Privacy Policy

1. Information We Collect

We collect the following categories of information:

Information you provide

• Name, email address, business name, and phone number when you book a fit call or submit an inquiry.
• Details about your company, the role you are looking to fill, and your operational scope, when you engage us for services.
• Candidate qualifications, work history, contact details, and skill assessments when you apply to join our virtual assistant bench.

Information collected automatically

• Pages visited, time on page, referring website, and similar analytics data, if and when analytics tools are installed on the site.
• Browser type, operating system, and screen size, used to ensure the site renders correctly.

At the time of publication, this website does not run third-party advertising trackers, does not place cookies for marketing purposes, and does not sell or share personal data with data brokers.

2. How We Use Your Information

We use the information we collect to:

• Respond to inquiries, schedule fit calls, and provide the services you have requested.
• Match prospective virtual assistants to client engagements.
• Send service-related communications (proposals, weekly reports, account updates) to active clients.
• Maintain the security and integrity of our website and operational systems.
• Comply with applicable legal obligations.

We do not use your information for purposes beyond what is described in this policy without your consent.

3. Third-Party Services

KayaDesk uses a small number of third-party tools to operate. These tools may receive information you provide:

• We use Calendly to manage fit-call scheduling. Calendly collects the information required to book and confirm your meeting.
• We use Google Forms to collect virtual assistant applications. Google’s privacy practices govern data submitted through the form.
• We use commercial email services to correspond with clients and candidates.

We select third-party tools that have published privacy practices and we limit the information shared with them to what is necessary to deliver the service.

4. Information Sharing

We do not sell your personal information. We share information only in the following limited circumstances:

• Payment processors, scheduling tools, and similar vendors that help us operate.
• When you engage KayaDesk for staffing services, we share the operational information your VA needs to perform the role.
• When required by applicable law, court order, or to protect the rights and safety of KayaDesk and others.

5. Data Retention

We retain personal information for as long as is necessary to provide the services you have requested and to comply with our legal obligations. Inquiry information is generally retained for up to two years. Client engagement records are retained for the duration of the engagement and a reasonable period thereafter for legal and accounting purposes. Candidate applications are retained for up to two years to consider you for upcoming placements unless you request earlier deletion.

6. Your Rights

Depending on your jurisdiction, you may have the right to access, correct, or request deletion of your personal information. To exercise these rights, contact us using the information below and we will respond within a reasonable timeframe.

7. Security

We use commercially reasonable administrative, technical, and physical safeguards to protect the information you share with us. No method of transmission or storage is perfectly secure, but we take this responsibility seriously.

8. Children

Our website and services are not directed to children under the age of 16. We do not knowingly collect information from children. If you believe we have collected such information, please contact us so we can take appropriate action.

9. Changes to This Policy

We may update this policy from time to time. When we do, we will revise the “Last updated” date at the top. Material changes will be communicated through the website.

10. Contact

If you have questions about this Privacy Policy or our practices, contact KayaDesk at the address provided to you in your service agreement or via the booking form on our homepage .