Privacy Policy

Last updated: October 2026

Virtual Assistant Hive (“Hive,” “we,” “us,” or “our”) respects your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website virtualassistanthive.com (the “Site”) and use our services. We operate globally from India and are committed to compliance with applicable data protection laws in every jurisdiction we serve.

1. Information We Collect

Information You Provide

  • Name, email address, phone number, and company name when you book a consultation via Calendly
  • Business information provided during consultations, onboarding, or communications with our team
  • Payment and billing details for service invoicing
  • Any files, credentials, or data you share to enable your virtual assistant to perform assigned tasks

Information Collected Automatically

  • IP address, browser type, operating system, and device information
  • Pages visited, time spent on pages, referral source, and click behavior
  • Cookies and similar tracking technologies (see our Cookie Policy for details)

2. How We Use Your Information

  • To respond to your consultation requests and provide our virtual assistant services
  • To communicate with you about your account, service updates, or support inquiries
  • To process payments and manage billing
  • To improve our website, services, and user experience
  • To analyze website usage and measure marketing effectiveness
  • To comply with legal obligations and enforce our terms

3. Legal Basis for Processing

We process personal data on the following lawful bases:

  • Contractual necessity: To perform services you have engaged us for
  • Legitimate interest: To improve our services, prevent fraud, and manage our business operations
  • Consent: For marketing communications and non-essential cookies, which you can withdraw at any time
  • Legal obligation: To comply with applicable laws, regulations, and lawful government requests

4. Cookies and Tracking Technologies

We use cookies and similar technologies to enhance your experience. For a complete overview of the cookies we use, how they work, and how to manage your preferences, please see our Cookie Policy.

5. Third-Party Services

We use the following third-party services that may collect information:

  • Calendly: For scheduling consultations. Calendly Privacy Policy
  • Google Analytics / Google Tag Manager: For website analytics. Google Privacy Policy
  • Payment processors: For processing service payments securely. Payment details are handled directly by the processor and are not stored on our servers.

6. Data Sharing and Disclosure

We do not sell your personal information. We may share data with:

  • Service providers who assist in operating our website and services (hosting, analytics, scheduling, payment processing)
  • Your assigned virtual assistant, limited to the data necessary to perform their assigned tasks
  • Legal authorities when required by law, court order, or to protect our legal rights
  • Business partners only with your explicit consent

7. International Data Transfers

Our operations are based in India, and your data may be processed and stored in India regardless of where you are located. When we transfer data from the EU/EEA, UK, or other jurisdictions with data transfer restrictions, we use appropriate safeguards such as Standard Contractual Clauses (SCCs) approved by the European Commission, contractual obligations with our service providers, and technical security measures to protect your data in transit and at rest.

8. Data Security

We implement robust technical and organizational measures to protect your personal information, including:

  • Encryption of data in transit (TLS/SSL) and at rest
  • Role-based access controls for all VA operations
  • VPN-only access for virtual assistants accessing client systems
  • Strict NDAs signed by every team member before any client engagement
  • Regular security training for all personnel

No method of electronic transmission or storage is 100% secure, and we cannot guarantee absolute security. If you become aware of a security incident, please contact us immediately.

9. Data Retention

We retain your personal information only for as long as necessary to fulfill the purposes described in this policy, comply with legal obligations, resolve disputes, and enforce our agreements. When data is no longer needed, we securely delete or anonymize it. Typical retention periods are:

  • Client engagement data: Duration of the service relationship plus 3 years
  • Website analytics data: 26 months (Google Analytics default)
  • Marketing consent records: Until consent is withdrawn, plus a reasonable period for record-keeping

10. Your Rights

For All Users

  • Access, correct, or delete your personal information
  • Opt out of marketing communications at any time
  • Manage cookie preferences via our cookie consent banner or Cookie Policy

For Indian Residents (DPDP Act 2023)

  • Right to access personal data and obtain a summary of processing activities
  • Right to correction and erasure of personal data
  • Right to nominate another person to exercise rights in case of death or incapacity
  • Right to grievance redressal

For EU/EEA/UK Residents (GDPR / UK GDPR)

  • Right to access, rectify, and erase your data
  • Right to data portability
  • Right to restrict or object to processing
  • Right to withdraw consent at any time
  • Right to lodge a complaint with your local supervisory authority

For California Residents (CCPA/CPRA)

  • Right to know what personal information is collected, used, and disclosed
  • Right to delete personal information
  • Right to opt out of the sale or sharing of personal information (we do not sell personal data)
  • Right to non-discrimination for exercising your privacy rights
  • Right to correct inaccurate personal information

To exercise any of these rights, contact us at hello@virtualassistanthive.com. We will respond within 30 days (or sooner where required by law).

11. Children's Privacy

Our services are not directed to individuals under 18. We do not knowingly collect personal information from children. If you believe we have collected data from a child, please contact us and we will delete it promptly.

12. Changes to This Policy

We may update this Privacy Policy from time to time. Changes will be posted on this page with an updated “Last updated” date. For material changes, we will notify you via email or a prominent notice on our website. Continued use of our services after changes constitutes acceptance of the updated policy.

13. Grievance Officer

In accordance with the Information Technology Act 2000 and the Digital Personal Data Protection Act 2023, the Grievance Officer for Virtual Assistant Hive can be contacted at:

We aim to resolve all grievances within 30 days of receipt.

14. Contact Us

If you have questions about this Privacy Policy or wish to exercise your rights, contact us: