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Privacy Policy

Find out more about what we do with the personal data we collect from you.

At Virtually Optimized we are committed to safeguarding and preserving the privacy of our customers & website visitors. This Privacy Policy explains what happens to any personal data that visitors provide to us, or that we collect from you whilst you visit our site, request a quote, or place an order.

Virtually Optimized may update/change this policy as required so please do check this page now and again. This policy is effective from 1st July 2021.

Our website address is:

Information We Collect

We collect some (or all) of the following personal information when you download resources from our website and subscribe to our company newsletter, or when you request a quote:

  • Name, company name, job title & work industry
  • Contact information including email address and work phone number.We collect the following data when you place an order:
    • Data as listed above
    • Delivery/work address
    • Business bank payment details or Paypal email address

When visitors leave comments on the site we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.

An anonymized string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service privacy policy is available here:  After approval of your comment, your profile picture is visible to the public in the context of your comment.

What We Do With the Information

We require this information from you in order to run our business and provide you with the marketing information and product quotes that you request, including:

  • Internal record keeping
  • To improve our products and services
  • To follow up on quote leads and check your current business needs. If you don’t respond within 6 months we will remove your name from our contact list.
  • To send free downloads/newsletters that you request & subscribe to via our website. You are free to unsubscribe from these emails at any time using the unsubscribe link at the bottom of emails.
  • You will only be added to the newsletter if you have requested to subscribe via our website. We may use your data to contact you for market research purposes.


We send all new customers a welcoming email to verify their subscription. Out of respect for the privacy of our users we present the option to not receive these types of communications and you can unsubscribe using the link in the emails.


If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.


A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you give permission to this, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

We use traffic log cookies to view which pages are being visited on our website. This helps us to analyse visitor data about web page traffic and improve our website for visitors. We only use this information for statistical analysis purposes using Google Analytics and Adobe Business Catalyst.

Cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

If you leave a comment on our site you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.


Embedded content from other websites

Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.


We do our utmost to ensure that your information is secure. We have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online and to prevent unauthorised access or disclosure.

Bank payment details will be used to request payment from you. Once payment has been made they will be deleted from our office records. They will be stored securely in our Santander bank account.

If you have any questions about the security at our website, you can send an email to

Who we share your data with

We do not share your data with external companies for marketing purposes. We only share relevant payment and contact data in order to complete business transactions such as payments, and internal marketing activities such as sending newsletters and providing services.

How long we retain your data

If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognize and approve any follow-up comments automatically instead of holding them in a moderation queue.

For users that register on our website (if any), we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.

What rights you have over your data

If you have an account on this site, or have left comments, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.

You may request details of personal information which we hold about you under the General Data Protection Act (GDPR) 2018. If you would like a copy of the information we hold on you, please email or write to Virtually Optimized, 62 Braithwaite House, Bunhill Row, London, EC1Y 8NQ.

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