Privacy Policy

OVERVIEW

We are committed to treating the personal information of everyone we interact with respectfully and responsibly.

This policy explains how we collect, use, and protect personal data — including when and why we collect information, how we use it, when it may be shared, and how we keep it secure. In short, we never sell, rent, or trade your data with anyone else.

When you purchase our services, we collect information such as your name, contact details, and billing address. This information is used to fulfil our contract with you and is retained for tax and accounting purposes. Our goal is always to make your experience working with us as smooth as possible.

If you ever feel this is not the case, please contact us at info@librava.co.uk.

We review this policy regularly and may update it from time to time. Please check back occasionally to ensure you have the latest version.

This policy complies with the Data Protection Act 2018.

WHO IS RESPONSIBLE FOR YOUR DATA

Company Name: Libra VA Services Ltd.
Company Registration Number: 13030412
Registered Office Address: 86–90 Paul Street, London, EC2A 4NE
Email Address: info@librava.co.uk

Card and Payment Processors: FreshBooks and Starling Bank (please refer to their respective security policies).
Third parties with whom we may share information include: associates, suppliers, and software providers used for secure data storage.

Our supervisory authority is the Information Commissioner’s Office (ICO).

KEY DEFINITIONS

  • “We”, “us”, “our” – Libra VA Services Ltd.

  • “You”, “the user” – Any individual using our website or services.

  • “Service” – Any service provided by Libra VA Services Ltd., including information available at librava.co.uk.

  • “Personal Information” – Any data that identifies or could identify a natural person (e.g. name, email address, billing address, etc.).

WHAT WE USE YOUR DATA FOR

We only collect personal information that individuals provide to us — typically when signing up for our newsletter or entering a contract.

We use this data to:

  • Respond to queries or complaints,

  • Manage and fulfil client contracts,

  • Develop and maintain business relationships, and

  • Process payments for associates or affiliates.

Data is stored securely on trusted third-party systems, such as Mailchimp (for email marketing, with consent) and FreshBooks (for invoicing and tax purposes).

If we are legally required to share data — for example, with HMRC during an audit — we will notify affected parties wherever possible.

DATA RETENTION

We retain data only for as long as necessary:

  • Project-related data: stored for the duration of the project and up to 28 days afterwards.

  • Newsletter subscriptions (Mailchimp): retained until consent is withdrawn; re-consent is requested every two years.

  • Tax and legal data: retained for six years as required by law.

  • Email correspondence: retained as needed to track issues or provide support.

Our website also uses Google Analytics to understand better how visitors use our site. This may include aggregated data, such as IP addresses, geographic locations, and browsing patterns. The legal basis for this is our legitimate interest in improving our services.

HOW WE PROTECT YOUR DATA

While the internet cannot guarantee 100% security, we take all reasonable steps to protect your data.

All personal data is stored securely:

  • Work computers are encrypted and password-protected.

  • Cloud-stored data is encrypted and password-protected.

  • Third-party software providers (e.g. Mailchimp, FreshBooks) have their own robust security systems.

Some data may be stored outside the UK/EEA (e.g. in the USA) with providers who comply with recognised data privacy frameworks.

We continuously monitor our systems to ensure security remains up to date. Any data breaches will be identified, reported, and resolved in accordance with the ICO's guidelines.

NEWSLETTERS, DOWNLOADS & SERVICES

We monitor engagement with our newsletters (e.g. open rates and clicks) to understand which content is most relevant. You can disable cookies or unsubscribe at any time to stop this tracking.

From time to time, we may contact subscribers or existing clients with relevant updates or offers. These communications are always optional — you can unsubscribe at any time.

We occasionally use anonymised data for marketing analysis, but never to personally identify you.

We do not contact individuals who have shown no prior interest in our services.

SOCIAL MEDIA

We maintain an active presence on social media platforms. These platforms manage your information in accordance with their own privacy policies.

If you interact with our content (e.g. by liking, following, or messaging), we may retain a record of that interaction. Such data may be visible to our staff or associates, all of whom are bound by strict confidentiality agreements.

COOKIES

Our website uses cookies to enhance your browsing experience. Cookies collect anonymous data to help us improve our site and services.

You can choose to accept or refuse cookies. Please note that some website features may not function properly if cookies are disabled.

NO SALE OR EXCHANGE OF YOUR DATA

We never sell, rent, or exchange your personal information with any organisation for marketing or research purposes.

THIRD-PARTY ACCESS

We may engage trusted third parties to:

  • Provide or support our services,

  • Analyse service usage, or

  • Perform business operations on our behalf.

These third parties may access your data only as necessary to complete their assigned tasks and are bound by our Terms and Conditions and this Privacy Policy.

ACCESSING OR DELETING YOUR DATA

You have the right to:

  • Request a copy of the data we hold about you,

  • Correct any inaccurate data,

  • Withdraw consent, or

  • Request erasure of your data (“right to be forgotten”), subject to legal and contractual limitations.

Please contact info@librava.co.uk with your name and email address. We may request identity verification before fulfilling your request.

If you have been a client, we may need to retain certain records for legal, accounting, or insurance purposes.

LEGAL BASIS FOR PROCESSING

Marketing Material

If you opt in to receive marketing communications, we will send you occasional updates, tips, and advice. You can unsubscribe at any time. We never send spam or share your details with third parties.

Prospects

If you make an enquiry or contact us via our website, we will retain the details for our data retention period. We do not routinely collect special category data unless you have made it publicly available.

Clients

When you hire our services, we collect contact and billing details to deliver contracted work, issue invoices, and maintain accurate records of our relationship.

Third-Party Data

If you provide us with personal data about your employees, contractors, or clients, we treat that information as strictly confidential, as set out in our terms of business.

Suppliers, Associates, and Affiliates

We retain relevant contract details, bank information (for payment purposes), and records of work undertaken to manage our business relationships effectively.

Financial and Credit Card Information

Payments are processed securely through trusted third-party providers. We do not store full credit card details or use credit reference agencies.

CHANGES TO THIS POLICY

We reserve the right to update this Privacy Policy at any time in compliance with applicable laws and regulations. Updates will be posted on our website, and the most recent version will always be available here.

CONTACT US

If you have any questions or concerns about this Privacy Policy, please get in touch with us at:
📧 info@librava.co.uk

If we are unable to resolve your concern, you can contact the Information Commissioner’s Office (ICO) for further assistance.

Updated: October 2025