).
5. Perform any unauthorised changes to Pocket Watch Assistant’s IT systems or information.
6. Attempt to access data that they are not authorised to use or access.
7. Exceed the limits of their authorisation or specific business need to interrogate the system or data.
8. Connect any non-Pocket Watch Assistant authorised device to the Pocket Watch Assistant’s network or IT systems.
9. Store Pocket Watch Assistant’s data on any non-authorised Pocket Watch Assistant’s equipment.
10. Give or transfer Pocket Watch Assistant’s data or software to any person or organisation outside of Pocket Watch Assistant without the Pocket Watch Assistant’s authority.

// INTERNET AND EMAIL CONDITIONS OF USE

Use of Pocket Watch Assistant’s internet and email is intended for business use.  Personal use is permitted where such use does not affect the individual’s business performance, is not detrimental to the Pocket Watch Assistant in any way, not in breach of any term and condition of employment and does not place the individual or Pocket Watch Assistant in breach of statutory or other legal obligations.

All individuals are accountable for their actions on the internet and email systems.

Individuals must not:

1. Use the internet or email for the purposes of harassment or abuse.
2. Use profanity, obscenities, or derogatory remarks in communications.
3. Access, download, send or receive any data (including images), which Pocket Watch Assistant considers offensive in any way, including sexually explicit, discriminatory, defamatory, or libellous material.
4. Use the internet or email to make personal gains or conduct a personal business
5. Use the internet or email to gamble.
6. Use the email systems in a way that could affect its reliability or effectiveness, for example distributing chain letters or spam.
7. Place any information on the Internet that relates to Pocket Watch Assistant, alter any information about it, or express any opinion about Pocket Watch Assistant, unless they are specifically authorised to do this.
8. Send unprotected sensitive or confidential information externally.
9. Forward Pocket Watch Assistant email to personal non-Pocket Watch Assistant email accounts (for example a personal Hotmail account).
10. Make official commitments through the internet or email on behalf of Pocket Watch Assistant unless authorised to do so.
11. Download copyrighted material such as music media (MP3) files, film, and video files (not an exhaustive list) without appropriate approval.
12. In any way infringe any copyright, database rights, trademarks, or other intellectual property.
13. Download any software from the internet without prior approval of the IT Department.
14. Connect Pocket Watch Assistant devices to the internet using non-standard connections.

// CLEAR DESK AND CLEAR SCREEN POLICY

In order to reduce the risk of unauthorised access or loss of information, Pocket Watch Assistant enforces a clear desk and screen policy as follows:

1. Personal or confidential business information must be protected using security features provided for example secure print on printers.
2. Computers must be logged off/locked or protected with a screen locking mechanism controlled by a password when unattended.
3. Care must be taken to not leave confidential material on printers or photocopiers.
4. All business-related printed matter must be disposed of using confidential waste bins or shredders.

// WORKING OFF-SITE

It is accepted that laptops and mobile devices will be taken off-site. The following controls must be applied:

1. Working away from the office base must be requested and agreed prior, usually mentioned within the Client agreement.
2. Equipment and media taken off-site must not be left unattended in public places and not left in sight in a car.
3. Laptops must be carried as hand luggage when travelling.
4. Information should be protected against loss or compromise when working remotely (for example in public places).
5. Laptop encryption must be used.
6. Particular care should be taken with the use of mobile devices such as laptops, mobile phones, smartphones and tablets. They must be protected at least by a password or a PIN and, where available, encryption.

Mobile Storage Devices:

Mobile devices such as memory sticks, CDs, DVDs, and removable hard drives must be used only in situations when network connectivity to Microsoft one drive/drop box is unavailable or there is no other secure method of transferring data. Only Pocket Watch Assistant’s authorised mobile storage devices with encryption enabled must be used when transferring sensitive or confidential data.

Software:

Employees must use only software that is authorised by Pocket Watch Assistant on Pocket Watch Assistant’s computers.  Authorised software must be used in accordance with the software supplier’s licensing agreements. All software on Pocket Watch Assistants computers must be approved and installed by the Pocket Watch Assistant.

Individuals must not:

Store personal files such as music, video, photographs, or games on Pocket Watch Assistant’s IT equipment.

Viruses:

The Pocket Watch Assistant has implemented centralised, automated virus detection, and virus software updates within the system. All PCs have antivirus software installed to detect and remove any virus automatically.

Individuals must not:

Remove or disable anti-virus software.

Attempt to remove virus-infected files or clean up an infection, other than by the use of approved Pocket Watch Assistant anti-virus software and procedures.

Telephony (Voice) Equipment Conditions of Use:

Use of Pocket Watch Assistant voice equipment is intended for business use.  Individuals must not use Pocket Watch Assistant’s voice facilities for sending or receiving private communications on personal matters, except in exceptional circumstances.  All non-urgent personal communications should be made at an individual’s own expense using alternative means of communications.

Individuals must not:

Use Pocket Watch Assistant’s voice for conducting private business.

Make hoax or threatening calls to internal or external destinations.

Accept reverse charge calls from domestic or International operators, unless it is for business use.

Actions upon Termination of Contract:

All Pocket Watch Assistant’s equipment and data, for example, laptops and mobile devices including telephones, smartphones, USB memory devices, and CDs/DVDs, must be returned to the Pocket Watch Assistant at the termination of the contract or otherwise specified within the data protection, privacy and cookies policy.

