Third-Party & AI Disclosure

Third-Party Information Disclosure

Last Updated: 31 March 2026

1. Purpose of This Document

This document supplements the Virtual Assist Manchester Privacy Policy and provides transparency regarding the third-party service providers that may process personal data on our behalf or in connection with our operations.

Virtual Assist Manchester is committed to protecting your privacy and ensuring that all data shared with or processed by third parties is handled securely and in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Third-Party Service Providers

Microsoft 365 (Microsoft Corporation)

Used for business operations including email (Outlook), document management (OneDrive, SharePoint), and communications (Teams).

Data location: Primarily within the United Kingdom and European Economic Area (EEA), with potential secure transfers to other regions in compliance with data protection laws.

Windows 11 (Microsoft Corporation)

Used as the operating system for business computers and devices. Microsoft may collect limited diagnostic or telemetry data to maintain system performance and security.

Ionos by IONOS SE

Used for website hosting, domain management, and business email services. Ionos provides secure hosting and implements data protection measures in accordance with UK and EU standards.

Zoom Video Communications, Inc.

Used for virtual meetings and video calls. Participant information such as name, email address, and meeting recordings (where applicable) may be processed by Zoom.

WhatsApp LLC (Meta Platforms)

Used for client communications. WhatsApp processes limited personal data (such as phone numbers and message content) in accordance with its own privacy practices.

Bank Transfers (Financial Institutions)

Payments are accepted via direct bank transfer. Your bank or financial institution may process your personal data as part of the transaction.

Virtual Assist Manchester does not store or have access to your full financial details beyond what is required for payment confirmation and record-keeping.

Please refer to your bank’s own privacy notice for further details.

Google Analytics (Google LLC)

Used to analyse website traffic and visitor behaviour. Data is collected via cookies and anonymised wherever possible.

Meta Platforms, Inc. (Facebook, Instagram)

Used for marketing and social media engagement. Limited data may be processed when you interact with our social media pages or advertisements.

3. Artificial Intelligence (AI) Tools

Virtual Assist Manchester may use AI-powered tools to support service delivery, improve efficiency, and assist with tasks such as drafting, research, summarisation, and meeting transcription.

These tools may process limited personal data where necessary to perform their functions.

The AI tools we may use include:

OpenAI (ChatGPT) - Used for drafting, ideation, research and general business support tasks.
Privacy Policy: https://openai.com/privacy
Perplexity AI - Used for research and information gathering with cited sources.
Privacy Policy: https://www.perplexity.ai/privacy
Anthropic (Claude AI) - Used for document review, long-form analysis and content support.
Privacy Policy: https://www.anthropic.com/privacy
Fireflies.ai - Used for meeting transcription, summaries and action tracking.
Privacy Policy: https://fireflies.ai/privacy
Microsoft Copilot (Microsoft Corporation) - Used to support productivity, document creation and workflow efficiency within Microsoft 365 tools.
Privacy Policy: https://privacy.microsoft.com/

We take reasonable steps to ensure that any data processed through AI tools is handled securely and only where necessary for the provision of our services. We do not knowingly input highly sensitive or confidential information into AI tools unless appropriate safeguards are in place.

4. Data Transfers and Safeguards

Where data is transferred outside the UK or EEA, such transfers are conducted under appropriate safeguards in compliance with UK GDPR requirements, including the use of Standard Contractual Clauses or equivalent mechanisms.

Some third-party providers (including AI tools) may process data outside the UK or EEA. Where this occurs, appropriate safeguards are implemented in accordance with UK GDPR requirements.

5. Updates to This Disclosure

Virtual Assist Manchester may update this Third-Party Information Disclosure from time to time to reflect changes to our service providers or processing activities. The most recent version will always be available on our website or upon request.

6. Contact Information

For questions regarding this disclosure or data protection matters, please contact:

Virtual Assist Manchester, 24 Graham Road, Salford M6 8PS.
w: https://virtualassistmanchester.com
e: sarah@virtualassistmanchester.com