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Soar Virtual Assistants – Privacy Policy

This Privacy Policy explains how Soar Virtual Assistants (“we”, “us” and “our”) collects, uses, stores and discloses personal information.

Business details

1. What this policy covers

This policy applies to personal information handled through our website, Scorecard, forms, bookings, recruitment, communications and services. It also explains our use of analytics, advertising technologies and AI resources.

2. Information we collect

We collect information reasonably needed for the relevant interaction, which may include:

  • Enquiries and assessments: name, email, telephone number, business details, role, Scorecard answers and results, booking details and correspondence.
  • Recruitment: candidate contact details, applications, employment history, qualifications, availability, assessment results, interview notes and relevant identity or reference-check information.
  • Client services: business priorities, role requirements, nominated contacts, relevant instructions and communications, and information needed for placement and support.
  • Billing: billing details, invoices, payment status and transaction identifiers. Payments are processed by providers such as Stripe. We do not store full payment-card details.
  • Website and email interactions: IP address, browser and device information, pages visited, referral sources, cookie identifiers and email opens or clicks where tracking is enabled.

We generally do not seek sensitive personal information, such as health information, racial or ethnic origin, religious beliefs or criminal-record information. If it is reasonably necessary for a lawful purpose, we explain the collection and obtain consent where required. Please do not send unnecessary sensitive information, passwords or identity documents through general enquiry forms or ordinary email.

3. How we collect information

We usually collect information directly from you when you complete a form or Scorecard, apply for a role, book a call, contact us or engage our services. We may also receive relevant information from authorised business representatives, recruitment platforms, publicly available professional profiles and referees or checking providers where appropriate and lawful.

You can make a general enquiry anonymously or using a pseudonym where practical. If you do not provide relevant information, we may be unable to provide personalised results, assess an application or deliver the requested service.

If you provide information about someone else, you must have authority to share it and provide any required notices or obtain any required consent.

4. Why we use information

We use personal information to:

  • Respond to enquiries and provide Scorecard results, reviews and requested information.
  • Clarify roles, assess candidates, coordinate interviews and arrange placements.
  • Provide agreed support and resources, and administer accounts and payments.
  • Improve our website and services, maintain security and prevent misuse.
  • Send marketing where we have the necessary consent.
  • Meet legal obligations and handle requests, complaints or disputes.

We limit use and disclosure to these purposes or other purposes permitted by law. Publishing this policy does not by itself obtain consent for a new use of your information.

5. Who receives information

We may share relevant information with authorised team members, contractors, professional advisers and providers supporting our website, Scorecard, bookings, CRM, email, recruitment, payments, storage and approved operational tools. We may disclose information to authorities where required or permitted by law.

For recruitment, relevant candidate information may be shared with prospective clients in connection with roles discussed with the candidate. Relevant role and business information may be shared with candidates. We obtain consent where required and limit information to what is reasonably needed.

Under our direct-placement model, clients select, contract with, pay and manage their VA directly. Information handled within a client’s business systems is subject to that client’s arrangements and privacy responsibilities. This does not remove our responsibility for information we handle ourselves.

6. Overseas handling

Information may be accessed, stored or processed outside Australia, including in the Philippines for recruitment and placement activities and the United States through technology providers.

Other locations depend on the providers used. We identify additional recipient countries in this policy where practicable and update the information when arrangements change. You can contact us about providers and locations relevant to your interaction with us.

We take reasonable steps to protect overseas disclosures through appropriate provider assessment, contractual arrangements, access restrictions and security settings, and comply with applicable legal obligations.

7. Client systems and access

Clients control access to their business systems and should use business-owned accounts, individual logins, appropriate permission levels and multi-factor authentication. Access should be limited to what the role requires and removed when no longer needed.

We request access to client systems only where needed for agreed services and with appropriate authorisation. Providing SOAR Business Growth AI resources does not automatically give us access to client accounts, conversations or files.

8. Generative AI and sensitive information

SOAR Business Growth AI provides structured guidance and resources for use within supported third-party AI platforms. It is not a separate AI model or a guarantee that a platform is suitable for confidential information.