All Pocket Watch Assistant’s data or intellectual property developed or gained during the period of employment remains the property of the Pocket Watch Assistant and must not be retained beyond the termination or reused for any other purpose.

Monitoring and Filtering:

All data that is created and stored on Pocket Watch Assistant’s computers are the property of Pocket Watch Assistant’s and there is no official provision for individual data privacy, however, wherever possible the Pocket Watch Assistant will avoid opening personal emails.

IT system logging will take place where appropriate, and investigations will be commenced where reasonable suspicion exists of a breach of this or any other policy.  Pocket Watch Assistant has the right (under certain conditions) to monitor activity on its systems, including internet and email use, in order to ensure systems security and effective operation and to protect against misuse.

Any monitoring will be carried out in accordance with audited, controlled internal processes, the UK Data Protection Act 2018, the Regulation of Investigatory Powers Act 2000 and the Telecommunications (Lawful Business Practice Interception of Communications) Regulations 2000.

This policy must be read in conjunction with:

Computer Misuse Act 1990

Data Protection Act 2018 – UK General Data Protection Regulation (GDPR)

It is your responsibility to report suspected breaches of security policy without delay to the Pocket Watch Assistant and all breaches of information security policies will be investigated.

Revised by Pocket Watch Assistant September 2021

CLIENT BUSINESS TERMS AND CONDITIONS

These Client Business Terms and Conditions supplement our Virtual Assistant Agreement.

The Assistant will start work when the Client accepts the proposal and the agreement is signed and returned.  As the Client you can accept by letting the Assistant know that you accept, or by asking the Assistant to start work.  No-one can process Personal Data for the Client until the Client has given written data processing instructions.  The Client must complete the data processing form sent with the agreement.

The Services to be provided are set out in the proposal and agreement.  They can be amended by exchange of emails or by issuing a revised agreement.

//OPERATIONAL HOURS

The Client will not control the time and manner of work that the Assistant undertakes. However, the Assistant agrees to be available during the following time blocks to perform work for any of their Clients between Monday – Thursday between 9.00 am 5.00 pm.  Unless otherwise discussed and agreed by the Assistant.

//LOCATION

The Assistant shall provide the Services virtually in such places and locations as the Assistant considers appropriate to the type and nature of the requirements of the Client. The Assistant may use their own systems to undertake these Services and or potentially using remote access to the Client’s systems and or software, whichever fits best to fulfil the Services required.

The Assistant should ensure logging out at the end of any remote access session and or of any other tasks.

//CLIENT OBLIGATIONS

During the performance of the Services the Client will:

• Co-operate with the Assistant as the Assistant reasonably requires.
• Provide the information and documentation that the Assistant reasonably requires.
• Ensure that the Client’s staff and agents co-operate with and assist the Assistant.
• Ensure Assistant has access to any required software, any new software required for your business to be at Client’s own expense.
• Proofreading and final sign off – is the responsibility of the Client, to finalise checks.
• Any Feedback information published to our Social Media Facebook page will only be done so by the Client, of which you automatically approve of it being there for the public to see. As such, this review information may automatically be placed onto the Assistant’s website and other social media platforms.
• Not control when the Assistant carries out the Services, unless a suitable time is discussed that works for the Assistant’s other Services.
• Not act as a manager, the Assistant is contracted to provide Services only, of which are listed within the Virtual Assistant Agreement, following the signing of the agreement, additional tasks will be noted separately in email confirmation if required.

// BUSINESS ARRANGEMENTS

Pocket Watch Assistant Services are provided on a business to business basis.  Pocket Watch Assistant shall continue to market Services and work for other Clients and maintain an independent business of its own.

// AUTHORITY

The person named in the agreement will be the main contact for the Assistant and has the authority to agree payments and to agree changes to the agreement.  The Assistant will not order any goods or services on behalf of the Client unless it is authorised by that person.  This person is the authorised contact and has no managing authority over the Assistant.

//RESPONSE TIME

The Assistant will use reasonable endeavours to deliver Services according to the timetable described in the agreement.  Where work is undertaken by retainer the Client must specify priorities and deadlines in line with the number of hours purchased. 

The Assistant agrees to respond to the Client no later than the following amount of time after being reached out to for communication: 12 hours.

In the event of an emergency or other similar conflict, the Assistant will give the Client as much notice as possible if there is the possibility of interruption to the Services, whether that interruption is temporary or long-term.

//DELIVERABLES

Holiday, sickness and emergency cover – The Assistant may nominate one or more substitutes for holiday and sickness cover.  These will be given the necessary access when they are about to be used and authorised by the Client to do so.

Expertise and focus – From time to time the Assistant may use experts to supplement their own expertise where such expertise is needed and not provided via a 3^rd party contracted directly with the Client.

Availability and deadlines – All Services are to be completed and wrapped up within 1 week or receiving initial tasks and or ahead of any due dates, depending on scale of works requested.

// INSURANCE

Pocket Watch Assistant has an insurance policy in place.  However, if the Client wishes to take out insurance or additional insurance, the Assistant is happy for you to do so, if you agree to pay the additional cost.  Normally this is an annual cost and it may not be possible to refund the charge if the Client does not use Pocket Watch Assistant for the exact year that the insurance policy runs.  The Assistant is happy to provide a copy of the Pocket Watch Assistant current insurance certificates should the Client require.

