Privacy Policy.

About this policy

For purposes of this Privacy Policy, “Hiraya VA Collective,” “Hiraya,” “we,” “us,” and “our” refer to Hiraya VA Collective, a virtual assistance company based in San Antonio, Texas, USA.

This policy explains what personal information we collect through https://hirayavacollective.com and in the course of providing our services, why we collect it, who we share it with, how long we keep it, and the choices available to you.

It applies to prospective and current clients, website visitors, and Filipino professionals who apply to join our talent network. By using our website or submitting information to us, you acknowledge the practices described here.

Information we collect

Website inquiries

When you use our contact form, we collect the first and last name, work email address, company name, the type of support you are considering, and the message you write. We also record the page the form was submitted from and the IP address of the submission, which we use only to identify and prevent spam.

Client service forms and consultations

When you discuss your requirements with us, we collect the information you choose to share about your business, role requirements, tools and systems, working hours, communication preferences and goals. This is what allows us to match you with a suitable virtual assistant rather than sending whoever is available.

Virtual assistant applications

When you apply to join our talent network, we collect your first and last name, email address, location in the Philippines, primary professional area, a LinkedIn or portfolio URL, and the experience and ideal role you describe. If your application progresses, we may collect further information you provide during interviews and onboarding discussions.

Newsletter

If you sign up for updates, we collect the email address you provide for that purpose.

Cookies and website logs

This website does not set advertising or tracking cookies, and we do not operate third-party analytics or advertising trackers on it. Our web server may keep standard access logs, which can include IP addresses, browser and device information, requested pages and timestamps. These logs are used for security, diagnosing faults and maintaining the website. If we introduce analytics or cookies in future, we will update this policy first.

How we use your information

• To respond to inquiries and answer questions about our services.
• To understand your requirements and match you with a suitable virtual assistant.
• To assess applications, and to introduce suitable candidates to clients where an opportunity exists.
• To deliver, manage and support ongoing working relationships.
• To send updates you have consented to receive.
• To protect the website against spam, misuse and security incidents.
• To meet legal, tax or regulatory obligations that apply to us.

We do not sell your personal information, and we do not use it for automated decision-making.

Form security and honeypot protection

Our forms send the information you enter to us by email at info@hirayavacollective.com. Submissions are not written to a separate public database on this website.

To reduce automated spam, our forms include a hidden “honeypot” field that is invisible to people using the website and is only completed by automated bots. If that field is filled in, the submission is discarded. We also record the submitting page and IP address for the same purpose. This spam-prevention data is not used for marketing or profiling.

Email communications

When you contact us, or when we contact you about your inquiry, application or engagement, those email exchanges and the information in them are retained as part of our business records, in line with the retention periods set out below.

Marketing or newsletter emails are only sent where you have consented. You may withdraw that consent at any time by using the unsubscribe option in the message, or by emailing us. Withdrawing marketing consent does not stop essential communications about an active inquiry, application or engagement.

Filipino applicant data and international data transfers

We are based in San Antonio, Texas, USA, and the professionals in our network are located in the Philippines. Our clients may be located in other countries. This means personal information belonging to applicants and virtual assistants in the Philippines is transferred to, accessed from and stored in the United States, and may be shared with clients in other countries where an opportunity exists.

By applying to our talent network, you understand that your information will be handled outside the Philippines for the purposes described in this policy. Data protection laws in the countries involved may differ from those in your own country. We take reasonable steps to protect your information consistently wherever it is handled, and we only share applicant details with a client where doing so is part of considering you for a role.

Data sharing

We share personal information only where it is necessary, and only with:

• Authorized team members within Hiraya VA Collective who need it to respond to your inquiry, assess your application or support an engagement.
• Clients, where we are presenting a shortlist and sharing an applicant's relevant professional details as part of considering them for a role.
• Virtual assistants placed with a client, who receive the client information needed to perform their agreed work.
• Service providers that operate the infrastructure we rely on, such as website hosting and email, and only to the extent needed to provide that service to us.
• Authorities or advisers, where we are required to disclose information by law, or where it is necessary to establish, exercise or defend legal rights.

We require those acting on our behalf to handle personal information confidentially and to use it only for the purpose it was shared.

How long we keep your information

Our standard retention period is 24 months. We apply it as follows:

• General inquiriesRetained for up to 24 months after the last meaningful communication.
• Prospective client informationRetained for up to 24 months after the last contact, consultation or proposal.
• Client recordsRetained for up to 24 months after the client relationship ends, unless a longer period is legally required.
• Unsuccessful applicant informationRetained for up to 24 months after the application or last communication.
• Talent pool informationRetained for up to 24 months from the date of application or the applicant's most recent update.
• Successful applicant and virtual assistant recordsRetained for up to 24 months after the professional relationship ends, unless a longer period is legally required.
• Website submission and security logsRetained for up to 24 months.
• Marketing consent and communication recordsRetained for up to 24 months after the last interaction, or until consent is withdrawn, whichever occurs first.

Applicants may request the removal of their information before the 24-month period ends, and we will act on that request unless we are legally required to keep it. When personal information is no longer required, we will take reasonable steps to securely delete, destroy or anonymize it.

Your rights and choices

You may ask us to:

• Access the personal information we hold about you.
• Correct information that is inaccurate, outdated or incomplete.
• Delete your information, including before the end of the 24-month retention period.
• Withdraw consent for marketing or newsletter communications at any time.
• Object to or restrict a particular use of your information.

To make a request, email us at info@hirayavacollective.com. We may need to confirm your identity before acting, so that we do not disclose information to the wrong person. We will respond within a reasonable period. Where we cannot action a request, we will explain why.

If you are not satisfied with how we have handled a privacy matter, contact us first so we can try to resolve it. You may also be able to raise the matter with the data protection authority in your country.

Children's privacy

Our website and services are intended for adults engaging with us in a business or professional capacity. We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, contact us and we will take reasonable steps to delete it.

Third-party websites

Our website may link to other websites, including professional profiles and social media pages. We are not responsible for the content or privacy practices of those websites. We encourage you to review the privacy policy of any third-party site before providing information to it.

Updates to this Privacy Policy

We may update this policy to reflect changes in our services, our systems or applicable law. The revised version will be published on this page with a new “last updated” date. Where a change materially affects how we handle your personal information, we will take reasonable steps to make that clear. Please review this page periodically.