POCKET WATCH ASSISTANT
ACCEPTABLE USE POLICY
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:
// 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:
// 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:
// WORKING OFF-SITE
It is accepted that laptops and mobile devices will be taken off-site. The following controls must be applied:
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/dropbox 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.
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.
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 communication.
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 December 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.
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.
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.
During the performance of the Services the Client will:
// 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.
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.
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.
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 3rd 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.
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
//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.
// CONFIDENTIAL INFORMATION
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
POCKET WATCH ASSISTANT
DATA PROCESSING AGREEMENT
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.
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)
// OBLIGATIONS OF THE DATA PROCESSOR (Pocket Watch Assistant)
// EFFECTIVE DATE AND TERMINATION
// GOVERNING LAW AND JURISDICTION
// CATEGORIES OF DATA SUBJECTS
// TYPES OF PERSONAL DATA
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.
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:
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 Microsoft 365, including Outlook and any documents on Onedrive. Data location is in the UK. Back up linked to MS365 Business Account.
A CRM is also in place via our online systems Click Up. Data Importer: Mango Technologies, Inc. dba ClickUp. Address: 350 Tenth Ave Suite 500, San Diego, CA 92101. Contact details: ClickUp Data Security Team – firstname.lastname@example.org
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: email@example.com
Revised by Pocket Watch Assistant December 2021
POCKET WATCH ASSISTANT
TERMS AND CONDITIONS OF WEBSITE USE
These Terms explain how you may use our website www.pocket-watch-assistant.co.uk, which is provided by us free of charge.
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 firstname.lastname@example.org
// TERM DEFINITIONS
// USING OUR SITE
// INFORMATION ABOUT YOU AND YOUR VISITS TO THIS SITE
// INTELLECTUAL PROPERTY RIGHTS, OWNERSHIP AND USE
// SUBMISSION AND UPLOADING OF MATERIAL TO THIS SITE
// ACCURACY OF INFORMATION, AVAILABILITY OF THE SITE AND LINKS
// 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: email@example.com
// 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:
This does not affect any liability which cannot be excluded or limited under applicable law.
// APPLICABLE LAW AND DISPUTES
The English Courts will have exclusive jurisdiction over any claim arising from or related to, a visit to our site.
// 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 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 December 2021
POCKET WATCH ASSISTANT
DATA PROTECTION, PRIVACY AND COOKIES POLICIES
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, Ulverston, Cumbria, LA12 9SY
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
// 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:
We may collect, use, process and store different kinds of personal data, which could be as follows:
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:
We may share information about you as follows:
// 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
//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
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.
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 also use are CRM System Click Up. 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
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Should you have any questions regarding Data, Privacy and or Cookies, please contact the Pocket Watch Assistant at firstname.lastname@example.org
Revised by Pocket Watch Assistant December 2022