Privacy Notice

About This Notice

Virtual Aid Solutions Inc. (“Virtual Aid”, “we”, “us” or “our”) is responsible for the personal information described in this notice.

This notice applies when you visit virtualaid.io, submit the website enquiry form, or contact us directly about our services. It does not cover the Virtual Aid customer portal or information handled while delivering a paid service. Before we accept live customer information, the applicable agreement, onboarding material, and privacy disclosures will explain that handling separately.

Information We Collect

When you use the enquiry form, we collect:

• your name and business name;
• your work email address;
• your phone number, if you choose to provide it; and
• the information you include about the administrative work you would like help with.

If you email us directly, we collect your email address and the information contained in your message and its delivery details.

When you use the website, Cloudflare processes limited technical information needed to deliver and protect it. This can include your IP address, request and device information, security signals, and the result of an anti-bot check. Cloudflare Turnstile uses browser and interaction signals to distinguish people from automated traffic.

When enabled, Cloudflare Web Analytics provides aggregate page-use and performance information. Cloudflare states that this service does not collect or use visitors’ personal data and does not track individual visitors across its customers’ websites.

We do not use advertising pixels or session-replay tools. Turnstile may use signals and cookies that Cloudflare describes as strictly necessary to detect and block automated traffic.

Why We Collect It

We use this information to:

• read, assess, and respond to your enquiry;
• understand whether Virtual Aid may be able to help with your workflow;
• operate, protect, monitor, and troubleshoot the website and enquiry form;
• maintain reasonable records of our communication; and
• handle a complaint, protect our legal rights, or meet an applicable legal obligation.

You can browse the public website without identifying yourself. Your phone number is optional when making an enquiry. If you do not provide the other required form information, we cannot receive the enquiry through the form. You can instead email hello@virtualaid.io.

Submitting an enquiry does not subscribe you to a newsletter or ongoing marketing. We do not sell or rent enquiry information or share it for another organisation’s direct marketing.

Who Handles the Information

Access is limited to people who need the information to handle the enquiry, operate the website, or meet a legitimate legal or security need. This can include authorised Virtual Aid directors and team members, including our operations team in Cebu, Philippines.

We use the following service providers for the website enquiry:

• Cloudflare provides website delivery, security, Worker processing, Turnstile, and optional Web Analytics.
• Resend delivers the enquiry as a plain-text email to our fixed Virtual Aid mailbox.
• Our email service provider receives, stores, and enables us to respond to that message.

We may also disclose information to professional advisers, insurers, regulators, courts, or law-enforcement bodies when reasonably necessary and permitted or required by law.

Overseas Handling

Virtual Aid operates from the Philippines, and authorised team members in Cebu may access your enquiry there. Cloudflare and Resend are based in the United States and may process information using their global infrastructure and approved subprocessors. The overseas locations most likely to be involved are therefore the Philippines and the United States, although provider infrastructure and subprocessor locations can change.

We select service providers and access controls with the nature of the information and the purpose of the processing in mind. Provider handling is also governed by their own terms, privacy information, and subprocessor arrangements.

How We Hold and Protect It

The website Worker does not write enquiry-form contents to a marketing database. After validation and the anti-bot check, the form sends one plain-text internal email to our fixed Virtual Aid address. Application logs contain an internal request identifier, time, broad outcome, and provider status—not your form message, email address, or phone number.

We use measures appropriate to this limited enquiry process, including encrypted transmission, restricted access, strict form validation, anti-bot controls, and provider account protections. No internet transmission or storage system can be guaranteed to be completely secure.

Please do not submit receipts, credentials, financial records, customer records, health information, identity documents, or other sensitive information through the website form. If you send such information accidentally, contact us so we can assess the appropriate response.

How Long We Keep It

If an enquiry does not become a customer relationship, we keep the enquiry correspondence for up to 12 months after our last communication about it, then delete it unless we reasonably need it for a complaint, dispute, security matter, or legal obligation.

If you become a customer, relevant correspondence may become part of the customer or business record and will be handled under the applicable agreement, service privacy information, and legal retention requirements.

Under the providers’ current standard service periods, Resend retains sent-email data for 30 days and Cloudflare Workers Free retains Worker logs for up to 3 days. Cloudflare may retain separate network and security information under its terms. We will review these periods if our provider plans or configuration change.

Access, Correction, and Other Requests

You can ask what personal information we hold about you, request access or correction, or ask us to delete, block, or stop particular handling where applicable. Email hello@virtualaid.io with the subject “Privacy request”.

We may need to verify your identity before acting on a request. Whether we can fulfil a request can depend on applicable law, necessary business records, and the privacy of other people. We will explain our response if we cannot do what you ask.

Privacy Complaints

If you believe we have mishandled your information, email hello@virtualaid.io with the subject “Privacy complaint”. Please describe what happened, when it happened, and the outcome you are seeking. We will review the concern and respond within a reasonable period.

If the matter remains unresolved and the relevant law applies, you may be able to contact the Office of the Australian Information Commissioner or the Philippines National Privacy Commission.

Changes to This Notice

We will update this page, its version, and its effective date before making a material change to the website information-handling practices described here. The current version will remain available free of charge on this website.

Contact

Virtual Aid’s privacy contact is available at hello@virtualaid.io. You can also use that address to request this notice in another accessible format.