Legal
Privacy Policy
Last updated: 17 October 2026
In short: we collect the details you give us when you contact us, request pricing or a fee proposal, take our ISO 19650 readiness assessment, subscribe, apply for a role or work with us. We use them to respond, to deliver our services and — only if you opt in — to send you occasional follow-up emails. We don’t sell your data or use advertising trackers. You can ask us to see, correct or delete your data at any time by emailing projects@jcvirtualpm.co.uk.
1. Who we are
JC Virtual PMs is a trading name of JC.VPMS LTD, a company registered in England and Wales, Company No. 16927594 (“we”, “us”, “our”). We are the data controller for the personal data described in this policy.
For anything relating to your personal data, contact us at projects@jcvirtualpm.co.uk.
2. What we collect
Information you give us
- Enquiries and fee proposal requests — your name, email address, company, phone number (if given), the service you’re interested in and anything you tell us about your project.
- Pricing requests — your name, work email, company, role, area of interest and project type, and whether you opted in to follow-up emails.
- ISO 19650 readiness assessment — your answers, score and the gaps identified, plus your name, work email and company if you ask for the full report.
- Newsletter and blog subscriptions — your email address.
- Job applications — the information in your application, such as your CV, experience and qualifications.
- Clients, associates and suppliers — business contact details and the information needed to deliver, manage and invoice our work.
- Correspondence — emails, meeting notes and call notes when you deal with us.
Information collected automatically
- Website usage — pages visited, referring site, browser and device type and approximate location, collected by our hosting provider’s built-in statistics in aggregated form.
- Form security — when you submit a form, we record your IP address and the time to prevent spam and to keep a record of any consent you give.
- Pricing links — when you open the personal pricing link we email you, we record that it was opened and when, so we know the right moment to follow up.
3. How we use it, and our lawful basis
| Purpose | Lawful basis (UK GDPR) |
|---|---|
| Responding to your enquiry, sending pricing you requested, preparing a fee proposal | Steps taken at your request before entering a contract; legitimate interests in responding to business enquiries |
| Delivering our services and managing our client relationship | Performance of a contract |
| Sending follow-up and marketing emails | Your consent, which you can withdraw at any time |
| Keeping business records, accounts and invoices | Legal obligation |
| Assessing job applications | Steps taken at your request before entering a contract; legitimate interests in recruiting |
| Running, securing and improving our website | Legitimate interests |
We record enquiries in our customer relationship management (CRM) system so that we can respond and keep track of conversations. We do not make decisions about you based solely on automated processing. The readiness assessment score is a self-assessment tool for your information only.
4. Marketing emails
We only send follow-up or marketing emails if you have opted in — for example, by ticking the box when requesting pricing. Every such email has an unsubscribe link, and you can also reply to any email or write to projects@jcvirtualpm.co.uk to stop them. If you unsubscribe, we keep a record of your email address so that we don’t contact you again by mistake.
Emails that you have specifically asked for, such as your pricing link or assessment report, are not marketing and are sent whether or not you opt in.
5. Who we share it with
We don’t sell or rent your personal data. We share it only with:
- Service providers who run our systems on our behalf, under contracts that require them to protect it: Automattic Inc. (WordPress.com, Jetpack and Akismet — website hosting, forms, statistics and spam filtering); Microsoft (Microsoft 365 email, Teams and SharePoint); Vercel Inc. and our cloud database provider (hosting our CRM); and Google (Google Forms, used for job applications).
- Associates and subcontractors who work with us on a client engagement, where they need the information to deliver it.
- Professional advisers such as accountants, insurers and lawyers, where necessary.
- Authorities, where we are legally required to.
6. International transfers
Some of our service providers store or process data outside the UK, including in the United States. Where this happens, we rely on UK adequacy regulations (including the UK Extension to the EU–US Data Privacy Framework) or the UK International Data Transfer Agreement or Addendum to make sure your data is protected to UK standards.
7. How long we keep it
- Enquiries that don’t become work — up to 2 years from our last contact with you.
- Clients and suppliers — for the duration of our relationship and then 6 years, to meet accounting, tax and contractual obligations.
- Marketing consent — until you unsubscribe; we then keep your email address on a suppression list only.
- Job applications — 6 months after the recruitment process closes, unless you agree to us keeping your details for future roles.
- Website statistics — in aggregated form, in line with our hosting provider’s retention.
8. Cookies
Our website uses a small number of cookies and similar technologies that are needed for it to work, to keep it secure and to count visits in aggregate through our hosting provider’s built-in statistics. We do not use advertising or cross-site tracking cookies. You can block or delete cookies in your browser settings; the site will still work, although some features may not.
9. Your rights
Under UK data protection law you have the right to:
- access the personal data we hold about you;
- have inaccurate data corrected;
- have your data deleted, where we have no legal reason to keep it;
- restrict or object to our use of your data, including objecting to marketing at any time;
- receive your data in a portable format; and
- withdraw consent at any time, where we rely on consent.
To use any of these rights, email projects@jcvirtualpm.co.uk. We will respond within one month and there is normally no charge.
10. Security
We use reputable providers with strong security, encrypted connections (HTTPS) and access controls on our business systems, and we limit access to personal data to people who need it.
11. Complaints
If you are unhappy with how we have handled your data, please contact us first so we can put it right. You also have the right to complain to the Information Commissioner’s Office (ICO) at ico.org.uk or on 0303 123 1113.
12. Changes to this policy
We may update this policy from time to time. The latest version will always be on this page, with the date it was last updated at the top.