VA Force Privacy Policy

1. Overview

VA Force, also referred to as “Virtual Assistant Force,” “we,” “our,” or “us,” provides virtual assistant and related business support services. This policy describes our practices when we determine how and why personal information is handled through this website, consultation and client communications, or recruitment activities.

This policy is a transparency notice. It does not make consent the legal basis for every use of information and does not replace a client agreement, data processing agreement, business associate agreement, employment notice or other contract that applies to a specific relationship.

2. Scope and Privacy Roles

This policy applies to personal information handled through virtualassistantforce.com, consultation bookings, business-development communications, client onboarding and support, and communications with people who apply to work as virtual assistants.

For website, sales and recruitment information, VA Force generally determines the purposes and methods of handling the information. When we or a matched virtual assistant handle personal information only on a client's documented instructions, the client may be the controller or business and VA Force may act as a processor or service provider. Those responsibilities should be defined in the applicable service and data-protection terms.

3. Personal Information We Collect

The categories collected depend on how you interact with VA Force. They may include:

• Identifiers and contact details: name, business email, phone number, country, timezone and communication preferences.
• Professional and business details: employer, company name, job title, industry, team size and service requirements.
• Inquiry and consultation information: messages, booking details, meeting notes and information supplied during discovery or support conversations.
• Client and transaction records: service scope, account contacts, invoices, payment status and business correspondence. Payment-card information may be handled directly by a payment provider rather than stored by VA Force.
• Applicant information: résumé or CV, employment history, skills, education, portfolio, availability, location, interview notes, references and information required for screening or placement.
• Communications: emails, feedback, requests, preferences and records of our response.

Website and Device Information

When you use the website, servers, cookies and similar tools may collect:

• IP address, approximate location, browser, device and operating-system information
• Pages viewed, links or buttons selected, visit time, referral source and session activity
• Cookie identifiers, consent or preference records, and diagnostic or security logs

4. Sources of Personal Information

We may receive personal information:

• Directly from you through forms, email, telephone, WhatsApp, Calendly, meetings, applications or contracts
• Automatically from your browser, device and use of the website
• From a client, colleague, referral partner or applicant reference who provides business contact information
• From service providers that support bookings, communications, analytics, hosting, security, payments or recruitment
• From professional networking platforms and publicly available business sources, where permitted for business-to-business outreach

5. How and Why We Use Personal Information

Where a law requires a legal basis, the basis depends on the purpose and relationship. The following table describes the principal uses; it is not intended to assign a legal basis where the relevant law does not use that concept.

6. Virtual Assistant Applicant Information

If you apply to work with VA Force, we use the information you provide to assess experience and availability, communicate about opportunities, conduct interviews, verify information where appropriate, make matching or engagement decisions, and maintain recruitment records.

Where permitted and relevant to a role, additional screening may be requested with notice. Do not include sensitive information in an initial application unless it is specifically requested and a suitable submission method is provided. Application information is not a promise of employment, engagement or client placement.

7. Client Data, Sensitive Information and Health Information

Clients may give VA Force or an assigned virtual assistant access to information needed for an approved workstream. That information must be handled only for the documented task, through approved systems and subject to the client's permissions, instructions and applicable agreement.

For workflows involving protected health information or other regulated data, the parties should determine their legal roles, execute a business associate agreement or data processing agreement when required, apply minimum-necessary and role-based access, use appropriate authentication and audit controls, and document incident and offboarding procedures before access begins.

VA Force does not use client-controlled personal information for its own unrelated marketing. A service-specific agreement may provide additional terms and takes precedence for that engagement where it conflicts with this general website policy.

8. Calendly and Consultation Booking

VA Force uses Calendly to offer consultation booking. When you schedule a call, Calendly may receive your name, email address, selected time, timezone and details entered in the booking form. Calendly processes information under its own terms and privacy notice and may use cookies or similar technologies when its booking interface is opened or embedded.

VA Force uses the submitted booking information to prepare for, conduct and follow up on the requested consultation. Do not place confidential client records or sensitive personal information in the booking form.

