Privacy Policy

1. Information We Collect

When you use VA Agency, we may collect the following personal information:

• Contact details: Name, email address, and phone number when you fill out our AI matcher or consultation forms.
• Business context: Information about your company, role requirements, and staffing needs shared during the VA matching conversation.
• Chat transcripts: The full conversation with our AI-powered staffing consultant, including your responses and preferences.
• Payment information: We do not store credit card or e-wallet details. Payments are processed by invoice through Wise, our third-party payment provider. We receive only transaction metadata (amount, status, reference ID).
• Google account data: If you choose to link your Google account for session persistence, we receive your Google email and display name via Google Identity Services.
• Technical data: IP address, browser type, device information, and usage patterns collected automatically when you visit our site.

2. How We Use Your Data

We use your information for the following purposes:

• To match you with the most suitable Virtual Assistant from our roster.
• To process payments and manage your VA placement.
• To communicate with you about your placement, including status updates, check-ins, and support.
• To improve our AI matching algorithm and service quality through aggregated, anonymized analytics.
• To comply with legal obligations and enforce our Terms of Service.
• To send transactional emails related to your account (not marketing — we don't send marketing emails unless you explicitly opt in).

3. Third-Party Services

We rely on trusted third-party providers to operate our service. Your data may be processed by:

• Supabase — Authentication (magic link emails) and database hosting. Your email and session data are stored on Supabase's servers.
• Wise — Payment processing for placement and management fees. Invoices are sent via Wise; we never see or store your payment card details.
• Cal.com — Scheduling consultation calls. Your name and email may be passed to Cal.com when you book a call.
• Google — Optional Google OAuth for cross-device session linking. Only active if you explicitly choose to link your account.
• DeepSeek / OpenCode Go — Powers our AI matching assistant. Chat messages are transmitted to the AI provider for processing but are not used to train their models.

4. Data Retention

We retain your personal data for as long as necessary to provide our services and fulfill the purposes described in this policy. Specifically:

• Lead and placement records are retained for the duration of your business relationship with us plus 2 years.
• Chat transcripts are retained for quality assurance and AI improvement for up to 3 years.
• Payment records are retained for 5 years to comply with Philippine tax and accounting regulations.
• You may request deletion of your data at any time by contacting us (see Section 7).

5. Your Rights

Under the Philippine Data Privacy Act of 2012 (RA 10173), you have the right to:

• Be informed about how your data is collected and used.
• Access your personal data and request a copy.
• Request correction of inaccurate or incomplete data.
• Request deletion or blocking of your data.
• Object to processing or withdraw consent.
• File a complaint with the National Privacy Commission (NPC) if you believe your rights have been violated.

To exercise any of these rights, email us at privacy@vaagency.ph. We will respond within 15 calendar days.

6. Cookies

We use essential cookies to provide our service:

• Session cookies: A va_session_id cookie is set when you use the VA matcher to track your session across page loads. This is strictly necessary for the service to function.
• Authentication cookies: If you sign in to the client or admin dashboard, an sb-access-token HttpOnly cookie stores your authentication token. This cookie cannot be accessed by JavaScript.
• Google OAuth cookies: Google Identity Services may set cookies when you use the Google account linking feature.

We do not use advertising cookies, tracking cookies, or third-party analytics cookies by default. If we add analytics (such as Google Analytics), we will update this policy and provide an opt-out mechanism.

7. Contact Us

If you have questions about this Privacy Policy or wish to exercise your data rights:

• Email: privacy@vaagency.ph
• Address: VA Agency, Metro Manila, Philippines

8. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on this page and updating the "Last updated" date. Continued use of the service after changes constitutes acceptance.