// PAYMENT TERMS

1. 30 minute FREE Consultation discovery call available
2. Proposals and quotes are FREE
3. Pocket Watch Assistant is not VAT registered
4. A signed acceptance of our Virtual Assistant Agreement, including quote specification, completed Data Processing Form and Client Terms and Conditions must be received by Pocket Watch Assistant before the commencement of any services requested by the Client.
5. We reserve the right to write up an agreement amendment at any time should additional work be requested by the Client.
6. For irregular service use an invoice will be sent to the Client on completion of work and is payable strictly within the stated time limit.
7. For irregular and or one-off services and assignments, payments must be paid within 7 days of the invoice.
8. For Clients who use services weekly/daily, Pocket Watch Assistant will issue an invoice on the last day of each month, with a 7-day credit term.
9. All invoices will be submitted in £ sterling and subject to bank charges relating to transfers and handling charges.
10. Pocket Watch Assistant understand and exercise the statutory right to add interest and compensation for debt and recovery costs under the late payment legislation if we are not paid according to the agreed credit terms. Unpaid invoices are subject to a surcharge of £25 per invoice.  Any further charges incurred from recovering the debt will be covered by the Client.
11. Certain assignments require a deposit, and this will need to have been received and cleared in the bank before work can commence.  If the assignment is urgent, a receipt of payment can be emailed.
12. Pocket Watch Assistant reserve the right to ask for full payment before work can commence for some assignments; this will be discussed with the client at the quotation stage.
13. Payments accepted by Cash or BACs
14. Pocket Watch Assistant cannot be held responsible for price changes to quotes given by suppliers. Prices quoted are as at the date of the receipt of the assignment.
15. Where a Client causes delay, changes the specification, requires extra work, meetings or changes for previously accepted work, Pocket Watch Assistant shall be entitled to a reasonable extension of time and rate increase and/or advance payment.
16. Additional Expenses – incurred on behalf of the client, such as outgoing call costs, stationery including paper/folders, postage and software will be billed separately at cost.
17. Additional Pricing – out of hours – after 5pm, weekends and bank holidays charged at £30per hour. Unless prior arrangements have been agreed.
18. Prices are subject to change without notice, however existing clients prices will only be reviewed annually every January and a 4-week notice of any changes will be given.
19. Any time and expenses incurred in responding to your requests to audit data for GDPR compliance or complying with an external legal body’s legal requirements to disclose information or submit to audit may result in charges at our normal hourly rate for the work incurred.
20. Upon termination of an agreement, further time-based charges may be incurred in handing over, returning data or responding to enquires. This would be charged at our normal hourly rate or equivalent.
21. The Bronze Project package – is charged at a minimum of 1 hour, with 15 minute increments following this first hour.

//POLICIES AND PROCEDURES

Resolving problems – If there is anything about a project that is not going as the Client would want, or if the Client has any query or complaint, speak to the Assistant straight away.

Health and Safety – When working at the Pocket Watch Assistant premises the Assistant is responsible for their own health and safety.

Working at the clients premises – The Assistant may from time to time work at the Clients premises and be covered by their health and safety policy.

Data handling – The Assistant handles Personal Data in accordance with their Data Privacy Policy.

// CONFIDENTIAL INFORMATION

Client information and confidentiality – Confidential information shared with the Assistant will only be used to perform Services set out in the agreement or if the Assistant is required to disclose of it by law.  The Assistant may keep some confidential information to keep a record of what they did for you.  This personal data will be kept in line with the Data Retention Policy, found within the Data Privacy Policy.

Documents and information – The Assistant will need to agree with the Client a safe and secure system of the Client sending the Assistant confidential documents and information.  Pocket Watch Assistant is not liable for any data that is not securely transmitted to them.

Log in – Where the Client wishes the Assistant to access systems that contain information that identifies living individuals, the Client should provide the Assistant with a unique log in to existing software platforms and systems.  Securely sharing passwords where multi-user logins are not available.

//RESTRICTION AND LIMITATION

Whilst working with Pocket Watch Assistant, the Client may be working with Pocket Watch Assistant associates and or employees who support them.  They are all under contractual terms that prohibit them from working directly with Clients other than through Pocket Watch Assistant and the Client must not participate in them breaching their obligations to Pocket Watch Assistant.  Please contact the Assistant should any of these matters arise.

Pocket Watch Assistant will not be liable for failure to provide services where it is not reasonably practicable to do so due to circumstances beyond our control.

Revised by Pocket Watch Assistant Sept 2021

DATA PROCESSING AGREEMENT

// ABOUT

The controller/processer (Pocket Watch Assistant) will process personal data, that may be linked to specific persons.  The Pocket Watch Assistant is based in the UK.

This Agreement outlines the terms and conditions of the processing of Personal Data by the Pocket Watch Assistant.

// PURPOSE

The Pocket Watch Assistant must only process personal data for purposes that are necessary to fulfil the service obligations set out in each individual Client – Virtual Assistant Agreement.

// OBLIGATIONS OF THE DATA CONTROLLER (Pocket Watch Assistant)

1. The Pocket Watch Assistant warrants that the personal data is processed for legitimate and objective purposes and to ensure that they do not process more personal data than required for fulfilling such purposes.
2. The Pocket Watch Assistant is responsible for ensuring that a valid legal basis for processing exists at the time of transferring the personal data.
3. In addition, the Pocket Watch Assistant warrants that the data subjects to which the personal data pertains have been provided with sufficient information on the processing of their personal data.
4. The Pocket Watch Assistant must not instruct, or appoint a sub-Data Processor.

