Privacy Policy

Our contact details

www.hibryd.co.uk

E-mail: hello@hibryd.co.uk

Completed: 06/04/2024

The type of personal information we collect

We currently collect and process the following information:

Personal identifiers, contacts and characteristics (for example, name and contact details, including postal address, email address and phone number). These details are used to process your order with us.

How we get the personal information and why we have it

Most of the personal information we process is provided to us directly by you for one of the following reasons:

You have entered into a service agreement with us
We have supplied you with ad-hoc administrative support

We use the information that you have given us to liaise with you and send emails to update you with work progress, to send invoices / estimates and to request reviews.

Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:

(a) Your consent. You are able to remove your consent at any time. You can do this by contacting hello@hibryd.co.uk

(b) We have a contractual obligation, such as your purchases.

How we store your personal information

Your information is securely stored by our website provider 123-Reg and our accounts program (Xero).

We keep your contact details for 5 years as required by HMRC. We will then dispose your information by electronically deleting the record.

Your data protection rights

Under data protection law, you have rights including:

Your right of access - You have the right to ask us for copies of your personal information.

Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.

Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.

Your right to object to processing - You have the the right to object to the processing of your personal information in certain circumstances.

Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us at hello@hibryd.co.uk you wish to make a request.

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at hello@hibryd.co.uk

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Helpline number: 0303 123 1113

ICO website: https://www.ico.org.uk

Service Agreement

Services to be Provided

Hibryd agrees to provide virtual office services to the Client, which include, but are not limited to, administrative work ("Services"). These Services will be performed throughout the length of the contract as agreed upon by the Parties.

Business Hours

The Services will be provided during Hibryd's standard business hours, which are Monday to Thursday, 9:00 AM to 5:00 PM, Friday, 9:00am to 2.30pm excluding Bank Holidays. If Services are required outside of these hours, this must be agreed upon in advance between Hibryd and the Client.

Charges

Standard Hourly Rate: The Services will be charged at Hibryd's standard rate of £32.00 per hour.

Out-of-Hours Work: Any work performed outside of the standard business hours will be charged at £35. per hour.

Monthly Retainer: Pre-booked monthly retainers will be available at a discounted rate with a minimum of 2 hours per month.

£30 per hr, 2 hrs per month, £27.50 per hr, 5 hrs per month, £26 per hr, 10 hrs per month, £25 per hour, 15 hrs per month.

Hibryd reserves the right to charge the Client for any additional expenses incurred during the provision of the Services. These expenses may include, but are not limited to, travel costs, stationery, materials, postage, and other administrative costs. Such expenses will be invoiced to the Client at cost.

Hibryd reserves the right to increase its standard hourly rates, provided that the Client is given at least 30 days' written notice of any such increase.

Monthly Retainer

Unused hours under the monthly retainer cannot be rolled over to the following month. The Client must utilize the booked hours within the same month.

Payment for Services

For retained hours, payment is due on the 1st of each calendar month in advance of the Services being provided. Payments will be accepted via bank transfer.

Termination of Agreement

Either Party may terminate this Agreement by providing the other Party with one month's written notice. Upon termination, any outstanding payments for Services rendered up to the termination date will be due immediately.

Entire Agreement

This Agreement constitutes the entire agreement between the Parties regarding the Services and supersedes all prior agreements, understandings, and representations, whether oral or written.

Amendments

Any amendments to this Agreement must be made in writing and signed by both Parties.

Anti-Money Laundering (AML) Compliance

Introduction

This policy outlines our commitment to complying with the United Kingdom's Anti-Money Laundering (AML) regulations. As part of our dedication to legal compliance and ethical standards, we ensure that our services, including the use of our virtual assistant, adhere strictly to the requirements set forth under the AML Act.

Virtual Assistant AML Registration

Our virtual assistant services are registered under the Anti-Money Laundering Act in the UK. This registration signifies our obligation to prevent, detect, and report any activities that may be related to money laundering or the financing of terrorism.

3. Compliance Obligations

We take our compliance responsibilities seriously and have implemented robust procedures to:

Identify and verify clients using our virtual assistant services, ensuring that we are aware of the identities of all parties involved.
Monitor transactions and activities for any unusual or suspicious patterns that may indicate money laundering or related criminal activities.
Report suspicious activities to the relevant authorities as required by law, ensuring that any potential money laundering or terrorist financing is promptly addressed.

4. User Responsibilities

Users of our virtual assistant services must comply with all applicable laws and regulations, including those related to AML. By using our services, you agree not to engage in any activity that could be construed as money laundering or any other illegal financial activity.

5. Data Privacy and Security

In line with our AML obligations, we collect and process personal data necessary for compliance. We are committed to safeguarding this information and using it only for the purposes of fulfilling our legal obligations under the AML Act. For more details, please refer to our Privacy Policy.

6. Training and Awareness

Our team is regularly trained on AML compliance and is kept informed of any changes to the legislation or best practices. This ensures that our virtual assistant and all related services are in full compliance with current AML regulations.

7. Enforcement and Penalties

Non-compliance with AML regulations can result in severe penalties, including fines and imprisonment. We enforce this policy rigorously and cooperate fully with regulatory bodies to ensure compliance.

8. Policy Updates

This policy will be reviewed regularly and updated as necessary to ensure ongoing compliance with UK AML regulations. Any changes will be communicated to our users through our website and other relevant channels.

9. Contact Information

If you have any questions or concerns about our AML compliance or how it affects your use of our virtual assistant services, please contact us at hello@hibryd.co.uk