Privacy policy - Avila VA App

Effective Date: April 2nd, 2026

Last Updated: April 2nd, 2026

1. Introduction

AVA Virtual Assistant LLC (“we,” “our,” or “us”), registered in Florida, United States, respects your privacy and is committed to protecting your personal data.

This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our applications, including but not limited to:

By using our services, you agree to the terms outlined in this Privacy Policy.

2. Information We Collect

We collect information necessary to provide staffing, operational, and platform services.

A. Personal Information

  • Full name

  • Email address

  • Phone number (if provided)

  • Location (city, country, timezone)

  • Work history, CV, and professional details (for candidates and VAs)

B. Account & Authentication Data

  • Login credentials (email/password or OAuth providers like Google/Slack)

  • User role (e.g., client, VA, admin, candidate)

  • Profile metadata

C. Operational Data

  • Time tracking data (e.g., hours worked, activity logs)

  • Project assignments and placements

  • Communication metadata (e.g., Slack channel participation, not message content unless explicitly integrated)

D. Technical Data

  • IP address

  • Browser type and device information

  • Usage logs and interaction data

  • Cookies and session data

E. Third-Party Integrated Data

When integrated, we may process data from:

  • Slack (user identity, workspace participation, channel access)

  • Monday.com (project, client, and VA relationship data)

  • Google Sheets (operational and reporting data)

  • Other tools used for operations and analytics

3. How We Use Your Information

We use your data to operate, improve, and scale our services.

Primary Uses

  • Provide staffing and talent matching services

  • Manage client-VA relationships and placements

  • Enable time tracking, reporting, and billing workflows

  • Authenticate users and manage access permissions

Operational Uses

  • Improve platform performance and user experience

  • Automate workflows and internal processes

  • Provide customer support

Communication

  • Send service-related updates

  • Coordinate onboarding, interviews, and project activity

Legal & Compliance

  • Enforce agreements and policies

  • Prevent fraud or misuse of the platform

4. Legal Basis for Processing (GDPR)

If you are located in the European Economic Area (EEA), we process your data based on:

  • Contractual necessity – to provide services you requested

  • Legitimate interests – to operate and improve our platform

  • Consent – where explicitly required

  • Legal obligations – compliance with applicable laws

5. Data Sharing & Disclosure

We do not sell your personal data.

We may share information under the following conditions:

A. With Clients and Talent

  • Candidate profiles shared with potential clients (for placement purposes)

  • Relevant VA data shared with assigned clients

B. Service Providers

We use third-party providers to operate the platform, including:

  • Cloud infrastructure (e.g., Supabase or equivalent)

  • Communication tools (e.g., Slack)

  • Project management tools (e.g., Monday.com)

  • Analytics and reporting tools

These providers process data only as necessary to perform their functions.

C. Legal Requirements

We may disclose information if required to:

  • Comply with legal obligations

  • Respond to lawful requests

  • Protect rights, safety, or property

6. Data Retention

We retain data only as long as necessary for operational, legal, and business purposes.

Typical retention:

  • Active users: duration of engagement

  • Candidates: retained for future opportunities unless deletion is requested

  • Financial and operational data: retained as required for compliance

You may request deletion at any time (see Section 10).

7. Data Security

We implement appropriate technical and organizational measures to protect your data, including:

  • Role-based access control (RBAC)

  • Encrypted connections (HTTPS)

  • Authentication safeguards (OAuth, session management)

  • Restricted internal access to sensitive data

However, no system is completely secure.

8. International Data Transfers

Your data may be processed in countries outside your own, including the United States and other jurisdictions where our service providers operate.

We ensure appropriate safeguards are in place where required by law.

9. AI-Assisted Processing

We may use AI-assisted tools to support operations such as reporting, communication, matching, and workflow automation.

These tools:

  • Operate under human supervision

  • Are used to enhance efficiency and service quality

  • Do not make fully autonomous decisions affecting users without human oversight

10. Your Rights

Depending on your location, you may have the right to:

  • Access your personal data

  • Correct inaccurate data

  • Request deletion (“Right to be Forgotten”)

  • Restrict or object to processing

  • Request data portability

To exercise your rights, contact us at: admin@avilava.com

11. Cookies & Tracking Technologies

We use cookies and similar technologies to:

  • Maintain sessions

  • Improve performance

  • Analyze usage patterns

You can control cookies through your browser settings.

12. Third-Party Links

Our platform may contain links to third-party websites or tools. We are not responsible for their privacy practices.

13. Children’s Privacy

Our services are not intended for individuals under 18. We do not knowingly collect data from minors.

14. Data Controller and Processor Roles (Important Clarification)

Depending on the context of data processing:

  • AVA Virtual Assistant LLC acts as a Data Controller for user accounts, platform usage, and internal operations

  • AVA Virtual Assistant LLC may act as a Data Processor when handling data on behalf of clients (e.g., through VA services and client-directed tasks)

In such cases, clients are responsible for defining how data is processed within their operations.

15. Updates to This Policy

We may update this Privacy Policy from time to time. Changes will be posted on this page with an updated effective date.

Continued use of the platform constitutes acceptance of the updated policy.

16. Contact Information

AVA Virtual Assistant LLC

Website: https://www.avilava.com

Email: admin@avilava.com