// OBLIGATIONS OF THE DATA PROCESSOR (Pocket Watch Assistant)

1. All processing by the Pocket Watch Assistant of the personal data provided must be in accordance with the Data Controller Obligations and should comply with any and all data protection legislation in force from time to time.
2. The Pocket Watch Assistant must investigate immediately if any instruction infringes are made apparent.
3. The Pocket Watch Assistant must take all necessary technical and organisational security measures, including any additional measures, required to ensure that the personal data is not accidentally or unlawfully destroyed, lost or impaired or brought to the knowledge of unauthorised third parties, abused or otherwise processed in a manner which is contrary to data protection legislation in force at any time.
4. The Pocket Watch Assistant complies with personal data confidentiality at all times.
5. If the Pocket Watch Assistant processes personal data for anyone outside of the UK, they must comply with legislation concerning security measures in that country.
6. If the Pocket Watch Assistant raises the suspicion that data protection rules have been breached or other irregularities in connection with the processing of the personal data occur. Clarification in relation to the scope of the security breach, including the preparation of any notifications to the relevant Data Protection Agency should be undertaken as soon as possible within 24 hours.
7. The Pocket Watch Assistant must have available all information necessary to allow for contributions to audits, including inspections, conducted by outsourcing if required.

// LIABILITY

1. The Parties’ liability is governed by the Client Business Terms and Conditions along with the Client Virtual Assistant Agreement.
2. The Parties’ liability for damages under this Agreement is governed by the Client Business Terms and Conditions along with the Client Virtual Assistant Agreements.

// EFFECTIVE DATE AND TERMINATION

1. This Agreement becomes effective at the same time as the Client Business Terms and Conditions along with the Client Virtual Assistant Agreement.
2. In the event of termination of the Client Virtual Assistant Agreement, this Agreement will also terminate.
3. However, the Pocket Watch Assistant remains subject to the obligations stipulated in this Agreement, as long as the Client’s personal data is still in possession.
4. Upon termination of the processing services, the Pocket Watch Assistant is obliged to delete and or return all personal data, as well as to delete existing copies within the time frame stipulated within the Client Virtual Assistant Agreement unless retention of the personal data is prescribed by the UK law.

// GOVERNING LAW AND JURISDICTION

1. Any claim or dispute arising from or in connection with this Agreement must be settled by a competent court of the first instance in the same jurisdiction as stated in the Client Virtual Assistant Agreement.

// CATEGORIES OF DATA SUBJECTS

1. The Pocket Watch Assistant will be processing contact-information on actual, potential, or former customers and or members, employees, suppliers, business and collaboration partners, and affiliates.
2. The Pocket Watch Assistant may split data into categories, such as below:
   1. Identity – including first name, last name, username, marital status, title, date of birth, and gender.
   2. Contact – including billing and delivery address, email address, and telephone number.
   3. Financial – including bank account and payment card details.
   4. Transaction – including details about payments to and from you and other details of services you have purchased from us.
   5. Technical – including internet protocol (IP) address, your login data, browser type, and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access this website.
   6. Profile – includes username and password, orders made by you, your interests, preferences, feedback, and survey responses.
   7. Usage – includes information about how you use our website, products, and services.
   8. Marketing and Communications – includes your preferences in receiving marketing from us and our third parties and your communication preferences.

// TYPES OF PERSONAL DATA

1. Contact act and identification information including e-mail
2. IP-addresses
3. Domain-names
4. Usernames
5. Membership information
6. Analytics and usage data
7. Order-history and information
8. Contracts
9. Communication
10. Support
11. Pictures
12. Additional types of personal data may occur

// INSTRUCTIONS

Service:

The Pocket Watch Assistant may process personal data concerning the data subjects with the purpose to deliver, develop, manage, administrate, and manage the services of the Client Virtual Assistant Agreement.

Security:

The Pocket Watch Assistant shall ensure the confidentiality, integrity, and availability of personal data.  Implementing systematic, organisational, and technical measures to ensure an appropriate level of security, taking into consideration the state, art, and cost of implementation in relation to the nature of personal data and the risk of the processing.

The Pocket Watch Assistant shall provide a high level of security in its services.  This security is provided through technical, organisational and physical security measures which include:

1. Relevant antivirus protection in place.
2. Backup of systems that process personal data.
3. Communications over the internet between systems that handle personal data are encrypted.
4. Classification of personal data to ensure the implementation of security measures.
5. Use of systems and processes that help in involving security in the handling of personal data.

The Pocket Watch Assistant is justified to make further decisions about the necessary technical and organisational security measures that must be implemented to ensure the appropriate security level regarding personal data.

// RETENTION PERIOD

Personal data stored on the Pocket Watch Assistant systems are deleted or anonymised within a reasonable time after the termination of the Client Virtual Assistant Agreement – between 1 week and 5 years.

// LOCATION OF DATA

Personal data stored on the Pocket Watch Assistant systems are currently on Onedrive via Microsoft 365.  External back up drive in place too with password protections.

Any personal data via our Web host is Jili Allen Creative based in London.

Should you have any questions regarding this agreement, please contact the Pocket Watch Assistant via email: tracey@pocket-watch-assistant.co.uk

Revised by Pocket Watch Assistant Sept 2021

TERMS AND CONDITIONS OF WEBSITE USE

// ABOUT

These Terms explain how you may use our website www.pocket-watch-assistant.co.uk, which is provided by us free of charge.

