Privacy policy

Who I am

This website and Virtually Vera are run by Varvara Katsiveli (Vera), a sole trader based in Greece. I’m responsible for the personal data you share with me. If you have any questions, email hello@virtuallyvera.com.

What I collect

• When you fill in a form (contact, applications, client check-in, feedback and reviews): your name, email, phone number if you give it, where you’re based, details about your business, links to your website or social media, your budget and anything else you choose to tell me.
• When you message me by email, WhatsApp or Instagram: your message and contact details.
• When you work with me: what I need to deliver the work and invoice you, like your business details, billing address and payment records. Card payments are handled by my payment provider, so I never see your card number.
• When you visit the website: basic technical data, like your IP address and browser, which my website host collects to keep the site running and secure.

Saved on your device

Some of my forms save your answers in your own browser as you type, so nothing is lost if you close the page. That copy stays on your device and is cleared once the form sends. The website also remembers small settings, like whether Christmas mode is on. None of this is sent to me or used to track you.

Why I use it

• To reply to you and talk about working together (because you asked me to).
• To deliver the work you’ve booked and manage our agreement (to carry out our contract).
• To invoice you and keep records (because tax law requires it).
• To share testimonials and before and afters, only with your permission, which you can withdraw at any time.
• To send occasional emails, only if you’ve signed up, and you can unsubscribe any time.

Your clients’ data

If my work for you involves your own clients’ or subscribers’ personal data, like your inbox, calendar or email list, I handle it only on your instructions and only to do the work. It stays confidential, and I don’t use it for anything else.

Who I share it with

I never sell your data. I only share it with the tools and people that help me run my business, and only what they need:

• Webflow (this website and its forms)
• Google Workspace (email, documents and file storage)
• Stripe (payments)
• Booking, email marketing and messaging tools, like Calendly, WhatsApp and Instagram, if you use them to contact me
• Trusted subcontractors who help on client work, who are bound by confidentiality

Some of these companies are based outside the UK and the EU, mainly in the US. Where that happens, they protect your data with safeguards approved under data protection law, such as standard contractual clauses.

How long I keep it

• Enquiries that don’t turn into work: up to 12 months, then deleted.
• Client records and invoices: as long as Greek tax law requires.
• Testimonials: until you ask me to take them down.
• Email sign-ups: until you unsubscribe.

Your rights

You can ask me to show you the data I hold about you, correct it, delete it, limit how I use it, or send it to you in a portable format. You can also object to how I use it, and withdraw any permission you’ve given. Just email hello@virtuallyvera.com and I’ll reply within a month.

If you’re unhappy with how I’ve handled your data, you can complain to the Hellenic Data Protection Authority (dpa.gr), or, if you’re in the UK, the Information Commissioner’s Office (ico.org.uk). I’d love the chance to fix it first, though.

Keeping it safe

I use secure, reputable tools with two-step sign-in, I never ask for your passwords, and only people who need your data for the work can see it.

Updates

I may update this policy from time to time. The latest version always lives on this page, with the date it was last updated at the top.