Privacy Policy

VA MASTERS

Last Updated: March 10, 2025

1. Introduction

VA MASTERS (“we,” “us,” “our,” or the “Business”) is committed to protecting the privacy and security of your personal information. This Privacy Policy explains how we collect, use, disclose, retain, and safeguard your information when you visit our website https://vamasters.com (the “Website”), use our services, apply for positions, or otherwise interact with us.

This Privacy Policy applies to all individuals who access our Website or services, including but not limited to: prospective and current clients, job applicants and candidates, virtual assistant (VA) candidates, Website visitors, and newsletter subscribers.

By accessing our Website, submitting information through our forms, or using our services, you acknowledge that you have read, understood, and agree to be bound by this Privacy Policy. If you do not agree with this Privacy Policy, please do not use our Website or services.

2. Who We Are

VA MASTERS is a global recruitment agency specializing in connecting businesses with skilled virtual assistants. We operate internationally, serving clients in the United States, Canada, United Kingdom, Australia, Europe, and other regions worldwide.

Company Details:

Company Name: VA MASTERS
Registration Number: 540346012
Address: Kehilat Varsha 37, Tel Aviv, 6972039
Phone: +1 (312) 766-0301
Email: [email protected]

For any privacy-related inquiries or to exercise your data protection rights, please contact us at: [email protected]

3. Information We Collect

We collect various types of information depending on how you interact with us. This includes information you provide directly, information collected automatically, and information from third parties.

3.1 Information You Provide Directly

A. Client Inquiry Information

When you contact us through our Website contact form, email, phone, WhatsApp, or other communication channels, we may collect: full name, email address, phone number, company name and details, job title or role, industry and business type, nature of your inquiry, and any additional information you choose to provide.

B. Job Applicant / VA Candidate Information

When you apply for a position or register as a virtual assistant candidate, we collect comprehensive information including: full legal name and nickname/preferred name, email address, phone number with country code, date of birth, gender, country of residence, personal photograph, professional profile links (LinkedIn, Facebook, OnlineJobs.ph), curriculum vitae (CV) and resume, portfolio links and work samples, expected hourly rate, English proficiency level and accent assessment, years of relevant experience, position preferences and specializations, and any additional information provided in your application.

C. Client Account Information

When you become a client, we may additionally collect: business registration details, billing address, authorized representative information, service requirements and preferences, feedback and reviews, and communication history related to service delivery.

D. Communication Records

Please note: We record phone calls (both inbound and outbound) and video conferences (Zoom, Google Meet) for quality assurance, training, and record-keeping purposes. By engaging in phone or video communication with us, you consent to such recording. If you do not wish to be recorded, please inform us at the beginning of the call, and we will accommodate your request where possible.

E. Newsletter Subscription

If you subscribe to our newsletter or marketing communications, we collect: email address, name (if provided), subscription preferences, and engagement metrics (open rates, click-through rates).

3.2 Information Collected Automatically

When you visit our Website, we automatically collect certain technical information through cookies, pixels, and similar technologies:

Device and Browser Information: IP address, browser type and version, operating system, device type (desktop, mobile, tablet), screen resolution, and device identifiers.

Usage Information: Pages visited, time spent on pages, click patterns, referring URLs, exit pages, date and time of visits, and navigation paths through our Website.

Location Information: Approximate geographic location based on IP address, including country, region, and city.

3.3 Information from Third Parties

We may receive information about you from third-party sources, including: publicly available professional profiles (LinkedIn, Facebook, OnlineJobs.ph), referrals from business partners or existing clients, background check providers (with your consent, where applicable), and analytics providers and advertising networks.

4. How We Use Your Information

We use the information we collect for the following purposes:

4.1 Service Delivery

Processing and managing job applications and VA candidate profiles, matching candidates with suitable positions and client requirements, facilitating interviews and assessments, providing recruitment and placement services, managing ongoing client relationships and support, and processing service-related communications.

4.2 Communication

Responding to inquiries and support requests, sending service-related notifications and updates, providing information about new job opportunities to registered candidates, sending marketing communications (with your consent), and conducting surveys and collecting feedback.