Pocket Watch Assistant has set out a legally binding arrangement for you to follow while using this website.  Therefore, please continue to read these Terms of Use carefully before continuing onto the site.  By using this site, you accept these Terms of use and agree to abide by them.  If you do not agree to accept these Terms of Use, please discontinue using the site with immediate effect.

This site is operated by Pocket Watch Assistant, via our host Jili Allen Creative.  Should you have any questions about the site, please contact us via email tracey@pocket-watch-assistant.co.uk

// TERM DEFINITIONS

1. Content – means any text, images, video, audio or other multimedia content, software or other information or material submitted to or on the site
2. Terms – means these terms and conditions of use as updated from time to time
3. Service/s – refers to the Company’s services accessed via the site, in which users can obtain information on the services we offer, such as, but not limited to: PA/Secretarial, Administration, Property Management/Development and Social Media/Website
4. Intellectual Property Rights – means rights such as copyright, trademarks, domain names, design rights, database rights, patents and all other intellectual property rights of any kind whether or not they are registered or unregistered anywhere in the world
5. Unwanted Submission – has the meaning given to it in the section entitled “submitting information to the site”
6. Site – refers to the website pocket-watch-assistant.co.uk
7. We, us, our or I – means Pocket Watch Assistant, which is based as a Virtual Assistant, Cumbria. (References to us in these Terms also includes any group companies which we may have from time to time.)
8. You or your – means the person accessing or using the site or its content

// USING OUR SITE

9. The site is for your personal and non-exclusive use only and are authorised to browse the site, contact us using the contact forms, comment on blogs (where commenting is permitted) subject to moderation.
10. You may not use any “page-scraper”, “robot”, “spider”, “deep link” or another automatic device, program, algorithm or methodology, or any similar or equivalent manual process, to access, copy, acquire, or monitor any part of the site, or in any way reproduce or circumvent the navigational structure or presentation of the site or any content, to obtain or attempt to obtain any materials, documents or information through any means not purposely made available through the site.
11. You may not attempt to gain unauthorised access to any part or feature of the site, or any other systems or networks connected to the site or any of our servers, or any of the services offered on or through the site, by password “mining”, hacking or any other illegitimate means.
12. You may not scan, probe, or test the vulnerability of the site or any network connected to the site, nor breach the security or authentication measures on the site or any network connected to the site.
13. You may not reverse look-up, trace or seek to trace any information on any other user of or visitor to the site, or any other customer of ours, to its source, or exploit the site or any service or information made available or offered by or through the site, in any way where the purpose is to reveal any information, including but not limited to personal identification or information, other than your information, as provided for by the site.
14. You agree that you will not take any action that imposes an unreasonable or disproportionately large load on the infrastructure of the site or our systems or networks, or any systems or networks connected to the site.
15. You agree not to use any device, software, or routine to interfere or attempt to interfere with the proper working of the site or any transaction being conducted on the site, or any other person’s use of the site.
16. You may not forge headers or otherwise manipulate identifiers to disguise the origin of any message or transmittal you send to use on or through the site or any service offered on or through the site. You may not pretend that you are, or that you represent, someone else, or impersonate any other individual or entity.
17. You may not publish or link malicious content of any sort, including that intended to disrupt another user’s browser or computer.
18. All the material on this site is someone’s copyright. You may NOT copy or use all or part of the design or content of this site without our written permission.  You can apply for this permission by emailing us via our contact page and let us know exactly what you want to copy and why.
19. The site is intended for use only by those who can access it from within the UK. If you choose to access the site from locations outside the UK, you are responsible for compliance with local laws where they are applicable.
20. You agree that you are solely responsible for:
21. All costs and expenses you may incur with your use of the site; and
22. Keeping your account details confidential where possible
23. We seek to make the site as accessible as possible. If you have any difficulties using the site, please contact us at tracey@pocket-watch-assistant.co.uk.
24. We may prevent or suspend your access to the site if you do not comply with any part of these Terms, any terms or policies to which they refer, or any applicable law.
25. It is your responsibility that anyone who accesses our site through your internet connection is aware of these Terms and complies with them.
26. If this website uses cookies, you can decide which ones to allow. Please see cookies policy.

// INFORMATION ABOUT YOU AND YOUR VISITS TO THIS SITE

If you enter any information about yourself on our website, including in any contact form, we will hold and use that information in accordance with our privacy policy.

// INTELLECTUAL PROPERTY RIGHTS, OWNERSHIP AND USE

25. This site and all intellectual property rights in it, including, but not limited to any content, are owned by us, our licensors, or both as applicable. We and our licensors reserve all our and their rights in any intellectual property in connection with these Terms. This means, for example, that we and they remain owners of them and free to use them as we and they see fit.
26. Nothing in these Terms grants you any legal rights in the site other than as necessary to enable you to lawfully access the site as intended and authorised by us. You agree not to adjust or try to circumvent or delete any notices contained on the site including any intellectual property notices and in any digital rights or other security technology embedded or contained within the site.

