Privacy Policy

Effective Date: [01-07-2025]
Last Updated: [21-07-2025]

1. Introduction

Hire Virtuals (“we,” “our,” or “us”) is committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website, use our services, or interact with us in any capacity.

This policy applies to all users of our website and services, including prospective clients, current clients, virtual assistant candidates, and website visitors.

2. Information We Collect

2.1 Information You Provide Directly

Contact Information: Name, email address, phone number, company name, job title
Business Information: Industry, company size, operational details, workflow requirements
Consultation Data: Information shared during strategy sessions and assessments
Application Data: Resume, work history, skills, and qualifications (for VA candidates)
Communication Records: Messages, calls, and correspondence with our team
Payment Information: Billing details and payment method information (processed securely through third-party processors)

2.2 Information Collected Automatically

Website Analytics: IP address, browser type, device information, pages visited, time spent
Cookies and Tracking: Website usage patterns, preferences, and user behavior
Log Data: Access times, referring websites, and technical information
Performance Data: Service usage statistics and interaction patterns

2.3 Information from Third Parties

Professional Networks: LinkedIn profile information (with your consent)
Reference Checks: Professional references and background verification data
Integration Data: Information from connected business tools and platforms

3. How We Use Your Information

3.1 Service Provision

Match clients with appropriate virtual assistants
Conduct consultations and assessments
Provide customer support and account management
Process payments and manage billing
Deliver contracted services and maintain service quality

3.2 Communication

Respond to inquiries and provide information
Send service updates and important notifications
Share relevant industry insights and best practices
Conduct follow-up communications and satisfaction surveys

3.3 Business Operations

Improve our services and develop new offerings
Conduct market research and analyze usage patterns
Ensure security and prevent fraudulent activity
Comply with legal obligations and regulatory requirements

3.4 Marketing (with consent)

Send newsletters and promotional materials
Share case studies and success stories (with anonymization)
Provide personalized content and recommendations
Conduct targeted advertising campaigns

4. Information Sharing and Disclosure

4.1 Service Partners

Virtual Assistants: We share relevant client information with matched VAs to enable service delivery
Payment Processors: Billing information is shared with secure payment processing partners
Technology Providers: Service data may be shared with platform providers (CRM, communication tools)

4.2 Legal Requirements

Compliance with applicable laws and regulations
Response to legal requests, court orders, or government investigations
Protection of our rights, property, or safety, or that of others
Prevention of fraud, security breaches, or illegal activities

4.3 Business Transfers

In the event of merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity

4.4 With Your Consent

Any other sharing will only occur with your explicit consent

5. Data Security

We implement industry-standard security measures to protect your information:

Encryption: All data transmission uses SSL/TLS encryption
Access Controls: Strict role-based access to personal information
Regular Audits: Periodic security assessments and vulnerability testing
Staff Training: Regular privacy and security training for all team members
Secure Infrastructure: Use of reputable cloud providers with robust security measures

6. Your Rights and Choices

6.1 Access and Correction

Request access to your personal information
Update or correct inaccurate information
Request a copy of your data in a portable format

6.2 Data Control

Opt-out: Unsubscribe from marketing communications at any time
Deletion: Request deletion of your personal information (subject to legal requirements)
Restriction: Limit how we process your information
Objection: Object to certain types of processing

6.3 Cookie Management

Adjust cookie preferences through your browser settings
Opt-out of non-essential cookies through our cookie banner
Use privacy-focused browser extensions if desired

7. International Data Transfers

As we serve clients in multiple countries, your information may be transferred to and processed in countries other than your own. We ensure appropriate safeguards are in place for international transfers, including:

Standard Contractual Clauses: For transfers outside the EU/UK
Adequacy Decisions: Relying on jurisdictions deemed adequate by regulatory authorities
Consent: Obtaining explicit consent where required

8. Data Retention

We retain your information for as long as necessary to:

Provide our services and maintain our relationship
Comply with legal obligations and resolve disputes
Maintain business records and analyze service performance

Specific Retention Periods:

Client Data: Retained for the duration of service plus 7 years for business records
VA Candidate Data: Retained for 2 years unless ongoing relationship established
Marketing Data: Retained until you opt-out or after 3 years of inactivity
Website Analytics: Anonymized after 26 months

9. Children’s Privacy

Our services are not intended for individuals under 18 years of age. We do not knowingly collect personal information from children. If we become aware that we have collected information from a child, we will take steps to delete it promptly.

10. Cookies and Tracking Technologies

We use cookies and similar technologies to:

Essential Cookies: Enable basic website functionality
Analytics Cookies: Understand website usage and improve performance
Marketing Cookies: Deliver relevant advertisements and measure campaign effectiveness
Preference Cookies: Remember your settings and customize your experience

You can manage cookie preferences through our cookie banner or browser settings.

11. Third-Party Links

Our website may contain links to third-party sites. This Privacy Policy does not apply to those sites. We encourage you to review the privacy policies of any third-party sites you visit.

12. Updates to This Policy

We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. We will:

Post the updated policy on our website
Notify users of material changes via email or website notice
Indicate the effective date of the updated policy

13. Regional-Specific Rights

13.1 European Union/United Kingdom (GDPR/UK GDPR)

Under GDPR and UK GDPR, you have additional rights including:

Right to data portability
Right to object to processing
Right to lodge complaints with supervisory authorities
Right to withdraw consent at any time

Legal Basis for Processing:

Consent: For marketing communications and non-essential cookies
Contract: For service delivery and client relationship management
Legitimate Interest: For business operations, security, and service improvement
Legal Obligation: For compliance with applicable laws

13.2 California (CCPA/CPRA)

California residents have specific rights under the California Consumer Privacy Act, including:

Right to know what personal information is collected
Right to delete personal information
Right to opt-out of sale of personal information
Right to non-discrimination for exercising privacy rights

Note: We do not sell personal information to third parties.

14. Contact Information

For questions about this Privacy Policy or to exercise your rights, contact us:

HireVirtuals Privacy Team

Email: privacy@hirevirtuals.com
Address: [Insert Physical Address]
Phone: [Insert Phone Number]
Response Time: We will respond to privacy requests within 30 days

For EU/UK Data Protection Officer:

Email: dpo@hirevirtuals.com

For California Privacy Requests:

Email: california-privacy@hirevirtuals.com
Toll-Free: [Insert Toll-Free Number]

15. Supervisory Authority Information

EU/UK Residents: You have the right to lodge a complaint with your local data protection authority:

UK: Information Commissioner’s Office (ICO) – ico.org.uk
EU: Find your local authority at edpb.europa.eu

16. Consent

By using our website and services, you consent to the collection and use of your information as described in this Privacy Policy. You may withdraw your consent at any time by contacting us using the information provided above.

This Privacy Policy is designed to be transparent and comprehensive. If you have any questions or concerns about how we handle your personal information, please don’t hesitate to contact us.