Privacy notice
This notice explains what information VirgilTrack keeps about you, why, who can see it, and which other services help us run it. It covers everyone who uses VirgilTrack: staff, managers, CEOs and administrators of the organisations that use it.
1. Who runs VirgilTrack
VirgilTrack is provided by Virgil Financial Services ("Virgil Finance", "we") to organisations such as local authorities. Your organisation decides who gets an account and what work goes into VirgilTrack. We run the service for your organisation.
To be confirmed: The company's full legal name, registration number and address, and whether we use your information on your organisation's instructions or decide ourselves how it is used.
2. What VirgilTrack keeps
- Your account: your name, email address, photo, job title, department and who you report to, and, if you add them, your mobile number and office or desk number.
- Your work: the risks, controls, tasks, weekly reports, KPIs, plans, files, comments and messages that you and your colleagues put in.
- Your settings: your notification choices, time zone and whether your profile is private.
- Wellbeing: your weekly check-ins, self-assessments and practice conversations, if you use them.
- Your mailbox, only if you connect it: what VirgilTrack finds in your email, such as tasks and work done. While a task waits for your check, it also keeps the new part of that email.
- The assistant: your conversations with the VirgilTrack assistant, so you can return to them.
- Sign-ins: the time, internet (IP) address and browser of each sign-in, and of each attempt with a wrong password.
3. Why we use it
- To run VirgilTrack for your organisation: to show your work to the right people, send reminders and notifications, and prepare reports.
- To keep accounts safe: sign-in records help you and us spot sign-ins that weren't yours.
- To support you: platform administrators, the Virgil Finance staff who help organisations, see your name, email address, organisation, department and role so they can help with your account.
- To improve VirgilTrack: when the assistant can't do something you asked, the request is sent to the VirgilTrack team with your name, role, email address, organisation and the page you were on.
VirgilTrack shows no advertising.
To be confirmed: The legal grounds for each use, under the data-protection law that applies.
4. Who can see it in your organisation
- Colleagues see your name, photo, job title and department on shared work, such as tasks, reports and chat.
- If you switch on Keep my profile private in Settings, colleagues no longer see your email address, mobile number, office number or when you were last online. The people you report to, your department's managers, your CEO and administrators still see them, so they can reach you about work.
- Your weekly check-in is private unless you choose to share it with your manager.
- Your submitted weekly report is read by the person you report to, and points from it can travel further up.
- Your private chat messages are between you and the colleague you write to. A task's conversation is open to your organisation.
- Your assistant conversations and your sign-in records are shown only to you.
5. How VirgilTrack uses AI
Several VirgilTrack features use an AI service to read and write text. The AI service is Anthropic's Claude. Finding similar past work, bringing in a strategic plan and reading a mailbox you connected use Google's Gemini. VirgilTrack sends each service only what each job needs.
| Feature | What the AI service receives |
|---|---|
| The assistant | What you ask, and the VirgilTrack information it looks up to answer you. |
| Reading a mailbox you connected | The emails it reads, to find tasks and work done. |
| Bringing in a strategic plan | The plan document your organisation uploads. The file is sent to Google's file service so the AI can read it. |
| Work reports and records | The points in work reports, with names and departments, to suggest wording, find news for other departments and summarise a month or a work record. |
| Strategy and KPIs | KPI figures and evidence, tasks and work reports, to draft summaries, check how work lines up with the plan and suggest where work needs help. |
| Tasks, controls and calendar | The text you type, to suggest details and find similar past work. |
| Practice conversations | What you write in a practice conversation, to reply and give feedback. |
- AI drafts, summarises and suggests. It doesn't make decisions about you: people do.
- AI answers can be wrong. VirgilTrack asks you to confirm before it changes anything, and you should check what it suggests.
- You don't have to use the assistant. VirgilTrack only reads your mailbox if you connect it and agree, and you can disconnect it at any time.
To be confirmed: Which Anthropic and Google services and terms VirgilTrack uses (Anthropic's commercial API; the paid Gemini API or Vertex AI), the data-processing agreements in place, whether each provider keeps prompts and uploaded files and for how long, whether it may use them to improve its models, and the countries where the data is processed.
6. Other services that handle your information
VirgilTrack uses a few outside services to do its work. Each receives only what it needs.
| Service | What it does | What it receives |
|---|---|---|
| Anthropic (Claude) | The AI features above, except those that use Google's Gemini. | What each AI job needs. |
| Google (Gemini) | Finding similar past work, bringing in a strategic plan and reading a mailbox you connected. | What each AI job needs. |
| Twilio | Sends texts and makes reminder calls, if you verify your mobile number and allow them. | Your mobile number and the message. |
| To be confirmed: Name of the email delivery service | Sends VirgilTrack's emails. | Your email address and the email. |
| Your email provider, only if you connect a mailbox | Holds the mailbox you connected (for example Microsoft 365 or Gmail) and lets VirgilTrack read it, with your permission. | VirgilTrack's sign-in to your mailbox, with the permission you gave. |
| To be confirmed: Name of the hosting company | Runs the server that holds VirgilTrack, its database and its file storage. | Everything VirgilTrack keeps. |
To be confirmed: Each service's terms and data-processing agreement, and the country where each one processes and stores information.
7. How long we keep it
- Your work stays in VirgilTrack while your organisation uses it, because it belongs to your organisation.
- When your account is closed, your work and your work record stay with your organisation.
- A conversation you delete in the assistant can't be brought back.
- The part of an email kept for a task you haven't checked yet is removed once you decide.
To be confirmed: How long VirgilTrack keeps each kind of information, including sign-in records and backups, and what happens when an organisation stops using VirgilTrack.
8. Your choices and rights
- See and correct your name, photo and office number in Settings, under Profile.
- Keep your profile private, under Profile in Settings.
- Choose which notifications reach you by email, text or call, under Notifications in Settings. Every notification email has a link to stop it.
- Disconnect a mailbox at any time, under Mailboxes in Settings.
- Delete your assistant conversations.
- Ask your CEO or an administrator to close your account.
To be confirmed: Your rights under the data-protection law that applies, such as asking for a copy of your information or for it to be corrected or deleted, how to make a request, and how to complain.
9. Terms for the AI features
When you use VirgilTrack's AI features, these terms apply in addition to VirgilTrack's terms of use:
- VirgilTrack sends the information needed for each request to the AI service described above.
- Check what the AI drafts or suggests before you rely on it or share it. You and your organisation stay responsible for decisions made with it.
- Don't give the AI features information your organisation doesn't allow to be shared with an outside service.
To be confirmed: The final legal wording of these terms, and where they sit in VirgilTrack's terms of use.
10. Questions and changes
For questions about how your organisation uses VirgilTrack, please ask your organisation first. For questions about this notice, contact Virgil Financial Services through virgilfinance.com/contactus.
To be confirmed: A privacy contact (name or role, and email address).
When this notice changes, we update the date at the top of this page.