// SUBMISSION AND UPLOADING OF MATERIAL TO THIS SITE

27. While we try to make sure that the site is secure, we cannot guarantee the security of any information that you submit to us. We, therefore, cannot guarantee that it will be kept confidential. For that reason, you should not submit any patentable ideas or patent applications, advertising or marketing suggestions, prototypes, or any other information that you regard as confidential, commercially sensitive, or valuable to the site.  While we value your feedback, you agree not to submit any Unwanted Submissions.
28. Material uploaded to our site will be considered non-confidential and non-proprietary. Therefore, we have the right to use, copy, distribute, and disclose to third parties. If any third-party claims that any material posted or uploaded by you to our site violates their intellectual property rights or their right to privacy, we have the right to disclose your identity to them.  We will not be responsible, or liable to any third party, for the content or accuracy of any materials posted by you or any other user of this site.
29. When you contact us and or upload material to our site, you must comply with our acceptable use policy. If breached, you must reimburse us for any loss as a result of the error.
30. We reserve the right to remove any uploading or material if we believe it does not comply with our acceptable use policy.

// ACCURACY OF INFORMATION, AVAILABILITY OF THE SITE AND LINKS

31. While we try to make sure that the site is accurate, up to date and free from bugs, we cannot guarantee that it will be. Furthermore, we cannot guarantee that the site will be fit or suitable for any purpose. Any reliance that you may place on the information on this site is at your own risk.
32. We may suspend or terminate the operation of the site at any time as we see fit.
33. Content and information provided on our website is designed as a general guide, for your information purposes only and to inform you about us and our services that may be of interest. It does not constitute technical, financial, or legal advice or any other type of advice. This includes links to other sites and resources provided by third parties, which is for information only and we are not liable for any use of such materials.  You should take specific advice about your situation before acting on any general advice given.
34. Please check service/product descriptions before purchasing and make sure they suit your requirements. Our Client Business Terms and Conditions for the supply of goods and services are available separately.
35. While we try to make sure that the site is available for your use, we do not promise that the site is available all the time nor do we promise the uninterrupted use by you of the site.
36. This website may also include links to other websites. They do not automatically signify that we endorse those websites.  If you follow those links, our privacy and cookie policies (if any) cease to apply.

// LINKING TO OUR SITE

When sharing a link to our site you must not suggest we promote or endorse any other business, product, or service, unless we have published that we do or you have obtained permission in writing from us to do this.  Any requests must be legal and not damage our reputation or take any advantage of it.  Any breach of this may result in us withdrawing linking permissions without any notice.  Any requests to link to our site or use of any material from this site must be requested via our email: tracey@pocket-watch-assistant.co.uk

// OUR LIABILITY

We do not provide any guarantees, conditions, or warranties to the accuracy of material uploaded to this site.  To the extent permitted by law, we hereby exclude:

37. All conditions, warranties, and other terms which might otherwise be implied by statute, common law, or the law of equity.
38. Any liability for any direct, indirect, or consequential loss or damage incurred by any user in connection with our site or in connection with the use, inability to use, or results of the use of our site, any websites linked to it, and any materials posted on it (whether by us or a third party), including, without limitation any liability for:
39. Loss of income or revenue
40. Loss of business
41. Loss of profits or contracts
42. Loss of anticipated savings
43. Loss of data
44. Loss of goodwill
45. Wasted management or office time and for any other loss or damage of any kind, however arising and whether caused by tort (including negligence), breach of contract or otherwise, even if foreseeable.

This does not affect any liability which cannot be excluded or limited under applicable law.

// JURISDICTION, APPLICABLE LAW AND DISPUTES

The English Courts will have exclusive jurisdiction over any claim arising from or related to, a visit to our site.

These Terms of Use and any dispute or claim arising out of or in connection with them or their subject matter or formation (including non-contractual disputes or claims) shall be governed by and construed in accordance with the law of the United Kingdom.

Disputes:

39. We will try to resolve any disputes with you quickly and efficiently.
40. If you are unhappy with us please contact us as soon as possible.
41. If you and we cannot resolve a dispute using our complaint handling procedure, we will:
    1. Let you know that we cannot settle the dispute with you; and
    2. Consider the need for alternative dispute resolution and, if considered necessary, provide you with information about any alternative dispute resolution provider we deem appropriate to deal with your complaint.
42. If you want to take court proceedings, the relevant courts of the United Kingdom will have exclusive jurisdiction concerning these terms.
43. Relevant United Kingdom Law will apply to these Terms.

// EVENTS BEYOND OUR CONTROL

We shall have no liability to you for any breach of these Terms caused by any event or circumstance beyond our reasonable control including, but not limited to, strikes, lock-outs, or other industrial disputes; the breakdown of systems or network access; or flood, fire, explosion or accident.

// RIGHTS OF THIRD PARTIES

No one other than a party to these Terms has any right to enforce any of these Terms.

// TERMS AND CONDITIONS OF USE VARIATIONS

We reserve the right, at our sole discretion, to change, modify, add or remove portions of these Terms of Use, at any time.  It is your responsibility to check these Terms of Use periodically for changes.  Your continued use of the Site following the posting of changes will mean that you accept and agree to the changes.

We hope you find our website useful and helpful.  We welcome comments as to how we may improve it, to do so, please contact us via the details on our contact page.

Revised by Pocket Watch Assistant Sept 2021

DATA PROTECTION, PRIVACY AND COOKIES POLICIES

// OUR DATA PROTECTION AND PRIVACY POLICY

Handling of personal data obtained via our Website, Social Media, Email, Telephone and or any other forms of contact.

Client privacy and trust in us is extremely important to the Pocket Watch Assistant, therefore, we have the responsibility for controlling and processing this information and ensuring it is kept confidential.  Therefore, we want you to know how we use your information and why.  Please also see our separate Data Processing Agreement.

