Privacy Policy

Effective Date: June 1, 2025

This Privacy Policy (“Policy”) explains how X Virtual Assistants, LLC (“XVA”, “we”, “us”, or “our”) collects, uses, processes, discloses, stores, and protects information that relates to individuals who access or interact with our websites, platforms, systems, or any services made available by us, collectively referred to as the “Services.” By accessing, using, or engaging with our Services, you acknowledge and agree to the practices described in this Policy and consent to the collection, use, and disclosure of your information in accordance with applicable laws and this Policy. If you do not agree, your only recourse is to refrain from accessing or using the Services.

We may collect both personal and non-personal information from you. This includes information that directly or indirectly identifies you such as your name, email address, mailing address, IP address, phone number, identification documents, payment details, employment history, government-issued IDs, session activity, device metadata, browser fingerprinting, geographic location, interaction logs, behavioral data, analytics metrics, survey responses, correspondence history, client records, and usage patterns. This data may be collected via voluntary input, automated tracking, API integrations, communication channels, or third-party tools associated with but not limited to CRM systems, productivity platforms, and analytics frameworks. When interacting with our digital assets, we automatically collect certain information about your device and usage of our Services through cookies, web beacons, pixels, SDKs, tags, scripts, and other tracking technologies embedded across our systems and third-party integrations, which may include persistent identifiers, session variables, local storage values, and similar digital markers. This data may be combined with other information you provide to us or that we receive from publicly available databases, marketing partners, and external platforms.

We use the information collected for a broad range of purposes which include but are not limited to verifying your identity, facilitating onboarding procedures, optimizing user experience, analyzing performance, maintaining legal records, enforcing security protocols, improving product delivery, offering customer support, processing payments, sending marketing or transactional communications, complying with legal obligations, fulfilling contracts, monitoring platform abuse, auditing internal operations, conducting analytics for business development, and aggregating de-identified data for research or commercial use. Your data may also be used for decision-making purposes across human and automated processes involved in matching virtual assistants to client needs, determining resource allocation, forecasting operational trends, and evaluating staff or vendor performance. Any communications sent may be recorded, analyzed, and retained for internal auditing, quality control, or legal defense.

Our legal basis for processing your personal data is determined by your relationship with us and the context in which the information is collected. Such basis may include your consent, contractual necessity, compliance with legal obligations, and our legitimate business interests, including but not limited to network security, fraud prevention, operational continuity, and market expansion. Where applicable law requires consent, we will collect it prior to data processing. Otherwise, we rely on justified interest where the rights and freedoms of the individual do not override our need for processing. You may withdraw your consent at any time; however, this will not affect the legality of data processed prior to such withdrawal.

Your data may be shared with affiliated entities, subsidiaries, business clients, partners, vendors, service providers, data processors, or authorities when necessary to fulfill our business operations, protect our legal interests, perform contractual obligations, or comply with legal process. Such disclosures may include entities that provide infrastructure, hosting, cloud services, analytics, marketing automation, payment processing, user support, communication platforms, productivity tools, or security infrastructure. We may also disclose information during corporate transactions including but not limited to mergers, acquisitions, reorganizations, asset sales, divestitures, or bankruptcy proceedings, where user data may be considered a transferred asset. To the extent permitted by law, we may also disclose your information to enforce our policies, respond to claims, protect the rights or safety of others, prevent fraudulent activities, or comply with governmental requests.

If you access the Services from outside the United States, you understand that your information may be transferred to and processed in the United States or other jurisdictions which may have different data protection laws than your country of residence. We implement safeguards such as Standard Contractual Clauses, Data Processing Agreements, encrypted transfers, and access controls, but cannot guarantee absolute compliance with every regulatory requirement across all jurisdictions. By using our Services, you agree to the transfer, storage, and processing of your information in jurisdictions outside of your own.

We retain personal information only for as long as is necessary to fulfill the purposes outlined in this Policy or as otherwise required or permitted by law. Retention periods vary depending on the type of data, purpose of processing, applicable legal requirements, and our business needs. Once data is no longer necessary, we may delete, anonymize, archive, or aggregate it for further analysis or non-identifiable usage. We reserve the right to determine what constitutes reasonable retention based on regulatory, contractual, or internal criteria.

We implement a variety of physical, administrative, and technical safeguards designed to protect the confidentiality, integrity, and availability of your information. These safeguards include access controls, encryption protocols, password management systems, VPN routing, multi-factor authentication, secure coding practices, endpoint protection, employee training, periodic penetration testing, internal audits, and vendor security assessments. Nevertheless, no data transmission over the Internet or storage system can be guaranteed to be completely secure. You acknowledge and accept that any transmission of information is done at your own risk and that we cannot ensure or warrant the security of information transmitted to or from our Services.

Depending on your geographic location and applicable laws (including but not limited to the General Data Protection Regulation, California Consumer Privacy Act, or other regional statutes), you may have certain rights over your personal data including the right to access, rectify, erase, restrict, object to processing, port your data, or withdraw consent. You may also have the right to file a complaint with a data protection authority. All such requests must be submitted in writing with sufficient detail and proof of identity, and we reserve the right to decline requests that are excessive, unfounded, technically infeasible, or in violation of other users’ rights or applicable law.

Our Services are not directed to children under the age of thirteen (13) or the minimum legal age in your jurisdiction. We do not knowingly collect, process, or maintain personal data from minors. If we become aware that we have inadvertently collected such data, we will take reasonable steps to delete it in compliance with applicable law.

This Policy may reference third-party links, plugins, or services which are operated by external entities not affiliated with X Virtual Assistants. Your interaction with such external services is governed by their own privacy policies and we are not responsible for their content, terms, or data practices. We encourage you to review the policies of any third-party service before engaging with them through our platform.

We reserve the right to modify this Policy at any time at our sole discretion, and such modifications shall be effective immediately upon posting unless otherwise stated. We may notify you of material changes via email or in-platform messages, but it is your responsibility to review the Policy periodically. Continued use of our Services following the posting of changes constitutes your acceptance of the revised terms.

If you have any questions, concerns, or complaints regarding this Privacy Policy, your personal data, or the way we process information, you may contact us at privacy@xvirtualassistants.com. Alternatively, written inquiries may be sent to our main office via the contact information available on our website. All communications will be responded to in accordance with applicable laws and within a reasonable timeframe, subject to resource constraints and jurisdictional limitations.