Privacy Policy

Last updated: 25 May 2022

This privacy policy explains how we collect, use and disclose your personal data when using the virtualoffice.ninja web site (the “Website”) and how you can exercise your privacy rights. If you have any questions, suggestions or complaints about our use of your personal data or this privacy policy, please contact us using the details provided at the bottom of this policy.

1. Data Controller

The controller of your personal data is at VIRTUALOFFICE.ninja. You may contact us at hi@virtualoffice.ninja.

2. Types of personal data collected

Information you provide us directly. Certain parts of the Website ask you to provide personal data, such as email address, first name and last name.

We also collect any messages you send to us and your comments and ratings as a user. We use this information to operate, maintain, and provide the features and functionality of the Website, to correspond with you, and to address any issues you raise about our services. If you don’t provide your data to us, you may not be able to access or use certain features of the Website or your experience of using the Website may not be as enjoyable.

Information we collect through your use of the Service. We collect certain information automatically when you use this Website. This includes Usage Data, such as cookies. For more information on how we use cookies and other technologies, please see the section “Cookies” below.

Users are responsible for any third-party personal data obtained, published or shared through this Website and confirm that they have the third party’s consent to provide the data to us.

3. Use of personal data

The personal data described above is collected to allow us to provide and improve the Website, as well as for the following purposes: Advertising, Analytics, Content commenting, Managing contacts and sending messages, Interaction with external social networks and platforms, Backup saving and management, Displaying content from external platforms, SPAM protection, Legal action, and System logs and maintenance.

The personal data used for each purpose is outlined in the specific sections of this policy.

Advertising

This type of service allows personal data to be utilized for advertising communication purposes displayed in the form of banners and other advertisements on this Website, possibly based on User interests. This does not mean that all personal data is used for this purpose. Information and conditions of use are shown below. Some of the services listed below may use cookies to identify Users or they may use the behavioral retargeting technique, i.e. displaying ads tailored to the User’s interests and behavior, including those detected outside this Website. For more information, please check the privacy policies of the relevant services.

In addition to any opt out offered by any of the services below, you may opt out of a third-party service’s use of cookies for advertising purposes by visiting the Network Advertising Initiative opt-out page.

Google AdSense (Google Inc.)

Google AdSense is an advertising service provided by Google Inc. This service uses the “Doubleclick” Cookie, which tracks use of this Website and User behavior concerning ads, products and services offered. Users may decide to disable all the Doubleclick Cookies by clicking on: google.com/settings/ads/onweb/optout.

·  Personal Data collected: Cookies and Usage Data.

·  Place of processing: United States – Privacy Policy · Opt Out.

Analytics

The services contained in this section enable us to monitor and analyze Website traffic and can be used to keep track of User behavior.

Google Analytics

Google Analytics is a web analysis service provided by Google Inc. (“Google”). Google utilizes data to track and examine the use of this Website, to prepare reports on its activities and share them with other Google services. Google may use the data collected to contextualize and personalize the ads of its own advertising network. This integration of Google Analytics anonymizes your IP address. It works by shortening Users’ IP addresses within member states of the European Union or in other contracting states to the Agreement on the European Economic Area. Only in exceptional cases will the complete IP address be sent to a Google server and shortened within the US.

·  Personal Data collected: Cookies and Usage Data.

·  Place of processing: United States – Privacy Policy · Opt Out.

Content commenting

Content commenting services allow Users to make and publish their comments on the contents of this Website. Depending on the settings chosen, Users may also leave anonymous comments. If the User chooses to provide their email address, the email address may be used to send notifications of comments on the same content. Users are responsible for the content of their own comments.

·  This Website has its own internal content comment system.

·  Personal Data collected: email address and first name.

Managing contacts and sending messages

This type of service makes it possible to manage a database of email contacts, phone contacts or any other contact information to communicate with the User. These services may also collect data concerning the date and time when the message was viewed by the User, as well as when the User interacted with it, such as by clicking on links included in the message.

MailChimp (The Rocket Science Group, LLC.)

MailChimp is an email address management and message sending service provided by The Rocket Science Group, LLC.

·  Personal Data collected: email address, first name and last name

·  Place of processing: United States – Privacy Policy

Displaying content from external platforms

This type of service allows Users to view content hosted on external platforms directly from the pages of this Website and interact with them. This type of service might still collect web traffic data for the pages where the service is installed, even when Users do not use it.

Google Fonts

Google Fonts is a typeface visualization service provided by Google Inc. that allows this Website to incorporate content of this kind on its pages.

·  Personal Data collected: Usage Data and various types of Data as specified in the privacy policy of the service.

·  Place of processing: United States – Privacy Policy

SPAM protection

This type of service analyzes the traffic of this Website, potentially containing Users’ personal data, with the purpose of filtering it from parts of traffic, messages and content that are recognized as SPAM.

Akismet

Akismet is a SPAM protection service provided by Automattic Inc.

·  Personal Data collected: various types of Data as specified in the privacy policy of the service.

·  Place of processing: United States – Privacy Policy.

Legal action

We may use your personal data to comply with our legal obligations, or in connection with legal action arising from improper use of this Website or the related services. You acknowledge that we may be required to reveal personal data upon request to public authorities.

System logs and maintenance

For operation and maintenance purposes, this Website and any third-party services may collect files that record interaction with this Website (System logs) and use other personal data (such as the IP Address) for this purpose.