We promise respectful treatment of the personal information of everyone we have contact with.  We want it to be simple and clear.

The rest of this policy explains how we do that – when and why we collect information, how we use it, the situations when other people can see or use it and how we keep it secure.

We don’t sell, rent or trade email lists with anyone else.

// GDPR PRIVACY NOTICE

This Privacy Notice explains how information about you is collected, used, and disclosed by the Pocket Watch Assistant when you use our website, services, and or communicate via social media, email, telephone, and or any other forms of contact.

This website is not intended for children and we do not knowingly collect data relating to children.

Controller – Pocket Watch Assistant is the controller and responsible for your personal data.  If you have any questions, please do contact us as below:

Full name of the legal entity – Pocket Watch Assistant

Name and address – Tracey Robinson, 67 Monument Way, Ulverston, Cumbria, LA12 9SY

Email – tracey@pocket-watch-assistant.co.uk

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk).  We would, however, appreciate the chance to deal with your concerns before you approach the ICO, therefore, please contact us in the first instance.

// CHANGES TO THE PRIVACY NOTICE AND YOUR DUTY TO INFORM US OF ANY CHANGES

It is important that the personal data we hold about you is accurate and current, therefore, please keep us informed if your personal data changes during your working relationship with us.

// THIRD-PARTY LINKS

Our website may include links to third-party websites, plug-ins, and applications.  Clicking on those links or enabling those connections may allow third parties to collect or share data about you.  We do not control these third-party websites and are not responsible for their privacy statements.  When you leave our website, we encourage you to read the privacy notice of every website you visit.

// WHOSE INFORMATION DO WE COLLECT

1. Prospects – Contacts working at or connected with potential Clients
2. Clients – Who have bought goods or services from us and ‘’Client Contacts’’ who are individuals employed by or contracted to Clients
3. Suppliers/Associates – Suppliers or potential suppliers of goods or services to us
4. Affiliates/Referrers – Who have signed up to our affiliate scheme or who have referred Prospects to us
5. Employees – Our employees if we have any. Employees should refer to data privacy information relating to their own data to their contract of employment

// COLLECTION OF DATA ON CONTACT

We are committed to protecting your privacy and honouring your legal rights to control how we use your personal data.

Your data is only collected when we really need too, usually including:

1. Direct interactions
2. Applying for our services
3. Sending us a message via our Contact Us sections either via our Website or Social Media
4. Entering a competition, promotion or survey
5. Giving us feedback

We may collect, use, process and store different kinds of personal data, which could be as follows:

1. Identity – including first name, last name, username, marital status, title, date of birth and gender.
2. Contact – including billing and delivery address, email address, and telephone number.
3. Financial – including bank account and payment card details.
4. Transaction – including details about payments to and from you and other details of services you have purchased from us.
5. Technical – including internet protocol (IP) address, your login data, browser type, and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access this website.
6. Profile – includes username and password, orders made by you, your interests, preferences, feedback, and survey responses.
7. Usage – includes information about how you use our website, products, and services.
8. Marketing and Communications – includes your preferences in receiving marketing from us and our third parties and your communication preferences.

Such information is voluntarily sent to the Pocket Watch Assistant by the potential and or Client.

// WHY WE MAY USE YOUR PERSONAL DATA

We may use information about you for various purposes, including:

1. Creating contracts for a service we will provide you.
2. Responding to your comments, questions, and requests to provide an efficient and fulfilled service and support.
3. Send you updates, support, and administrative messages and or Pocket Watch Assistant updates, newsletters and offers.

We may share information about you as follows:

1. In response to a request for information if we believe disclosure is in accordance with any applicable negotiation or legal requirement.
2. If we believe your actions are inconsistent with our terms or policies, or to protect the rights, property, and safety of the Pocket Watch Assistant.
3. To report abuse or illegal activity.
4. Our services may offer social sharing features and other integrated tools, which let you share actions you take on our services with other media, and vice versa. The use of such features enables the sharing of information with your friends or the public, depending on the settings you establish with the entity that provides the social sharing feature. For more information about the purpose and scope of the data collection and processing relating to social sharing features, please visit the privacy policies of the entities that provide these features.
5. Any feedback information published to our Social Media Facebook page will only be done so by yourself, of which you automatically approve of it being there for the public to see. As such, this feedback information may automatically be placed onto our Website and other Social Media platforms.
6. Any testimonials or reviews sent to Pocket Watch Assistant will be done so by you, of which you agree for this information to be used on our Website and Social Media platforms.

// IF YOU FAIL TO PROVIDE PERSONAL DATA

We may have to terminate our services if you have been unable to provide us with the requested data, we require to fulfil our service.

// RECIPIENTS OF YOUR PERSONAL DATA

Data we collect about you via collection at contact or use of personal data.  We may disclose your personal data to recipients whom we are in communications with on behalf of your business, such as client contacts and suppliers.

// HOW LONG WE WILL KEEP AND THE DELETION OF PERSONAL DATA

1. We will remove your personal data when we no longer need to process them in relation to one or more of the purposes above.
2. Generally, we will store your personal for as long as there is still an active working partnership. Otherwise, we will store your personal data for a minimum of 1 week and a maximum period of 5 years following your last enquiry and or termination of works, unless otherwise agreed by yourselves.
3. In some circumstances, we may anonymise your personal data for research purposes only.
4. If you subscribe to a newsletter or updates list, you will remain on the list/s you joined until you unsubscribe from that list.

