Privacy Policy

Top Virtual ("we," "us," "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, store, and protect personal and business information from our Clients and website visitors.

1. Information We Collect

1.1 Information You Provide

1.2 Information Collected Automatically

• Website analytics: Pages visited, time on site, referral source (via Google Analytics or similar)
• Device info: Browser type, operating system, screen resolution
• Cookies: We use essential cookies for site functionality and optional analytics cookies (see Section 7)

1.3 Information We Do NOT Collect

• We do not collect Social Insurance Numbers (SIN), credit card numbers stored on our servers, or any sensitive personal health information
• We do not access or store your clients' confidential legal files — your VA accesses these through YOUR systems under YOUR access controls

2. How We Use Your Information

• Service delivery: Matching you with VAs, onboarding, ongoing support
• Billing: Processing payments, generating invoices
• Communication: Responding to inquiries, sending service updates, monthly check-ins
• Improvement: Analyzing feedback to improve our services
• Legal compliance: Meeting tax, employment, and regulatory obligations

3. How We Protect Your Data

• Encryption: All data transmitted to/from our website is encrypted via SSL/TLS (HTTPS)
• Access control: Internal access to client data is limited to authorized staff on a need-to-know basis
• VA security: All VAs sign NDAs, use dedicated workstations, and can be required to use VPNs and monitoring software
• Secure payments: We do not store credit card numbers. Payment processing is handled by PCI-compliant third-party processors (PayPal, Stripe, or bank wire)
• Incident response: In the event of a data breach, we notify affected Clients within 24 hours and cooperate fully with any investigation

4. Data Sharing

We only share your information with:

We do not share data with advertising networks, data brokers, or any unrelated third parties.

5. Data Retention

• Active clients: Data retained for the duration of the engagement plus 12 months
• Inactive clients: Contact information retained for 24 months after last engagement, then deleted
• Website inquiries (non-clients): Contact form submissions retained for 12 months
• Financial records: Invoices and payment records retained for 7 years per tax requirements
• Upon request: You may request deletion of your data at any time (see Section 6)

6. Your Rights

You have the right to:

• Access: Request a copy of all personal data we hold about you
• Correct: Request correction of any inaccurate data
• Delete: Request deletion of your data (subject to legal retention requirements)
• Port: Request your data in a machine-readable format
• Withdraw consent: Opt out of marketing communications at any time
• Complain: File a complaint with the relevant privacy authority in your jurisdiction

To exercise any of these rights, email us at jaycel@topvirtualph.com with the subject line "Privacy Request." We respond within 30 days.

7. Cookies

You can disable cookies in your browser settings at any time.

8. Canadian Privacy Compliance (PIPEDA)

We comply with Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy legislation. This includes:

• Obtaining consent before collecting personal information
• Limiting collection to what is necessary for the stated purpose
• Protecting information with appropriate security safeguards
• Providing access to your personal information upon request
• Being accountable for the information in our control

9. Children's Privacy

Our services are intended for businesses and legal professionals. We do not knowingly collect data from individuals under 18 years of age.

10. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be posted on this page with an updated "Last Updated" date. Active clients will be notified of material changes via email.

11. Contact Us