Soar Virtual Assistants – Privacy Policy

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

Business details

1) What this policy covers

This policy applies to personal information we collect through our website, forms, emails, calls, and while delivering our services.

2) What personal information we collect

We may collect the following types of personal information:

Enquiries and marketing

  • Name, email address, phone number

  • Business name, website, role

  • Information you submit in forms, emails, and calls

  • Email engagement data (e.g., opens/clicks) where we use email tools

Client onboarding and service delivery

  • Business contact details (including any team contacts you nominate)

  • Task requests, priorities, instructions, SOPs, and communications

  • Details you provide for access to business systems (e.g., usernames, permissions, admin contact details)

  • Files or data you provide so we can perform tasks

Billing and transactions

  • Subscription status, invoices, payment history, transaction identifiers

  • Note: payments are processed by Stripe. We do not store full card details.

Website usage (cookies/analytics)

  • IP address, device/browser details, pages visited

  • Cookies and analytics/marketing data (see section 9 and our Cookie Policy)

Sensitive information
We generally don’t ask for sensitive information (e.g., health information). Please don’t send sensitive personal information by email unless it’s necessary and you’ve confirmed it’s appropriate for the task.

3) How we collect personal information

We collect personal information when you:

  • submit website forms (contact, pricing/enquiry, onboarding)

  • book a call or contact us by email/phone

  • engage our services and communicate with your VA/Client Support Manager

  • use our website (cookies/analytics)

Where reasonable, we collect information directly from you. Sometimes we may collect information from your nominated representatives or through your business systems if you provide access and instruct us to use them.

Website features note: We do not currently offer public website accounts, blog comments, or user-uploaded content on our website.

4) Why we collect, use and disclose personal information

We collect, use and disclose personal information to:

  • respond to enquiries and provide information or quotes

  • onboard clients and deliver VA services and support

  • manage accounts, subscriptions, billing and customer support

  • improve our services, training, and quality control

  • maintain security and prevent fraud

  • comply with legal obligations and resolve complaints/disputes

5) Who we share your personal information with

We may disclose personal information to:

  • our team members and contractors involved in service delivery

  • your assigned VA(s) and Client Support Manager

  • service providers (e.g., website hosting, email marketing, CRM, analytics, payment processing)

  • professional advisers (e.g., accountants, lawyers) where necessary

  • law enforcement or regulators where required by law

We only disclose what is reasonably necessary for the purpose.

6) Overseas disclosure (including the Philippines)

Our services may involve disclosing personal information to:

  • virtual assistants based in the Philippines, and/or

  • overseas software/service providers (for example, cloud hosting, email platforms, analytics/advertising tools, and other business systems).

Overseas recipients may be located in the Philippines, the United States, and other countries where our providers store or process data.

We take reasonable steps to protect personal information when it is handled overseas, including contractual and operational safeguards where appropriate.

7) Client systems, access and security responsibilities

Clients commonly provide access to client-owned tools (e.g., Google Workspace, CRMs, social platforms). You control:

  • what systems we access

  • permission levels you grant

  • revoking access when roles change or services end

We encourage clients to use business-owned accounts, role-based permissions, and MFA where available.

8) AI and sensitive data

To reduce risk:

  • VAs must not input sensitive personal information (or other high-risk client/customer data) into public generative AI tools unless you explicitly approve the use case in writing and provide an approved environment/instructions.

  • We recommend clients use business-owned AI/work accounts where possible for accountability and auditability.

9) Cookies and tracking technologies (GA4 + LinkedIn)

We use cookies and similar technologies to operate our website and (if you consent) to understand how visitors use our site and measure marketing performance. We currently use:

  • Google Analytics (GA4) to understand website traffic and usage trends; and

  • LinkedIn Insight Tag to measure the effectiveness of LinkedIn advertising and understand which pages are visited after interacting with LinkedIn ads.

Some analytics/advertising providers may store or process data on servers located outside Australia (for example, in the United States or other locations where they operate data centres).

You can control non-essential cookies via our cookie banner/settings and through your browser settings. See our Cookie Policy for more details.

10) How we store and protect personal information

We take reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification or disclosure, including:

  • access controls and least-privilege practices

  • secure handling of credentials

  • restricting access to authorised team members

  • using reputable cloud services and appropriate security settings

No method of transmission or storage is completely secure. If we become aware of a material security incident affecting your personal information, we will respond in a reasonable and timely way.

11) Data retention

We keep personal information only for as long as needed for:

  • delivering services and managing the relationship

  • legal, accounting, and tax obligations

  • handling complaints and disputes

When information is no longer required, we take reasonable steps to delete or de-identify it (subject to legal retention requirements).

12) Access and correction

You may request access to, or correction of, personal information we hold about you by contacting hello@soarvirtualassistants.com. We may need to verify your identity.

13) Complaints

If you have a privacy complaint:

  1. email hello@soarvirtualassistants.com with details; and

  2. we will investigate and respond within a reasonable time.

If you’re not satisfied, you may contact the Office of the Australian Information Commissioner (OAIC).

14) Changes to this Privacy Policy

We may update this policy from time to time. The latest version will be posted on our website with the updated date.