Legal

Privacy policy

Last updated: 4 November 2026

In short: this website doesn't use cookies, analytics or tracking, and doesn't load anything from other companies' servers. The only personal data it collects is the standard log our web server keeps of each visit. If you email or phone us, or log a support call, we use what you send only to help you.

Who we are

This website, VirtualRIK.com, is run by Virtual RIK Solutions Ltd, a private limited company registered in England and Wales (company number 12220651). We are the data controller for the personal data described in this policy.

Virtual RIK Solutions Ltd
1 Carr House Road
Halifax
England
HX3 7QY
Email: askrik@virtualrik.com
Phone: 01274 271217

This policy covers visitors to this website and people who contact us. It doesn't cover the data held in the portals we build and host for our clients. That data belongs to the client, we process it on their behalf, and it's covered by our agreement with them and by their own privacy notice.

What we collect and why

1. Server logs when you visit

Like almost every website, our web server automatically records each request it receives. A log entry typically contains:

• your IP address
• the date and time of the request
• the page or file requested, and whether it was delivered successfully
• the referring page, if your browser sends one
• your browser and operating system, as reported by your browser (the "user agent")

Why: to keep the website running, secure and free from abuse, and to diagnose faults. We don't use the logs to profile visitors or for marketing, and we don't try to identify individual visitors from them.

Legal basis: our legitimate interests in operating and securing our website (UK GDPR Article 6(1)(f)).

How long: logs are kept for up to 90 days and then deleted, unless we need a specific entry for longer to investigate a security incident.

2. When you email or phone us

If you contact us, we receive whatever you choose to send, which is usually your name, email address or phone number, your organisation, and the details of your enquiry.

Why: to reply to you and, if you ask us to, to discuss and quote for a project.

Legal basis: our legitimate interests in responding to enquiries, or taking steps at your request before entering into a contract (UK GDPR Article 6(1)(f) and 6(1)(b)).

How long: if the enquiry doesn't lead to work together, we delete it within 24 months of our last contact. If you become a client, we keep your correspondence for as long as our business relationship lasts and for up to six years afterwards, for legal and accounting purposes.

3. When you log a support call

Our support portal at support.virtualrik.com runs on FreeScout, which we host ourselves on our UK server. When you log a call there, or email our support address, we receive your name, your email address, which portal the call is about, your message and any attachments you add. We also keep a record of the replies and the status of the ticket.

Why: to deal with your support request, keep you updated by email and keep a history of the help we've given.

Legal basis: performing our contract with you or your organisation, or our legitimate interests in supporting the people who use our systems (UK GDPR Article 6(1)(b) and 6(1)(f)).

How long: tickets are kept for as long as we provide services to you or your organisation and for up to six years afterwards. Please don't include passwords or other sensitive personal data in a ticket. If you add anything by mistake, tell us and we'll remove it.

What we don't do

• This website doesn't use cookies, analytics, advertising or tracking of any kind. The support portal uses only a strictly necessary session cookie. See our cookie policy.
• This site doesn't load fonts, scripts, video or other content from third-party servers, so visiting it doesn't send your data to anyone else.
• We don't sell, rent or trade personal data, and we don't send marketing emails.
• We don't make automated decisions about you.

Who we share it with

We only share personal data with the service providers we need to run our business, and they may only use it on our instructions:

• Hosting: this website and our support portal are hosted on a server in a secure London data centre. We share the server with a UK hosting partner. The server logs and support tickets are stored there, in the UK.
• Email: our email provider stores the messages you send us.

We may also disclose personal data if the law requires it. If any provider processes personal data outside the UK, we make sure appropriate safeguards are in place, as UK data protection law requires.

Keeping it secure

Our servers are in a UK data centre with 24-hour security, biometric access and certification to ISO 27001. Access to logs and correspondence is limited to the people who need it.

Your rights

Under UK data protection law you have the right to:

• ask for a copy of the personal data we hold about you
• ask us to correct data that's wrong or incomplete
• ask us to delete your data
• ask us to restrict how we use your data, or object to our using it
• ask us to transfer data you've given us to another organisation (data portability)

To use any of these rights, email askrik@virtualrik.com or write to the address above. We'll respond within one month. There's normally no charge.

If you're unhappy with how we've handled your data, please tell us first so we can put it right. You also have the right to complain to the Information Commissioner's Office (ICO), the UK data protection regulator: ico.org.uk/make-a-complaint, or phone 0303 123 1113.

Changes to this policy

If we change how we handle personal data, for example by adding a contact form or analytics, we'll update this page and the date at the top before the change takes effect.