Privacy Notice

6. Special category and patient information

Virtually Fabulous does not ask website visitors to provide health information through general website enquiries. Please do not send patient-identifiable, clinical or other special category information through our general website contact channels unless this has been specifically agreed and an appropriate secure method has been provided.

When we provide administrative services to a clinic or healthcare client, we may process personal information on that client's behalf. In those circumstances, the clinic or client will normally be the data controller and Virtually Fabulous will act as a data processor under the relevant service agreement and data-processing terms. Questions about a clinic's use of patient information should normally be directed to that clinic.

7. Who we share information with

We only share personal information where it is necessary and appropriate. Recipients may include:

●      Website, email, cloud-storage, IT and communications service providers used to operate the business.

●      Stripe and associated payment service providers where payment is made through Stripe.

●      Professional advisers such as accountants, insurers, legal advisers or consultants where required.

●      Contractors or associates supporting Virtually Fabulous, where they need the information for authorised work and are subject to appropriate confidentiality/data-protection obligations.

●      Regulators, courts, law-enforcement bodies or public authorities where disclosure is required or permitted by law.

We do not sell personal information.

8. International transfers

Some technology providers may process information outside the UK. Where UK data protection law treats this as a restricted international transfer, we will rely on an applicable adequacy regulation or appropriate safeguards, such as the UK International Data Transfer Agreement, the UK Addendum to approved standard contractual clauses, or another lawful transfer mechanism.

9. How long we keep information

We keep personal information only for as long as reasonably necessary for the purpose for which it was collected, including to meet legal, accounting, tax, insurance and contractual requirements. Retention periods vary according to the type of record. We periodically review information and securely delete or anonymise it when it is no longer required.

For example, routine unsuccessful enquiries will not normally be kept indefinitely, while financial and contractual records may need to be retained for longer periods to meet legal and tax obligations.

10. Security

We use proportionate organisational and technical measures designed to protect personal information against unauthorised access, loss, alteration or disclosure. Access is limited to people who need the information for legitimate business purposes.

11. Your data protection rights

Depending on the circumstances, you may have rights to:

●      ask for access to your personal information;

●      ask us to correct inaccurate or incomplete information;

●      ask us to erase information in certain circumstances;

●      ask us to restrict processing in certain circumstances;

●      object to processing based on legitimate interests or to direct marketing;

●      receive certain information in a portable format;

●      withdraw consent at any time where consent is the lawful basis; and

●      raise concerns about solely automated decisions where applicable.

These rights are not absolute and exemptions may apply. To exercise a right, email hello@virtuallyfabulous.co.uk. We may need to verify your identity before acting on a request.

12. Marketing

We may use your contact details to send you marketing communications about Virtually Fabulous services, resources, products, news and other information that we think may be relevant to you.

Where required, we will ask for your consent before sending electronic marketing communications. In circumstances where UK data protection and electronic marketing laws allow us to rely on another lawful basis, such as legitimate interests or the soft opt-in, we will only do so where the relevant requirements are met.

If you subscribe to our mailing list, we will clearly explain what you are signing up to at the point your information is collected.

You can unsubscribe from marketing communications at any time by using the unsubscribe link included in our emails or by contacting hello@virtuallyfabulous.co.uk.

Unsubscribing from marketing will not prevent us from contacting you where necessary in relation to an existing enquiry, order, contract or service.

We will handle marketing information in accordance with UK GDPR, the Data Protection Act 2018 and PECR, as amended from time to time.

13. Cookies

Our website may use cookies or similar technologies that are necessary for security, functionality and operation. We do not currently use advertising pixels or analytics tracking tools. Please see our Cookie Policy for more information. If we introduce analytics, advertising or other non-essential tracking, we will review whether consent is required and update our cookie controls accordingly.

14. Data protection complaints

If you are unhappy with how we have handled your personal information, please contact us at hello@virtuallyfabulous.co.uk and clearly state that your message is a data protection complaint.

We will provide an appropriate way for you to make a complaint, acknowledge receipt within 30 days, take appropriate steps to investigate it and inform you of the outcome without undue delay, in line with applicable UK data protection law.

You also have the right to complain to the Information Commissioner's Office (ICO). We encourage you to contact us first so that we have an opportunity to address your concern. ICO information and contact routes are available at ico.org.uk.

15. Changes to this notice

We may update this Privacy Notice when our services, systems or legal obligations change. The current version will be published on our website with its latest review date.

Last reviewed: 10 August 2026