Privacy Policy
How we collect, use, and protect your personal data across our website and virtual assistant services.
Introduction
Instant VA (“we,” “us,” “our”) provides virtual assistant staffing and support services to founders and small teams. This policy explains what personal data we collect, why we collect it, and the choices you have. It applies to our website, client portal, and any service correspondence.
Information we collect
- Contact details you give us directly: name, email, phone, company, and anything submitted through our contact form or newsletter signup.
- Account & engagement data: scope of work, task history, communications with your assigned assistant, and billing details.
- Usage data: pages visited, device and browser type, and approximate location, collected automatically via cookies and analytics tools.
- Information from third parties: payment processors, scheduling tools, and the channels you connect your assistant to (e.g. email, calendar), limited to what is needed to deliver the service.
How we use your information
- To match you with a vetted assistant and deliver the scope of work you request.
- To process payments, send invoices, and maintain account records.
- To respond to enquiries, provide support, and send service-related notices.
- To send product updates or delegation tips, only if you have opted in; you can unsubscribe at any time.
- To monitor, secure, and improve the site and our internal tools.
Data retention
We keep personal data only as long as needed to provide the service, meet legal and accounting obligations, and resolve disputes. Account and engagement records are typically retained for the duration of the relationship plus 7 years for tax purposes; you can request earlier deletion subject to those obligations.
Data security
We use encryption in transit, access controls, and regular review of who can reach client data. No system is fully immune to risk, so we also limit what we collect and how long we keep it.
Your rights & choices
Depending on where you live, you may have the right to access, correct, export, or delete your personal data, and to object to or restrict certain processing. To exercise any of these rights, contact us at the email below; we will respond within 30 days.
International data transfers
Our team and service providers operate across multiple countries. Where we transfer data internationally, we rely on standard contractual clauses or equivalent safeguards to keep it protected.
Children's privacy
Our services are intended for businesses and individuals aged 18 and over. We do not knowingly collect data from children, and we will delete any such data if we become aware of it.
Changes to this policy
We may update this policy as our services evolve. Material changes will be posted on this page with a new “last updated” date; we encourage you to review it periodically.
Contact us
Questions about this policy or your data? Email privacy@instantva.com or write to us through the contact form on our homepage.