Our AI-use rule is that sensitive personal information, confidential client or customer records, and security credentials must not be entered, uploaded or exposed to generative AI tools. This includes ChatGPT, Claude and similar tools, whether accessed through free, paid or business accounts.

Prohibited material includes health or patient records, identity documents, tax file numbers, bank or payment-card details, passwords, access tokens, confidential financial or legal records, and identifiable customer or candidate files. This rule applies to prompts, attachments, screenshots, recordings, connected folders, integrations and automated workflows.

Use public information, fictional examples or appropriately de-identified material instead. Removing a name alone may not be enough: details must not reasonably allow a person or confidential matter to be identified. Ordinary personal information should also be excluded from general-purpose AI prompts.

Client approval, a paid subscription or a setting that disables model training does not override this restriction or establish that a use is lawful. Necessary handling of restricted information should take place through an approved non-generative-AI workflow.

AI outputs require human review for accuracy, privacy and suitability before they are used or shared. Clients should include these restrictions in their VA instructions and access arrangements. Third-party platforms remain subject to their own terms, privacy practices and account settings. If information is accidentally disclosed through a Soar-related AI workflow, notify the client and Soar Virtual Assistants promptly so the incident can be assessed and addressed.

9. Cookies, analytics and advertising

Cookies are small files stored on your device. Pixels, tags and similar technologies can record website interactions and send information to service providers.

We use essential technologies for website operation and security. With your permission, optional technologies may be used for:

  • Analytics: understanding website traffic, navigation and performance.
  • Advertising measurement: understanding whether an advertisement leads to a visit, enquiry or booking.
  • Retargeting: showing relevant advertisements to previous visitors on LinkedIn or other advertising platforms.

Tools may include Google Analytics, the LinkedIn Insight Tag and, if introduced, advertising technologies from Meta or other platforms. We identify active optional providers and their purposes in our cookie settings and update these disclosures before materially changing our tracking practices.

Depending on the tool, information may include IP address, device and browser details, cookie or advertising identifiers, page URLs, referral information and selected interaction events. Providers may match this activity with information they already hold, including a logged-in social media account, under their own privacy policies. Information may be processed overseas as described in section 6.

We do not send sensitive information, Scorecard answers, application documents or the contents of enquiry forms to advertising platforms through tracking tools. We limit tracking events to what is needed for the stated purpose.

Your choices:

Our website and embedded third-party services may use technologies needed for functionality, security and bookings. You can manage cookies through your browser settings, although restricting them may affect some features.

If we introduce analytics or advertising tracking, we will update this policy and provide any notices and choices required before enabling it.

10. Marketing communications

We send marketing emails or messages only with consent, including where it may lawfully be inferred. Completing a Scorecard does not automatically constitute consent to unrelated marketing.

You may unsubscribe using the link or instructions in a message or by contacting us. We action marketing opt-outs within five working days. Necessary booking, service and transaction messages may still be sent.

11. Security and retention

We take reasonable steps to protect information against misuse, interference, loss and unauthorised access, modification or disclosure. These include access controls, appropriate account settings, secure credential handling and limiting access to authorised people.

No system is completely secure. We assess and respond to suspected data breaches and notify affected individuals and regulators where required by law.

We keep information only as long as reasonably needed for the purposes described, including recruitment, service delivery, legal records and dispute handling. When no longer needed, we take reasonable steps to delete or de-identify it, subject to legal retention requirements.

12. Access and correction

Contact hello@soarvirtualassistants.com to request access to or correction of personal information, ask about deletion or raise a privacy question. We may verify your identity. If we cannot meet a request, we explain why, subject to law.

13. Complaints

Send privacy complaints to hello@soarvirtualassistants.com, describing your concern and the outcome you seek. We investigate and aim to respond within 30 days, advising you if more time is needed.

If unresolved, you may contact the Office of the Australian Information Commissioner at oaic.gov.au where the matter falls within its jurisdiction.

14. Updates

We may update this policy as our services, technology or legal obligations change. The current version and date will appear on this page. We provide further notice or seek consent where required by law.