Privacy Policy
This policy explains how we handle personal data when you use our website and client services.
Last updated: 18 June 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.
Registered address: London, United Kingdom.
Contact us about privacy at hello@TheVirtualMediaGroup.com.
2. Scope
This policy applies to visitors to our website, users of our client portal, and anyone who contacts us or purchases our services. It is written to meet the requirements of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
3. Personal data we collect
Depending on how you interact with us, we may process:
- Identity & 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 correspondence.
- Transaction data — invoices, payment status, and records related to services purchased (processed via Stripe).
- Technical data — IP address, browser type, device information, and pages visited (where analytics cookies are accepted).
- Marketing preferences — only where you have opted in to receive updates.
We do not intentionally collect special category data (such as health or biometric data). Please do not submit such information unless we have explicitly requested it.
4. How we use your data and our legal bases
| Purpose | Legal basis |
|---|---|
| Providing services, managing your account, and fulfilling contracts | Performance of a contract |
| Responding to enquiries and support requests | Legitimate interests / pre-contract steps |
| Processing payments and issuing invoices | Performance of a contract / legal obligation |
| Website security, fraud prevention, and service improvement | Legitimate interests |
| Analytics to understand how our site is used | Consent (analytics cookies are optional) |
| Marketing communications | Consent (where required) or legitimate interests for existing clients |
| Compliance with tax, accounting, and regulatory obligations | Legal obligation |
5. Cookies and similar technologies
We use essential cookies for site functionality, security, and sign-in. Non-essential analytics cookies are only placed after you give consent via our cookie banner. See our Cookie Policy for full details.
6. Sharing your data
We share personal data only where necessary with trusted processors, including:
- Clerk — user authentication and account management.
- Stripe — payment processing and invoicing.
- Google Analytics — website usage statistics (only with your consent).
- Email / hosting providers — delivering messages and operating the site.
We require processors to protect your data under written agreements. We do not sell your personal data.
7. International transfers
Some providers may process data outside the UK. Where this occurs, we rely on appropriate safeguards such as UK International Data Transfer Agreements, adequacy regulations, or equivalent contractual protections.
8. Data retention
We keep personal data only as long as needed for the purposes above, including:
- Active client records — for the duration of the relationship and a reasonable period after.
- Contact form submissions — typically up to 24 months unless a longer period is justified.
- Financial and tax records — as required by law (often 6 years in the UK).
- Analytics data — according to Google's retention settings and your cookie choices.
9. Your rights
Under UK GDPR you have the right to:
- Access the personal data we hold about you.
- Request correction of inaccurate data.
- Request erasure in certain circumstances.
- Restrict or object to processing in certain circumstances.
- Data portability where processing is based on consent or contract and carried out automatically.
- Withdraw consent at any time (without affecting prior lawful processing).
- Lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.
To exercise your rights, email hello@TheVirtualMediaGroup.com. We may need to verify your identity before responding.
10. Security
We implement appropriate technical and organisational measures to protect personal data, including access controls, encryption in transit, and secure hosting. No method of transmission over the internet is completely secure; we cannot guarantee absolute security.
11. Children
Our services are not directed at children under 16. We do not knowingly collect personal data from children. Contact us if you believe we have collected such data.
12. Changes to this policy
We may update this policy from time to time. The "Last updated" date at the top indicates when it was last revised. Material changes will be communicated where appropriate.