4.3 Business Operations

Maintaining and improving our Website and services, analyzing usage patterns to enhance user experience, ensuring security and preventing fraud, complying with legal obligations, conducting quality assurance and training, maintaining business records and accounting, and enforcing our terms and policies.

4.4 Marketing and Analytics

Understanding our audience and improving our services, measuring the effectiveness of our marketing campaigns, personalizing content and recommendations, remarketing and targeted advertising (with appropriate consent), and developing new services and features.

5. Legal Basis for Processing (GDPR)

For individuals in the European Economic Area (EEA), United Kingdom, and other jurisdictions requiring a legal basis for processing, we process your personal data based on the following grounds:

Consent: Where you have given clear consent for us to process your personal data for specific purposes, such as marketing communications, newsletter subscriptions, and non-essential cookies.

Contractual Necessity: Where processing is necessary for the performance of a contract with you or to take steps at your request prior to entering into a contract. This includes processing applications, providing recruitment services, and managing client relationships.

Legitimate Interests: Where processing is necessary for our legitimate interests or the legitimate interests of a third party, provided these interests are not overridden by your rights. This includes improving our services, ensuring security, fraud prevention, and direct marketing to existing clients.

Legal Obligation: Where processing is necessary to comply with a legal obligation, including tax laws, employment regulations, and court orders.

6. Data Sharing and Disclosure

We may share your personal information with the following categories of recipients:

6.1 Client Companies

If you are a VA candidate, we share your application information (including CV, photo, profile links, and assessment results) with prospective client companies for the purpose of recruitment and placement. This sharing is essential to our service and is covered by your consent provided during the application process.

6.2 Service Providers

We engage trusted third-party service providers who process data on our behalf, including:

Cloud Hosting and Infrastructure: Cloudways
Customer Relationship Management (CRM): Pipedrive, Airtable
Business Productivity: Google Workspace
Video Conferencing: Zoom, Google Meet
Communication: WhatsApp Business
Analytics: Google Analytics
Advertising: Meta (Facebook) Pixel

All service providers are contractually bound to protect your data and process it only as instructed by us.

6.3 Professional Advisors

We may share information with our legal, financial, and professional advisors as necessary for business operations, dispute resolution, or compliance purposes.

6.4 Legal Requirements

We may disclose your information where required by law, regulation, court order, or governmental authority, or where disclosure is necessary to protect our rights, safety, or property, or the rights, safety, or property of others.

6.5 Business Transfers

In the event of a merger, acquisition, reorganization, or sale of assets, your personal information may be transferred as part of that transaction. We will notify you of any such change and the choices available to you.

7. International Data Transfers

As a global business with operations, team members, and service providers in multiple countries, your personal information may be transferred to and processed in countries other than your country of residence. These countries may include:

Israel (primary business operations)
Philippines (recruitment team and VA candidates)
United States (service providers including Google, Zoom, Meta)
European Union (clients and service providers)

These countries may have data protection laws that differ from those in your jurisdiction. When we transfer personal data internationally, we implement appropriate safeguards to ensure your information remains protected, including: Standard Contractual Clauses (SCCs) approved by the European Commission, data processing agreements with service providers, appropriate technical and organizational security measures, and compliance with applicable international data transfer frameworks.

By using our services or submitting your information, you acknowledge and consent to the transfer of your personal data to these countries.

8. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes for which it was collected, to comply with legal obligations, and to support our legitimate business interests. We conduct periodic internal reviews of retained data to ensure it remains relevant to the purposes outlined in this Privacy Policy.

8.1 VA Candidates and Job Applicants

We retain candidate information for the duration of our active recruitment relationship and for a reasonable period thereafter to enable us to notify you of future opportunities that may match your profile and skills. Our legitimate interest in maintaining a qualified candidate database supports this retention. We periodically review our candidate database to ensure records remain relevant and accurate. You may request deletion of your data at any time by contacting us at [email protected].