4. Legal basis to process your data

We need a legal basis to collect, use and disclose your personal data. Our legal basis for collecting, using and disclosing your data will depend on the information concerned and the context in which it is processed. However, we will normally process your information only where we need it to perform a contract with you, it is in our legitimate interests to do so, or we have your consent to do so. In some cases, we may also have a legal obligation to process your information.

·  Processing in the context of contacting us: If you contact us (e.g. by e-mail), your information is processed to carry out pre-contractual measures, fulfil our contract with you or because it is in our legitimate interests to do so.

·  General processing in the context of our business relationship: If your information is processed to deal with business transactions, your information is processed to carry out pre-contractual measures, fulfil our contract with you or because it is in our legitimate interests to do so.

·  Processing for direct marketing purposes: If we contact you to inform you about news from our company, offers and events and to promote our own range of services, your information is processed either on the basis of your consent or because it is in our legitimate interests to do.

·  Processing to manage security and improve our services: We process your information to ensure system security, manage and improve the Website where it is in our legitimate interests to do. We do not rely on this lawful basis where our legitimate interests are overridden by your interests.

·  Processing to comply with our legal obligations: We may process your data because it is necessary to comply with our legal obligations, such as for tax, accounting and audit purposes.

5. Sharing your data

We may disclose your personal data to our group companies, services providers and partners who provide data processing services to us (for example, to support the delivery of, provide functionality on, or help to enhance the security of the Website) or who otherwise process data for purposes that are described in this privacy policy or notified to you when we collect your data.

In the event of a proposed purchase, merger or acquisition of any part of our business, we may disclose your data to an actual or potential buyer (and its agents and advisers) provided that we inform the buyer it must use your personal data only for the purposes disclosed in this privacy policy.

We reserve the right to disclose your data as required by law (e.g., to comply with a subpoena, warrant, or court order) and when we believe that disclosure is necessary to protect our rights, avoid litigation, protect your safety or the safety of others, investigate fraud, and/or respond to a government request. We may also disclose information about you if we determine that such disclosure should be made for reasons of national security, law enforcement, or other issues of public importance.

If you have consented to the disclosure of your personal information to any other third party, we may also share the data with them.

6. Your rights

You have the right, at any time, to know whether your personal data has been processed by use and obtain a copy from us. You can also request us to verify the accuracy of your personal data or to ask for it to be deleted, restricted or corrected, or for the portability of your data, as well as to withdraw your consent or in certain circumstances object to our processing of your data. Requests should be sent to us at the contact information set out below. We respond to all requests we receive in accordance with applicable data protection laws. You also have the right to lodge a complaint with a supervisory authority.

You also have the right to opt-out of marketing communications we send you at any time.  You can exercise this right by clicking on the “unsubscribe” or “opt-out” link in the marketing e-mails we send you or by contacting us using the contact details provided at the top of this page.

This Website does not support “Do Not Track” requests. To determine whether any of the third-party services it uses honor the “Do Not Track” requests, please read their privacy policies.

7. Additional Information

Cookies

A cookie is a small file containing a string of characters that is sent to your computer when you visit a website. When you visit the website again, the cookie allows that site to recognize your browser. Cookies are used on our Website to store visitor preferences and other technical information required for the functionality of the Service. For more information on how we use cookies and other technologies, and how you can control them, please read our Cookies Policy.

Data transfers

Your personal data is processed in Spain and in any other places where virtualoffice.ninja, its group companies, service providers and partners are located. This means that your data may be transferred to and processed in countries that may have data protection laws that are different to the laws of your country (and, in some cases, may not be as protective). However, we’ve taken appropriate safeguards to require that your data will remain protected in accordance with this privacy policy and applicable data protection laws, such as transferring your data to a country that the European Commission or UK authorities (as applicable) have determined provides an adequate level of protection for personal data, or by implementing standard contractual clauses with our group companies, service providers and partners.

Data retention

We will retain your personal data for as long as necessary for our legitimate business purposes and to comply with our legal obligations, resolve disputes, and enforce our agreements. When we have no ongoing legitimate business need to process your data, we will either delete or anonymise it or, if this is not possible (for example, because your information has been stored in backup archives), then we will securely store your information and isolate it from any further processing until deletion is possible.

Changes to this privacy policy

We reserve the right to make changes to this privacy policy at any time to reflect our current practice and ensure compliance with applicable laws. When we post changes to this policy, we will revise the “Last Updated” date at the top of this policy. It is strongly recommended to check this page often, referring to the “Last Updated” date. If you object to any of the changes, you should cease using the Website and can request that we delete your personal data.

Children

We do not specifically market to children under 16. If you are under 16 and you would like to use virtualoffice.ninja you should ask your parent or guardian. To subscribe to the updates newsletter please ask your parent or guardian to do so with their own email address.

8. Contact us

For any inquiries about our use of your personal data or this privacy policy, please contact us at:

·  Email: hi@virtualoffice.ninja

·  Local Representative in the EEA

European Data Protection Office (EDPO) 

Regus Block 1, Blanchardstown Corporate Park, 

Ballycoolen Road, Blanchardstown,

Dublin, D15 AKK1, Ireland

info@edpo.com 

Local representative in the United Kingdom

European Data Protection Office UK (EDPO UK) 

8 Northumberland Avenue, 

London WC2N 5BY, United Kingdom. 

info@edpo.com