9. Cookies, Analytics and Similar Technologies

Cookies are small files or identifiers placed on or read from a device. Depending on the current website configuration, VA Force may use:

• Strictly necessary technologies for security, network management and core website functions
• Analytics or performance technologies to understand visits, page use, referrals and technical performance
• Functional or embedded-service technologies used when features such as a booking interface or external media are opened

Where applicable law requires a choice before non-essential technologies are used, we rely on the available consent or preference controls. You can also adjust browser settings, although blocking some technologies may affect website functionality. Third-party providers may receive device and usage information under their own notices.

10. How We Disclose Personal Information

We may disclose information to the following categories of recipients for the purposes described in this policy:

• Website hosting, security, analytics, scheduling, email, communications, CRM, payment and business-management providers
• Authorized VA Force personnel, contractors and matched virtual assistants who need the information for an approved purpose
• Clients when an applicant is being considered for a role or placement, subject to the recruitment process and applicable notice
• Professional advisers such as legal, accounting, insurance or security advisers
• Government bodies, courts or other parties when required by law or reasonably necessary to protect rights, safety and security
• A buyer, investor or successor in connection with a proposed or completed merger, financing, reorganization or transfer of business assets, subject to appropriate safeguards

VA Force does not sell personal information for money. Service providers are expected to use information only for the services they provide or as otherwise permitted by their agreements and applicable law.

11. Data Security

VA Force uses administrative, technical and organizational measures intended to protect personal information against unauthorized access, loss, misuse, alteration or disclosure. Measures may include access restrictions, individual credentials, authentication controls, confidentiality obligations, approved systems, training and access revocation based on the sensitivity and role.

No website, email system, remote-access method or internet transmission can be guaranteed completely secure. If you believe information involving VA Force has been accessed or used improperly, contact us promptly using the details below.

12. Data Retention

We retain personal information for no longer than reasonably necessary for the stated purpose, subject to contractual, legal, tax, accounting, dispute, security and backup requirements. The criteria typically applied are:

Information may be retained longer when subject to a legal hold or needed to establish, exercise or defend legal claims. When no longer required, information is deleted, anonymized or placed beyond routine use, as appropriate.

13. Your Privacy Rights and Choices

Depending on where you live and which law applies, you may have rights to:

• Know whether and how we process your personal information and request access to it
• Correct inaccurate or incomplete personal information
• Request deletion, subject to legal and operational exceptions
• Restrict or object to certain processing, including direct marketing
• Receive certain information in a portable format
• Withdraw consent for future processing where consent is the applicable basis
• Use an authorized agent, appeal a decision or complain to a privacy regulator where those rights apply

Marketing Choices

You can opt out of marketing emails using the unsubscribe method in the message or by contacting us. We may still send necessary service, transaction, security or legal communications.

Submitting a Request

Email hire@virtualassistantforce.com with the subject line “Privacy Request” and describe the right you want to exercise. We may ask for information reasonably necessary to verify identity, authority and the records involved. We will respond as required by applicable law and will not discriminate against you for exercising a protected privacy right.

14. International Processing and Transfers

VA Force works with clients, applicants, team members and service providers in multiple countries. Personal information may therefore be accessed, stored or processed outside the country where it was collected, and local laws may differ.

Where applicable law requires safeguards for an international transfer, the responsible parties should use an appropriate transfer mechanism and contractual, technical or organizational measures. A cross-border transfer does not remove the rights available under applicable law.

15. Third-Party Websites and Services

Our website may link to or embed third-party websites and services. When you interact with an independent third party, its privacy notice and terms govern its own practices. VA Force does not control independent third-party websites.

16. Children's Privacy

The VA Force website and services are designed for businesses and adult applicants, not children. We do not knowingly solicit personal information from children through this website. If you believe a child has provided information to us, contact us so we can review and take appropriate action.

17. Changes to This Privacy Policy

We may update this policy when our website, services, providers or legal obligations change. The date at the top shows the latest revision. If a change materially affects how previously collected information is used, we will provide additional notice where required.

18. Contact VA Force About Privacy

Contact VA Force with a privacy question, rights request, complaint or concern. For applicant-specific questions, use the careers address.