Privacy Policy

Key Sections in This Policy

1. Scope of This Privacy Policy

This Privacy Policy applies to all information collected or processed by PropulseVA through:

• Our official website at propulseva.com and subdomains;
• Discovery calls, consultation requests, candidate matching interactions, and customer support communications;
• Client onboarding, invoicing, contract execution, and administrative account management;
• Third-party analytics, CRM, and appointment scheduling tools operating on our behalf.

This Policy does not cover information that a client stores, manages, or processes within their own internal business software, databases, or customer portals where PropulseVA as a corporate entity is not granted access.

2. Information We Collect

PropulseVA collects only limited, necessary personal and commercial information required to deliver high-quality virtual assistant matching, administrative oversight, and client operations.

A. Information You Voluntarily Provide

• Contact & Account Details: Name, work email address, business phone number, job title, company name, website, and industry sector.
• Role Requirements: Details provided during discovery calls regarding your operational bottlenecks, required software skills, weekly hour commitments, and time zone preferences.
• Billing Information: Business billing address, tax identification numbers, and credit card/ACH details handled securely via PCI-compliant payment processors.
• Candidate Applications: Resumes, video introductions, work history, skill assessments, and certifications provided by virtual assistant applicants.

B. Information Collected Automatically

When you visit our website, server logs and analytics partners automatically record standard web usage data:

• IP address, general geographic location, browser type, device details, and operating system;
• Referral URLs, pages visited, time spent per page, scroll depth, and call-to-action click events.

3. Client Data & System Isolation Architecture

A core principle of PropulseVA is that client operational data remains strictly the property and domain of the client.

• Independent System Access: When a dedicated Filipino virtual assistant is assigned to your business, access credentials (CRMs, email accounts, password managers, cloud drives) are granted directly by you to that dedicated specialist.
• PropulseVA Non-Access Policy: PropulseVA corporate management does not routinely log into, inspect, or scrape your internal company CRMs, customer databases, or proprietary files unless explicitly requested by you for technical troubleshooting or emergency workflow auditing.
• Password Security: We enforce strict client guidelines requiring password provisioning through zero-trust password management tools (e.g. LastPass, 1Password) so primary account master credentials are never shared in plaintext.

4. How We Use Information

We use collected data solely for legitimate business operations:

• To evaluate business requirements and match you with pre-vetted, AI-trained virtual assistant candidates within 48 hours;
• To process invoices, execute service contracts, and administer monthly client engagements;
• To send operational updates, account notices, and scheduled call reminders;
• To maintain legal, tax, accounting, and regulatory compliance across international operations;
• To monitor website performance, security health, and optimize user experience;
• To deliver non-intrusive educational newsletters and growth insights (from which you may opt out at any time).

5. Cookies, Tracking Technologies & Analytics

Our website utilizes standard cookies, web beacons, and pixel tags to enhance navigation, analyze site performance, and support marketing attribution:

• Google Analytics & Tag Manager: Used to aggregate visitor metrics, traffic channels, and user engagement trends.
• Meta Pixel & Social Attribution: Used to measure advertising campaign effectiveness and deliver relevant professional retargeting messages.
• Interactive Widgets: Essential cookies powering online calendar scheduling and instant chat support.

You can configure your web browser to block or alert you about cookies. Disabling cookies will not impair your ability to read our content or book a discovery call.

6. How We Share Information

PropulseVA NEVER sells, rents, or trades your personal or company information to third parties for monetary gain.

Information is disclosed only under strict, contractually bound conditions:

• Essential Service Providers: Trusted platforms supplying cloud infrastructure, CRM systems, calendar scheduling, billing processing, and secure communication toolkits.
• Legal Compliance: When compelled by subpoena, court order, or binding regulatory mandate under applicable law.
• Business Restructuring: In the event of a merger, acquisition, asset sale, or corporate reorganization, subject to strict non-disclosure obligations.

7. Data Security & Encryption Standards

We enforce comprehensive administrative, physical, and technical safeguards designed to protect your information against unauthorized access, loss, or alteration:

• TLS 1.3 / SSL encryption for all web communications and online forms;
• AES-256 bit storage encryption for digital documents and records;
• Strict role-based access control (RBAC) ensuring staff access data solely on a need-to-know basis;
• Mandatory Non-Disclosure Agreements (NDAs) signed by all PropulseVA internal managers and placed virtual assistant specialists.

8. Retention & Disposal

We retain client and prospective client information only for as long as necessary to fulfill the operational, tax, and legal purposes outlined in this Policy. When data is no longer required, it is purged using secure digital shredding protocols or anonymized for statistical audit purposes.

9. Your Privacy Rights (CCPA, CPRA & GDPR)

Depending on your location (including California, the United Kingdom, European Union, and Australia), you possess specific legal rights regarding your personal information:

• Right to Know & Access: Request details regarding what categories of personal data we hold about you.
• Right to Rectification: Request correction of inaccurate or incomplete personal records.
• Right to Deletion: Request full erasure of your personal data, subject to legal/tax retention exceptions.
• Right to Opt-Out: Unsubscribe from marketing communications at any time via the opt-out link in any email.
• Non-Discrimination: We will never discriminate against you for exercising your privacy rights.

To submit a privacy request, please email our Data Protection Officer at hello@propulseva.com.

10. Contact Us & Governance

If you have questions, concerns, or feedback regarding this Privacy Policy or our data protection practices, please contact us:

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