8.2 Client Information

We retain client information for the duration of our business relationship and for a reasonable period thereafter to support ongoing business operations. Financial and accounting records are retained for a minimum of 7 years as required by applicable law. General business records and communication history are retained for as long as necessary for business continuity, relationship management, and legal compliance purposes. Marketing-related data is retained until you opt out of marketing communications.

8.3 Website and Analytics Data

Analytics data and cookies are retained according to the retention periods specified by each analytics provider (typically 14–26 months for Google Analytics). Communication records (call recordings, video recordings) are retained for quality assurance and training purposes and deleted after a reasonable period or upon request.

9. Cookies and Tracking Technologies

Our Website uses cookies and similar tracking technologies to enhance your experience and analyze usage. For detailed information about our use of cookies, please refer to our Cookie Policy.

9.1 Types of Cookies We Use

Essential Cookies: Necessary for the Website to function properly. These cannot be disabled.

Analytics Cookies: Help us understand how visitors interact with our Website (Google Analytics). These cookies collect information anonymously.

Marketing Cookies: Used to deliver relevant advertisements and track campaign effectiveness (Meta/Facebook Pixel).

9.2 Managing Cookies

When you first visit our Website, you will be presented with a cookie consent banner allowing you to accept or reject non-essential cookies. You can change your cookie preferences at any time through our cookie settings or by adjusting your browser settings. Please note that disabling certain cookies may affect the functionality of our Website.

10. Your Data Protection Rights

Depending on your location and applicable laws, you may have the following rights regarding your personal information:

Right of Access: You have the right to request a copy of the personal information we hold about you.
Right to Rectification: You have the right to request correction of any inaccurate or incomplete personal information.
Right to Erasure (Right to be Forgotten): You have the right to request deletion of your personal information, subject to certain exceptions (such as legal retention requirements).
Right to Restrict Processing: You have the right to request that we limit the processing of your personal information under certain circumstances.
Right to Data Portability: You have the right to receive your personal information in a structured, commonly used, machine-readable format and to transmit it to another controller.
Right to Object: You have the right to object to the processing of your personal information for direct marketing purposes or where processing is based on legitimate interests.
Right to Withdraw Consent: Where processing is based on consent, you have the right to withdraw your consent at any time without affecting the lawfulness of processing conducted prior to withdrawal.
Right to Lodge a Complaint: You have the right to lodge a complaint with a supervisory authority if you believe your data protection rights have been violated.

10.1 Exercising Your Rights

To exercise any of these rights, please contact us at [email protected]. We will respond to your request within 30 days (or such shorter period as required by applicable law). We may need to verify your identity before processing your request.

10.2 California Privacy Rights (CCPA/CPRA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA), including the right to know what personal information we collect, the right to delete your personal information, the right to opt-out of the sale or sharing of personal information, and the right to non-discrimination for exercising your privacy rights. We do not sell personal information as defined by the CCPA/CPRA.

11. Children’s Privacy

Our Website and services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If you believe we have inadvertently collected information from a child, please contact us immediately at [email protected], and we will take steps to delete such information.

12. Data Security

We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. These measures include:

SSL/TLS encryption for data in transit
Secure cloud hosting with reputable providers
Access controls and authentication mechanisms
Regular security assessments
Employee training on data protection
Data minimization practices

However, no method of transmission over the Internet or electronic storage is 100% secure. While we strive to protect your personal information, we cannot guarantee its absolute security.

13. Third-Party Links

Our Website may contain links to third-party websites, services, or applications. This Privacy Policy does not apply to those third-party services, and we are not responsible for their privacy practices. We encourage you to review the privacy policies of any third-party services you access.

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technologies, legal requirements, or other factors. When we make material changes, we will notify you by posting the updated policy on our Website with a new “Last Updated” date. For significant changes, we may provide additional notice, such as email notification.

We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information. Your continued use of our Website or services after any changes indicates your acceptance of the updated policy.

15. Contact Us

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

VA MASTERS
Privacy Inquiries
Email: [email protected]
Phone: +1 (312) 766-0301
Address: Kehilat Varsha 37, Tel Aviv, 6972039

We are committed to resolving any complaints about our collection or use of your personal information. We will endeavor to respond to your inquiry within 30 days.