Last Updated: October 1, 2025
This Privacy Policy describes how VERA (also referred to as “the Company,” “We,” “Us,” or “Our”) collects, uses, and discloses your personal information when you use our services, website, or other digital platforms.
Our commitment is to protect your privacy and ensure transparency about how your data is managed in the course of providing virtual assistant and business support services.
1. Interpretation and Definitions
Interpretation
Words with initial capital letters have specific meanings defined below. These definitions apply equally to singular and plural terms.
Definitions
Account – A unique profile created for you to access our Service or related platforms.
Company – Refers to VERA.
Cookies – Small files placed on your device to improve browsing and analyze activity.
Country – Refers to the United States of America (primary registration) and the Philippines (primary operations).
Device – Any digital tool used to access the Service, including computers, phones, or tablets.
Personal Data – Any information relating to an identified or identifiable individual.
Service – The virtual assistant, staffing, or business process support services provided by the Company, including access to platforms like our CRM (Grand Slam Connect).
Service Provider – Third-party vendors or contractors who process data on our behalf to help operate or deliver the Service.
Usage Data – Information automatically collected when using the Service (e.g., IP address, browser type, duration of visit).
Website – Refers to https://virtualofficeexpert.com and related subdomains.
You – Refers to the individual, business owner, or company accessing or using our Service.
2. Information We Collect
We collect several types of information to provide and improve our Service:
Personal Data
You may provide the following:
Full name and contact information (email, phone number)
Company name and position
Billing and payment details
Communication preferences
Work or task details shared for service delivery
Login credentials for approved platforms (CRM, task management tools, etc.)
Usage Data
Automatically collected data includes:
IP address, browser version, and device type
Pages visited and time spent on our website
CRM or dashboard activity (for performance analytics and support)
Communication Data
If you contact us via chat, email, SMS, or online forms, we may store that correspondence for support or record-keeping.
3. SMS and Electronic Communications
Consent and Purpose
By providing your phone number, you consent to receive SMS or email communications related to:
Appointment or consultation reminders
Onboarding updates and account notices
VA assignment or scheduling notifications
Service announcements or important updates
We will not share or sell your mobile number to third parties for marketing purposes.
Opt-In and Opt-Out
Opt-in: You may consent to SMS updates during signup or by checking the consent box on our online forms.
Opt-out: You can opt out at any time by replying “STOP” to any SMS or by contacting us directly.
Message and data rates may apply depending on your carrier.
4. How We Use Your Personal Data
We use the data we collect for the following purposes:
To provide services – Including matching you with a virtual assistant, managing ongoing support, and maintaining CRM access.
To communicate with you – Via email, phone, or SMS about service updates, performance reports, or inquiries.
To improve user experience – Through analytics, surveys, and feedback mechanisms.
To process payments and contracts – Including billing, renewals, and compliance documentation.
For internal operations – Such as training, auditing, and service optimization.
To comply with legal obligations – Including tax, labor, and data protection requirements.
We may also use anonymized data for service performance analysis or market insights.
5. Sharing and Disclosure
Your data may be shared only as necessary for business operations:
With Service Providers: Such as payment processors, CRM systems, communication tools, or cloud storage providers.
With VAs and Contractors: Only the information required to perform assigned client tasks will be shared.
With Business Partners: For integrated tools or collaborative service delivery (e.g., Grand Slam Connect, GoHighLevel, or Zoom).
For Legal or Compliance Reasons: When required by law, regulation, or legal request.
With Your Consent: For specific purposes not otherwise covered above.
We do not sell or rent your personal information.
6. Data Retention
We retain your Personal Data only for as long as necessary to:
Fulfill the purposes outlined in this policy;
Comply with legal or contractual obligations; or
Resolve disputes and enforce agreements.
Inactive client data may be archived or securely deleted after 24 months, unless legally required to retain it longer.
7. International Data Transfers
As we operate in both the United States and the Philippines, your information may be transferred between these jurisdictions for operational efficiency. We ensure all transfers comply with applicable data protection laws and maintain appropriate security safeguards.
8. Security of Your Information
We use industry-standard measures to protect your data, including:
Encrypted communication (SSL/TLS)
Restricted data access
Two-factor authentication for sensitive platforms
Secure password management and employee confidentiality agreements
Despite these efforts, no online system is completely secure. We encourage clients to use strong passwords and report any suspicious activity immediately.
9. Children’s Privacy
Our services are intended for adults and businesses. We do not knowingly collect or process data from anyone under the age of 18. If you believe a minor has provided us personal data, please contact us for prompt removal.
10. Links to Other Websites
Our website or CRM may contain links to third-party websites or integrations (e.g., Zoom, Slack, Asana). We are not responsible for their privacy practices. We recommend reviewing their policies before sharing any personal information.
11. Changes to This Privacy Policy
We may update this policy periodically. The updated version will be posted on this page with a new “Last Updated” date. You are encouraged to review this policy regularly to stay informed.
12. Contact Us
If you have any questions about this Privacy Policy or your personal data, please contact us:
📧 Email: [email protected]
📞 Phone: (816) 837-9861
🌐 Website: https://virtualofficeexpert.com