Last updated: May 2026
1. Who We Are
Signature VA is a sole trader business providing specialist virtual assistant services to medical and medico-legal practitioners. Our registered business address and contact details are as follows:
Trading name: Signature VA
Email: lara@signatureva.co.uk
Website: www.signatureva.co.uk
For the purposes of UK GDPR, Signature VA is the Data Controller in respect of personal data collected via this website and in the course of providing our services.
2. What Personal Data We Collect
We may collect and process the following categories of personal data:
- Name, job title, and professional contact details of instructing practitioners and solicitors
- Enquiry and correspondence content submitted via email or this website
- In the course of providing services: case-related information provided by clients, which may include details pertaining to third parties (including patients or litigants)
- Technical data such as IP address, browser type, and usage data collected via cookies
We do not collect special category data (including health or clinical data) directly through this website. Any such data received in the course of service delivery is handled under strict confidentiality obligations and in accordance with applicable professional and legal standards.
3. How We Use Your Personal Data
We use personal data for the following purposes:
- To respond to enquiries and communicate with prospective and current clients
- To provide and administer the services set out in our Terms and Conditions
- To fulfil our contractual and legal obligations
- To maintain accurate business records
- To improve the functionality and content of this website
4. Lawful Basis for Processing
We process personal data on the following lawful bases:
- Contract: Where processing is necessary to perform a contract with you or take steps prior to entering into a contract
- Legitimate interests: Where processing is necessary for our legitimate business interests, provided these are not overridden by your rights
- Legal obligation: Where we are required to process data to comply with a legal or regulatory requirement
- Consent: Where you have provided explicit consent, for example by submitting an enquiry via this website
5. Data Retention
We retain personal data only for as long as is necessary for the purposes for which it was collected, or as required by law. In general:
- Client and case administration records are retained for a minimum of seven years following the conclusion of an instruction, in accordance with standard professional practice
- Enquiry and general correspondence data is retained for up to two years
- Website usage data is retained in accordance with our Cookie Policy
6. Data Security
We take appropriate technical and organisational measures to protect personal data against accidental loss, destruction, alteration, unauthorised disclosure, or access. All electronic data is stored securely, and access is restricted to authorised personnel only.
7. Sharing Your Data
We do not sell, rent, or trade personal data. We may share data in the following limited circumstances:
- With instructing solicitors, barristers, or other parties as directed by our clients in the course of case administration
- With third-party service providers who process data on our behalf (e.g. cloud storage or email providers), under data processing agreements
- Where required by law, court order, or regulatory authority
8. Your Rights
Under UK GDPR, you have the following rights in relation to your personal data:
- The right to be informed about how your data is used
- The right of access to your personal data
- The right to rectification of inaccurate data
- The right to erasure ("the right to be forgotten") in certain circumstances
- The right to restrict processing
- The right to data portability
- The right to object to processing
To exercise any of these rights, please contact us at lara@signatureva.co.uk. We will respond within one calendar month.
You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk or by telephone on 0303 123 1113.
9. Changes to This Policy
We may update this Privacy Policy from time to time. The date of the most recent revision will be shown at the top of this page. We encourage you to review this policy periodically.
10. Contact Us
If you have any questions regarding this Privacy Policy or our data practices, please contact us at lara@signatureva.co.uk.