Privacy Policy
Last updated: September 18, 2025. Questions or requests: hello@virtualwise.co · See also our Terms of Service.
Who we are
Virtual Wise (“Virtual Wise,” “we,” “us,” “our”) is a social-impact virtual assistance provider connecting businesses with vetted, trained talent. This Privacy Policy explains how we collect, use, disclose, and protect personal information when you use our website virtualwise.co and related services (the “Services”).
How to contact us: hello@virtualwise.co.
If you are located in the EU/EEA, UK, Kenya, or California (USA), this Policy also describes your privacy rights under applicable laws.
Scope
This Policy applies to:
- Visitors to our website and landing pages
- Prospective and current clients and their representatives
- Virtual assistants, job candidates, and independent contractors engaging with us
- People who interact with us by email, forms, or scheduling tools
This Policy does not cover third-party websites or platforms we don’t control. When you follow a link to a third party, their terms and policies apply.
Information we collect
1) Information you provide
- Contact & business details: name, email, phone, company, role, service interest(s)
- Account & communication data: messages, meeting notes, call recordings (where disclosed), support requests, survey responses
- Hiring & talent matching: CVs/resumes, portfolios, skills, availability, compensation expectations
- Billing: invoicing details, transaction metadata (payments are processed by third-party providers; we don’t store full card numbers)
2) Information collected automatically
- Usage & device data: IP address, browser/device type, pages viewed, time on site, referral/UTM data, general location (from IP)
- Cookies & similar tech: analytics and performance cookies; preference cookies; and, if you opt in, advertising pixels for measurement and retargeting (see Cookies below)
3) Information from other sources
- Business referrals & partners (with appropriate notice)
- Publicly available sources (e.g., company websites, professional profiles)
- Third-party tools we use for scheduling, CRM, analytics, ads, support, and payments
How we use your information
We process personal information to:
- Provide and improve Services (talent matching, onboarding, account management, support)
- Operate our website (security, debugging, analytics, personalization)
- Communicate with you (proposals, updates, service notices, marketing you can opt out of anytime)
- Process payments and invoices via third-party processors
- Recruit and assess candidates/contractors
- Comply with legal obligations and enforce our terms
- Protect our users and our platform (fraud prevention, security monitoring)
Legal bases (where applicable): contract performance, legitimate interests (e.g., service improvement and security), consent (e.g., marketing cookies), legal obligation, and, rarely, vital interests.
International transfers
We operate globally and may transfer personal information to countries outside your own (including Kenya, the EU/EEA, the UK, and the United States). Where required, we use appropriate safeguards (e.g., EU Standard Contractual Clauses, UK IDTA/Addendum, or comparable contractual protections) and minimize what we transfer.
Retention
We keep personal information only as long as needed for the purposes outlined here (e.g., while providing Services, complying with laws, resolving disputes, enforcing agreements). When no longer needed, we delete or de-identify data according to our retention schedules and legal requirements.
Security
We use administrative, technical, and physical measures designed to protect personal information (e.g., access controls, encryption in transit, least-privilege access, employee/contractor confidentiality). No method of transmission or storage is 100% secure; we work to continuously improve our safeguards.
Your privacy choices & rights
Email & marketing
- You can unsubscribe from marketing emails at any time via the link in the message.
- For service/transactional messages, we may still contact you as needed to deliver Services.
Cookies & tracking
- You can manage cookies via your browser settings and, where provided, our cookie banner/preferences tool.
- Opting out of advertising cookies reduces personalization but won’t stop all ads.
GDPR/UK GDPR/Kenya DPA rights
Subject to law, you may have the right to:
- Access your data and receive a copy
- Correct inaccurate or incomplete data
- Delete your data (erasure)
- Restrict or object to certain processing (including legitimate-interest processing and direct marketing)
- Portability (receive your data in a portable format)
- Withdraw consent at any time (where processing is based on consent)
- Lodge a complaint with your supervisory authority (e.g., the Office of the Data Protection Commissioner in Kenya, the ICO in the UK, or your EU data protection authority)
To exercise rights, email hello@virtualwise.co with “Privacy Request” in the subject. We may need to verify your identity before responding.
California (CCPA/CPRA)
If you are a California resident, you may have rights to:
- Know the categories of personal information we collect/use/disclose
- Access and delete certain information
- Correct inaccurate information
- Opt out of “sale” or “sharing” of personal information for cross-context behavioral advertising (we do not sell personal information; if we ever “share” for ads, we will honor opt-out requests)
- Limit use/disclosure of sensitive personal information
- Non-discrimination for exercising your rights
If we use advertising cookies or pixels that constitute “sharing,” you’ll find a “Do Not Sell or Share My Personal Information” link or cookie settings on our site. You can also email hello@virtualwise.co to submit a request.
Children’s privacy
Our Services are not directed to children under 16 (or the age defined by your local law). We do not knowingly collect personal information from children. If you believe a child has provided us personal information, contact us and we’ll take appropriate steps to remove it.
Applicants, assistants & contractors
If you apply to work with Virtual Wise or contract with us as a virtual assistant:
- We process the information you submit (e.g., CV, portfolio, skills, interview notes, background information you choose to provide) to evaluate suitability, manage onboarding, pay invoices, and comply with laws.
- Where permitted, we may conduct reference checks you authorize.
- If you join our network, we may share relevant profile details with prospective clients strictly for matching and project scoping.
Business clients & their teams
If your employer engages Virtual Wise, we may process limited personal information about you (e.g., work email, role, scheduling and collaboration data) to deliver Services under our contract with your employer. Please contact your employer for requests about their internal records or instructions to us.
Third-party services
We rely on reputable third-party providers (e.g., hosting, analytics, CRM, scheduling, communications, payment processing, file storage, customer support, advertising platforms) that process limited data on our behalf under contract. Their privacy practices are governed by their own policies.
Automated decision-making & AI-assisted features
We may use automation or AI-assisted tools to help route requests, draft communications, or analyze aggregated trends to improve service quality. Humans remain involved in material decisions that affect your rights or access to Services.
Changes to this Policy
We may update this Policy from time to time. The “Last updated” date shows the latest version. If changes are material, we’ll provide a prominent notice (e.g., on this page or by email, where appropriate).