Privacy Policy
This notice explains how we handle personal data when you use our website, contact us, or use client services.
Last updated: 22 August 2026
1. Who we are
VirtualMediaGroup ("we", "us", or "our") is the data controller for personal data processed through https://thevirtualmediagroup.com and related client services. We trade as VirtualMediaGroup.
Postal address: London, United Kingdom.
Privacy contact: hello@TheVirtualMediaGroup.com. We have not appointed a statutory data protection officer because we are not required to do so.
Organisations that process personal data must pay the ICO data protection fee unless an exemption applies. See ico.org.uk.
2. Scope
This notice applies to visitors to our website, users of our client portal, and anyone who contacts us or buys our services. It is written to meet the UK GDPR, the Data Protection Act 2018, and the Privacy and Electronic Communications Regulations 2003 (PECR), as amended (including by the Data (Use and Access) Act 2025).
3. Personal data we collect
Depending on how you interact with us, we may process:
- Identity and contact data — name, email address, phone number, company name, billing details.
- Account data — login credentials and profile information managed through our authentication provider (Clerk).
- Communication data — messages sent via our contact form, client inbox, or email.
- Transaction data — invoices, payment status, and records of services purchased (processed via Stripe).
- Technical data — IP address, browser type, device information, and pages visited (only where analytics is allowed).
- Marketing preferences — only where you have opted in to receive updates.
We collect this information directly from you, from your use of the site, and from processors who help us run accounts and payments. We do not buy marketing lists. We do not intentionally collect special category data (such as health or biometric data). Please do not send that kind of information unless we have asked for it in writing.
4. How we use your data and our legal bases
| Purpose | Legal basis (UK GDPR) |
|---|---|
| Providing services, managing your account, and fulfilling contracts | Article 6(1)(b) — performance of a contract |
| Responding to enquiries and support requests | Article 6(1)(b) — steps before a contract, or 6(1)(f) legitimate interests |
| Processing payments and issuing invoices | Article 6(1)(b) contract / 6(1)(c) legal obligation |
| Website security, fraud prevention, and keeping the service working | Article 6(1)(f) legitimate interests |
| Analytics to understand how the site is used | Article 6(1)(a) consent (optional cookies and similar storage) |
| Email updates about our services | Article 6(1)(a) consent, plus PECR rules for electronic mail |
| Tax, accounting, and regulatory records | Article 6(1)(c) legal obligation |
5. Legitimate interests
Where we rely on legitimate interests, those interests are: answering genuine enquiries, securing the website, preventing abuse, and running a UK creative and technology business. We do not use this basis for intrusive profiling or for selling data. You can object — see section 10.
6. Cookies and similar technologies
Storing or accessing information on your device is restricted by PECR regulation 6 and Schedule A1. Strictly necessary storage (security, sign-in, remembering your cookie choice, and the appearance setting you choose) can be used without consent. Analytics storage is optional and is only used if you agree. See our Cookie Policy. You can change cookie settings at any time.
7. Sharing your data
We share personal data only where necessary with processors and providers, including:
- Clerk — authentication and account management.
- Stripe — payment processing and invoicing.
- Google — Analytics, only if you allow analytics cookies.
- Email and hosting providers — delivering messages and operating the site.
We require processors to protect your data under written terms. We do not sell personal data.
8. International transfers
Some providers may process data outside the UK (for example in the United States). Where that happens we rely on UK adequacy regulations where they apply, or on appropriate safeguards such as the UK International Data Transfer Agreement or Addendum. You can ask us for a copy of the relevant safeguards at hello@TheVirtualMediaGroup.com.
9. How long we keep data
- Active client records — for the relationship and up to 6 years afterwards for contracts.
- Contact form submissions — usually up to 24 months, unless we still need them for a live enquiry or dispute.
- Financial and tax records — as UK law requires (often 6 years).
- Analytics data — according to your cookie choice and the provider’s retention settings.
- Marketing lists — until you withdraw consent or we stop that campaign.
10. Your rights
Under UK GDPR you can:
- Access the personal data we hold about you.
- Ask us to correct inaccurate data.
- Ask us to erase data in certain circumstances.
- Ask us to restrict processing in certain circumstances.
- Receive data in a portable format where processing is based on consent or contract and is automated.
- Object to processing based on legitimate interests, including any profiling related to that processing.
Right to object. You can object at any time to processing based on legitimate interests, and to any direct marketing. We will stop marketing as soon as we can. For other processing we will stop unless we have compelling legitimate grounds.
Email hello@TheVirtualMediaGroup.com to use these rights. We may need to confirm your identity. We will respond within one month, or tell you if we need more time as the law allows.
11. Withdrawing consent
Where we rely on consent (analytics or marketing), you can withdraw it as easily as you gave it: use the cookie settings control on this site, or email us to leave a mailing list. Withdrawal does not affect processing already carried out.
12. Complaints
Please contact us first so we can try to put things right. You also have the right to complain to the Information Commissioner’s Office:
- Website: https://ico.org.uk/make-a-complaint/
- Telephone: 0303 123 1113
- Post: Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
13. Do you have to give us this data?
Website browsing does not require an account. If you want us to reply, provide a service, or take payment, we need the details requested on the relevant form. Without them we may not be able to complete that request. You are not under a statutory duty to submit the contact form.
14. Automated decisions
We do not make solely automated decisions that have legal or similarly significant effects on you.
15. Children
Our services are for people aged 18 and over. We do not knowingly collect personal data from children. Contact us if you think we have done so.
16. Security
We use access controls, encryption in transit, and secure hosting. No internet transmission is completely secure.
17. Changes
We may update this notice. The date at the top shows when it was last changed. We will highlight material changes where we reasonably can.