//DOWNLOADS, NEWSLETTERS AND SERVICES

We monitor who opens what in our newsletter lists and pre-set sequences of information we sent you.  We do this, so we can see if content is popular and generate more of it, or if it is not read.

There may be sub-routines that trigger if you click on links or articles.  These are designed to offer you more information about things you are interested in.

Existing Clients may receive emails about specific offers relating to things you have already purchased.  You can unsubscribe from these at any time.

We may use automations (little sequences of emails that start when you ask for something in particular) to send you the information you asked for, to send you products you have bought and to administer services you have subscribed to.  A lot of our onboarding for new products is by emails that send you hints and tips and little videos on ‘how to’.  You can unsubscribe from these at any time, but they do not go on for that long and you might want to wait for all the information as most people find it useful.

We monitor who reads our mailing and automations, how many times and which links you choose to use and read.  We use this information to increase the content’s level of interest and help us improve what we send.  You can remove your information from this monitoring by disabling cookies on your website browser before opening emails from us.  From time to time, we contact individual email newsletter subscribers, but it is rare.

We use anonymised data about you from time to time to target advertising campaigns based on profiling the sort of person who wants to receive information from us.

We ask our own team to contact Prospects from time to time.  This is normally because you have requested a call, or because we are actively trying to let you know about something you may benefit from.

We are not a hard sell or cold calling based organisation but prefer to build long term relationships with satisfied and relaxed clients.

// SOCIAL MEDIA

We have an active presence on social media.  If you are using social media they are holding and using your information in accordance with their data privacy policy.

If you like any of our posts or follow us or contact us on social media we keep a record of that.  Your replies to us, messages you send us and other activity linked to our posts may be seen by members of or team and or our associates if we have any.  Our contracts with them hold them to high standards of protecting your information.

// NO SALE OR EXCHANGE OF YOUR DATA

We do not sell or exchange your personal data with organisations who may want to sell you something or use your data for research or other purposes.

// SECURITY

We have implemented security measures to ensure the confidentiality of your data via physical and logical access controls, backups and logs.  This is to avoid them being accidentally lost, used, or accessed in an unauthorised way, altered or disclosed.  Limited access is given to contractors and other third parties who have a business need to know. 

The Pocket Watch Assistant should ensure logging out securely at the end of any remote access session and or of any other tasks. 

Work undertaken by the Pocket Watch Assistant is securely saved and stored via Microsoft 365 and or otherwise agreed.  We do not have any tailor-made software and we use mainstream packages for everything from our Client records, to email, to accounting.

// WE MAY SHARE SOME OF YOUR DATA WITH THESE PEOPLE

If we decide to have an outsourced support team for our own business, which may include Virtual Assistants, Web Designers, IT support, Sales and Marketing, Accounting and more.  They have limited access to your data, where the service they provide to us means they need it.

For example, if our IT support wants to check the functionality of a laptop or back up, they may require temporary access to information that may include something about you.

For example, if we invoice you, our Accountant needs to process the information in your invoice or for year-end accounts purposes.

Should Pocket Watch Assistant grow our team.  The then team may use our software to access any data they need.  We do not permit copying or sharing by the team and will actively monitor for any potential breaches.

Your information/advice is held in the strictest confidence, therefore anyone associated with Pocket Watch Assistant Clients are all contracted to strict confidentiality clauses.

Export and downloading of data is restricted and held to a limited number of individuals who are authorised to back up data.

// YOUR RIGHTS

You have the right to know what information we are collecting on you, and to amend it if it is inaccurate.

If you feel for some reason, we have information we should not be keeping, or it is out of date or otherwise wrong, please let us know and we will take appropriate action.

Most of the information we hold is not based on your individual consent but is based on our needing the information to run our business and provide our products and services.

You have a “right to be forgotten” – but that does have some legal limits to it. If you want us to remove information about you, let us know. If you have been a Client, we may not be able to remove all data as we will have to ensure that we can continue to comply with legal, accounting, taxation and our insurer’s requirements.

// OUR LEGAL BASIS FOR PROCESSING YOUR DATA

Signing up to our newsletter list is by your consent – and when you withdraw your consent, we will stop that processing of your data if you decide to unsubscribe.

Apart from that, the information we hold is based on our needing the information to run our business and provide our products and services – either so we can perform our contract with you, or because we have a legitimate business interest in processing your data.

In a few situations we are processing personal data because we are under a legal obligation to do so.  This principally relates to our business, accounting and tax records

// COOKIES

We currently use cookies on our website www.pocket-watch-assistant.co.uk, by using this site, you consent to the use of cookies. We use one.com to conduct information, which is also our domain host.  They also carry out anonymous Website analytics, which track visits to the site, the geographical location of the user and browser type/versions used, the pattern of the users use of the service with regards to timing and frequency only and unfortunately, we do not have any control over that.

A cookie is stored within your web browser and allows recognition of the site the next time you visit.  If you require the deletion off cookies within your web browser, please take a look at the help pages on your own web browser.

Note:  If you decide to “Decline Cookies” on entry to this site you may experience issues accessing areas of the site.

Should you have any questions regarding Data, Privacy and or Cookies, please contact the Pocket Watch Assistant at tracey@pocket-watch-assistant.co.uk

Revised by Pocket Watch Assistant Sept 2021