Your Privacy Matters.

Nexus VA Solutions ("Nexus VA Solutions," "Nexus VA," "we," "us," and/or "our") is a dedicated outsourcing firm providing virtual assistants to businesses. This Privacy Policy explains how we collect, use, disclose, and protect your personal information when you visit www.nexusvasolutions.com (the "Site") and use our services (the "Services"). By using our Site and Services, you agree to the practices described in this Privacy Policy.

For the purposes of this policy, "Personal Information" refers to information about an identified or identifiable individual, such as a name, email address, or phone number. Some information is automatically disclosed to or collected by us through your use of the Site.

This Privacy Policy covers information we collect from visitors to the Site, businesses that contact us or book a call, and individuals who apply to join our team. In these contexts, Nexus VA Solutions acts as the "data controller." It does not apply to information that our virtual assistants process on behalf of our clients while delivering services; in that role we act as a processor and handle such data solely according to our client's instructions.

A. Information you provide to us directly

We collect information you provide directly to us, primarily through the forms on our Site:

• Contacting us — when you complete our Contact form, or reach out by email, phone, or our social media accounts, we collect your first and last name, email address, phone number, and the contents of your message.
• Booking a call — when you request a discovery call through our Book a Call form, we collect your first and last name, email address, phone number, and any communication preferences you select (such as SMS updates or newsletter opt-in).
• Email & newsletter sign-ups — when you opt in to receive communications from us, we collect your name, email address, and your preferences.
• Website chat — when you use our website chat assistant, we collect the messages you send during the conversation, along with any name and email address you choose to provide. Chat transcripts are retained for a limited time (see Section 6) and may be reviewed by our team to respond to you and improve our Services.
• Applying to join our team — when you apply through our Apply Now form, we collect information such as your full name, contact details, location, the position(s) you're applying for, your work experience, education, skills, professional references (including their names, relationships, and contact details), and any files you upload, such as a résumé or profile photo.

B. Information we automatically collect

As you navigate our Site, we and our hosting and infrastructure providers may automatically collect limited technical information, including:

• Log information — such as your browser type and language, access times, pages viewed, Internet Protocol (IP) address, approximate location, and the page you visited before arriving at our Site.
• Device information — such as your device type, operating system, and similar identifiers.
• Cookies — small data files that help our Site function and help us understand how visitors use it. See Section 11 for more detail.
• Analytics — we use analytics services, including Google Analytics, to understand how visitors find and use our Site (such as pages viewed, time on site, and general location). This helps us improve our content and services. Google Analytics may set cookies and process this data on our behalf; you can learn more in Google's privacy documentation, and you can opt out using Google's browser opt-out tools.

C. Information we collect from other sources

In limited cases, we may receive information about you from sources other than you:

• References — if you apply to join our team, we may receive information from the professional references you provide.
• Client feedback — if you are one of our virtual assistants, we may collect feedback about your performance from the clients you are matched with, in order to maintain our quality standards.

The table below summarizes how we process your Personal Information, where it comes from, the legal basis for processing, and who within our organization receives it.

Any of the information we collect from you may be used to:

• Provide, operate, and personalize our Services to meet your needs.
• Respond to your inquiries and support requests.
• Schedule and conduct discovery calls and onboard new clients.
• Review, evaluate, and follow up on applications to join our team.
• Send confirmation emails and, where you have opted in, newsletters and occasional company news, service information, and updates.
• Continuously improve our Site and Services based on feedback and usage.
• Comply with legal obligations and enforce our terms.

Note: If at any time you would like to unsubscribe from receiving future emails, we include detailed unsubscribe instructions at the bottom of each email.

If you've given explicit consent, we may occasionally reach out to you with updates about our Services. If you prefer not to receive these updates anymore, kindly inform us via email at info@nexusvasolutions.com. You can also opt out of our marketing emails by clicking the unsubscribe link in any email you receive from us. For further details, please refer to Section 8, "Your Rights & Choices," below.

We retain your Personal Information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, as communicated to you, or as permitted by applicable law. This includes retaining your information to comply with legal obligations, meet regulatory requirements, resolve disputes, enforce this Privacy Policy, and prevent fraud and abuse.

