Privacy Policy

3. How we use information

We use information to:

- Respond to inquiries and review Support Fit Applications

- Schedule fit reviews and calls

- Evaluate, train and assign VA applicants

- Onboard clients and perform authorized services

- Track hours, prepare weekly and monthly reports and administer billing

- Maintain records, resolve service issues and meet legal obligations

We do not use client-controlled traveler lists for our own marketing.

4. Sensitive information and calls

Please share only the information needed for the requested work. Do not send passwords, full card details, passport scans or health information through general inquiry forms or ordinary email. Account access should be granted through individual invitations with least-privilege permissions where available, and credentials shared only through an agreed secure method.

If sensitive traveler information is necessary for authorized work, we first agree on secure access, permitted use, retention and any applicable requirements.

Call recording: [CONFIRM WHETHER CALLS ARE RECORDED OR TRANSCRIBED; IF SO, DESCRIBE NOTICE, CONSENT, VENDORS AND RETENTION — OTHERWISE STATE THAT CALLS ARE NOT RECORDED]

5. When information is shared

We disclose information only:

- To assigned VAs and team leads who need it for authorized work — including a qualified, pre-approved backup VA providing temporary coverage, whose access is limited to what the work requires

- To service providers who support our operations: [LIST ACTUAL PAYMENT, CRM, EMAIL, SCHEDULING, TIME-TRACKING,

STORAGE AND OTHER PROVIDERS]

- To professional advisers as necessary

- When required by law, or to protect legal rights or investigate security issues

- At your direction

Any business transfer involving records will respect applicable law and this Policy.

Sale or sharing: [STATE WHETHER INFORMATION IS SOLD OR SHARED FOR TARGETED ADVERTISING, USING THE LEGAL MEANING IN RELEVANT JURISDICTIONS — DO NOT PUBLISH AN UNVERIFIED "WE NEVER SELL OR SHARE" STATEMENT]

6. AI tools

Client-controlled information is not submitted to AI tools unless the client has authorized it and suitable contractual and data-protection arrangements are in place.

7. Cookies and analytics

Your browser settings may let you restrict cookies; some site features may not work as intended if you do. Where legally required, we obtain consent before activating optional tracking and honor applicable privacy preference signals.

8. Marketing communications

Marketing emails include our sender information, mailing address and an unsubscribe link. Opt-out requests are honored within applicable legal deadlines.

Necessary service and billing communications may continue after you unsubscribe from marketing.

If you ask us to stop follow-up, we stop immediately, and we honor any future contact date you request.

Text messages: [IF SMS IS USED, ADD ACTUAL CONSENT, OPT-OUT AND MESSAGING DISCLOSURES — OTHERWISE REMOVE THIS LINE]

9. Retention and deletion

We keep records only as long as needed for their stated purposes and applicable legal obligations.

[INSERT VERIFIED RETENTION SCHEDULE FOR INQUIRIES, APPLICATIONS, VA APPLICANTS, CLIENT WORK FILES, TIME RECORDS, BILLING RECORDS, LOGS AND BACKUPS]

When service ends, account access is removed and the client receives final files and a handover within three business days. Our working copies of client data are then returned or deleted under the service order or data-processing agreement within [INSERT DELETION TIMEFRAME], except records we must keep for legal, tax or dispute purposes. [DESCRIBE BACKUP TREATMENT]

10. Security and incident response

We use safeguards designed to protect information, including:

- Role-based access limited to assigned personnel

- Secure credential sharing

- Multifactor authentication where supported

- Confidentiality duties for team members and providers

- A documented process for removing access

No security method is guaranteed. Security incidents are escalated immediately; if an incident affects protected information, we investigate, contain it, and notify the appropriate parties when required by law or contract.

11. International access

[IDENTIFY WHERE VAs, VENDORS AND SYSTEMS ACCESS OR STORE DATA]

Where processing crosses borders, we implement any legally required safeguards. [DESCRIBE THOSE SAFEGUARDS ACCURATELY]

12. Your rights

Depending on where you live and applicable law, you may have the right to access, correct or delete your information, obtain a copy of it, restrict or object to certain processing, withdraw consent, or opt out of specified uses.

To make a request, contact [PRIVACY EMAIL]. We may need to verify your identity, and lawful exceptions may apply. Requests about traveler data held in a client's systems are referred to that client. [COUNSEL TO ADD REGION-SPECIFIC NOTICES AND RESPONSE DEADLINES]

13. Children

Our services are directed to adult business owners and adult VA applicants, and we do not knowingly collect information directly from children. Traveler records in a client's systems may include minors on that client's instructions; this does not authorize direct collection from children without appropriate protections.

14. Updates and contact

We update this Policy when our practices change and revise the effective date above. Where required, we provide additional notice or obtain consent.

PRIVACY CONTACT

[LEGAL COMPANY NAME] — Travel CEO Support

Privacy email: [PRIVACY EMAIL]

Mail: [MAILING ADDRESS]