In determining how long to keep your information, we consider factors such as the amount, nature, and sensitivity of the Personal Information, the potential risk of unauthorized use or disclosure, the purposes for which we process it, and the legal requirements that apply. To dispose of Personal Information, we may anonymize it, delete it, or take other appropriate steps. Copies of information may persist in backups for additional periods.

We do not sell your Personal Information. We may share information about you in the following circumstances:

• Vendors and service providers — who require access to perform services on our behalf, such as our website hosting provider, our database and file-storage provider (Supabase), and our email delivery provider (Resend). These providers process data on our behalf and are bound by confidentiality obligations.
• Your matched assistant or client — when we pair a client with a virtual assistant, we share the information necessary to enable communication, collaboration, and an understanding of individual needs and capabilities.
• Business transfers — your information may be shared in connection with a merger, acquisition, financing, reorganization, or sale of assets.
• Legal requirements — when necessary to comply with legal obligations or lawful requests from public authorities, to protect Nexus VA Solutions' rights, property, and safety, and to defend against legal claims.

We may also share aggregate or de-identified information that cannot reasonably identify you for purposes such as reporting and improving our Services.

You may request to access, correct, update, or delete the Personal Information we hold about you. To make a request, email us at info@nexusvasolutions.com. Your choices include:

• Opting out of promotional messages — you can opt out of receiving promotional emails and texts at any time by following the opt-out instructions in those communications or by contacting us. It may take up to 10 business days to process your request. Opting out of promotional messages does not affect non-promotional communications related to our business relationship.
• Restricting cookies — you can configure your browser settings to reject cookies or notify you when cookies are sent. Altering or rejecting cookies may impact the availability and functionality of our Site.
• Limitations — these rights may be limited, for example if fulfilling your request would reveal Personal Information about another person, or if you ask us to delete information we are required by law to keep.

Nexus VA Solutions employs administrative, physical, and technical safeguards that we consider suitable to ensure the confidentiality, integrity, and accessibility of your Personal Information. These measures include encrypted connections (HTTPS / SSL) for transmitting information, access-controlled storage accessible only by authorized personnel, and confidentiality agreements signed by our team members and virtual assistants.

While we endeavor to protect Personal Information from unauthorized loss, misuse, or alteration, it's important to understand that transmitting information over the Internet and storing it electronically always carries inherent risks, and we cannot provide absolute security guarantees. If Personal Information is compromised due to a security breach that is likely to pose a significant risk to your rights and freedoms, we will promptly notify affected individuals as required by applicable law.

Yes. Cookies are small files that a website transfers to your device through your web browser (if permitted) to enable the website to recognize your browser and remember certain information. We use cookies to save your preferences for future visits and to compile aggregate data about site traffic and interactions to improve our Site. Third-party service providers may assist us in understanding our website visitors better, but they are prohibited from using the collected information for any purpose other than helping us manage and enhance our business operations.

If you prefer, you can set your browser to notify you each time a cookie is sent or disable all cookies through your browser settings. Please note that disabling cookies may affect some features of our Services.

The Service is designed for individuals aged 18 and older, and we do not knowingly collect or solicit Personal Information from individuals under the age of 18. If you are a parent or legal guardian and believe that your child under the age of 18 has provided Personal Information to us without your consent, please contact us at info@nexusvasolutions.com.

We may include links to third-party websites, services, and applications that are not operated or managed by Nexus VA Solutions. This Privacy Policy does not govern the privacy practices of those third parties. The presence of a link does not imply endorsement, authorization, or affiliation. We recommend that you review the privacy policies of any third-party service before disclosing any Personal Information to them.

By using our Site, you consent to this Privacy Policy.

We may periodically revise and update this Privacy Policy to reflect changes in our practices or due to legal requirements. When we make changes, we will publish the updated Privacy Policy on our website and indicate the date of the most recent revision at the top of this page. We encourage you to review this policy regularly. In cases of significant updates, we may provide additional notification, such as posting a notice on our homepage or sending you an email if we have your email address. Your continued use of the Service after the revised Privacy Policy takes effect signifies that you have read, understood, and agreed to the updated terms, as permitted by applicable law.

Questions, comments, remarks, requests, or complaints regarding this Privacy Policy are welcome and should be addressed to: