VirtualRep

Privacy Policy

This Privacy Policy explains how VirtualRep collects, uses, shares, and protects personal information when you visit our website, communicate with us, or engage our services, including Team Augmentation, Delivery PODs, Managed Services, and White-Label fulfillment for agencies. It also explains our role as a service provider/data processor when we deliver work on behalf of our clients.

Last Updated: May 2026

Legal Entity: VirtualRep ("VirtualRep," "we," "us," "our")

1. Overview

VirtualRep respects your privacy and is committed to protecting it through this Privacy Policy ("Policy"). This Policy describes how we collect and process Personal Information through our website (virtualrep.dev), client communications, onboarding, and service delivery (collectively, the "Services").

If you do not agree with this Policy, do not use our website or engage our Services. By accessing our website or working with us, you agree to this Policy.

2. IMPORTANT: Our Role (Controller vs Processor)

VirtualRep may process data in two different roles:

A) When you interact with VirtualRep directly (Controller)

When you visit our website, submit a contact form, book a strategy call, request a proposal, sign an engagement, or contact support, VirtualRep acts as a data controller for the Personal Information collected in those contexts.

B) When we deliver services for our clients (Processor / Service Provider)

When our clients engage us to execute marketing, software development, AI & automation, operations, or white-label fulfillment work, they may share data about their own customers, leads, employees, or end users ("Client Content"). In those cases:

  • Our client is the data controller/business, and
  • VirtualRep acts as a service provider / data processor, processing Client Content only under the client's instructions and the terms of the signed engagement or Statement of Work (SOW).

If you are an end user (a customer, lead, or employee) of one of our clients, that client's privacy notice applies to how they collect and use your information. Requests should be directed to that client first.

3. Information We Collect

A) Information you provide

We may collect Personal Information you provide to us directly, such as:

  • Name, email address, phone number, company name, role/title
  • Project details, goals, budget range, and timeline shared during discovery
  • Engagement, contract, and billing details (payment processing is handled by third-party payment providers)
  • Support requests, messages, and communications (including emails, calls, and meeting notes)
  • Content, files, credentials, and Client Content shared with us to deliver the engagement

B) Information collected automatically

When you visit our website or interact with our digital tools, we may collect:

  • IP address and device identifiers
  • Browser type, operating system, and approximate location (derived from IP)
  • Website usage/activity (pages visited, time on page, referral source, clicks)
  • Logs and diagnostic information for performance and security
  • Cookies and similar technologies for analytics and functionality

C) Information from third parties

We may receive information from:

  • Payment processors (payment status and confirmation)
  • Marketing, analytics, and advertising providers (attribution and referral data)
  • Calendar, video conferencing, and CRM tools used to schedule and manage engagements
  • Integrations and platforms you authorize us to access on your behalf for service delivery

4. How We Use Information

We use Personal Information to:

  • Respond to inquiries, schedule strategy calls, and prepare proposals or SOWs
  • Onboard new clients, manage engagements, and deliver agreed services
  • Operate our website, internal tools, reporting, and communication channels
  • Provide ongoing support, weekly reporting, and performance reviews
  • Issue invoices, process payments, and maintain financial records
  • Improve our delivery system, SOPs, AI workflows, and quality assurance
  • Protect our website and Services, prevent abuse or fraud, and enforce our policies
  • Send relevant business updates, case studies, and marketing communications (you may opt out at any time)

We do not sell your Personal Information or your contact lists.

5. AI Workflows & Client Data (No Public Model Training)

VirtualRep uses artificial intelligence ("AI") and automation to assist execution, accelerate delivery, and improve consistency across engagements.

  • No public/general AI training: We do not use Client Content (including your customer lists, leads, or internal documents) to train generalized, public AI models.
  • AI is used within the scope of the engagement to support tasks such as research, content drafting, code assistance, data cleanup, reporting, and workflow automation.
  • When we use third-party AI service providers, they are treated as sub-processors and are contractually restricted to processing data only to deliver the agreed service.
  • You are responsible for reviewing AI-assisted outputs before publishing, sending, or relying on them in production.

6. How We Share Information

We may share Personal Information in limited cases, including:

A) Service providers and sub-processors

We may share limited data with trusted vendors who help us run the business and deliver Services (e.g., hosting, cloud storage, email delivery, project management tools, video conferencing, analytics, accounting, payment processing, and AI tooling). These vendors may process data only to provide services to VirtualRep.

B) Integrations and platforms you enable

If you grant us access to your tools, accounts, or platforms (such as CRMs, ad accounts, hosting, repositories, or analytics) to deliver the engagement, you direct us to access and process certain data within those services. Their own terms and privacy policies apply.

C) Legal, safety, and compliance

We may disclose information if required by law, regulation, legal process, or to protect rights, safety, and security.

D) Business transfers

If VirtualRep is involved in a merger, acquisition, financing, or sale of assets, information may be transferred as part of the transaction, subject to standard confidentiality protections.

7. Sub-Processors & Delivery Stack

To deliver Services efficiently, VirtualRep relies on a stack of trusted sub-processors and tools that may include cloud hosting, communication and messaging platforms, project management software, analytics, code repositories, AI assistants, and reporting dashboards.

We choose vendors that maintain reasonable security standards and contractual data protection commitments. A current list of key sub-processors can be requested by writing to [email protected].

8. Data Retention

We retain Personal Information only as long as needed for legitimate business purposes and legal requirements.

Engagement records: Project files, communications, deliverables, and reporting are typically retained for the duration of the engagement and for a reasonable period after closeout to support handover, audits, and warranty.

Post-engagement: After an engagement ends, working files and Client Content may be archived for up to 90 days to support reactivation, transition, or dispute resolution. After this window, archived data may be permanently deleted and may not be recoverable, except where retention is required by law (e.g., invoices, tax records, or security logs).

9. Security

We use reasonable administrative, technical, and organizational safeguards designed to protect Personal Information and Client Content, including access controls, encrypted transmission where appropriate, vetted vendors, and internal SOPs for handling sensitive data. However, no method of transmission or storage is 100% secure. You are responsible for maintaining the confidentiality of any login credentials, API keys, or access tokens you share with us and for revoking access when an engagement ends.

10. Your Rights & Choices

Depending on where you live, you may have rights to:

  • Access, correct, or delete Personal Information we hold about you
  • Export or port a copy of your Personal Information
  • Object to or restrict certain processing
  • Withdraw consent where processing is based on consent
  • Opt out of marketing communications at any time

To submit a request, see the "Privacy Requests" section below.

11. Privacy Requests (Access, Delete, Export, Correct)

To request access, deletion, export, or correction of Personal Information, contact:

Email: [email protected]

We may need to verify your identity before fulfilling the request.

If you are an end user (customer, lead, or employee) of one of our clients, please contact that client directly, as they are the controller of your data.

12. Cookies & Analytics

Our website may use cookies and similar technologies for essential site functionality, analytics, performance monitoring, and (where applicable) advertising attribution. You can control cookies through your browser settings. Disabling certain cookies may affect how parts of the website work.

13. International Visitors & Clients

VirtualRep works with clients globally through virtual collaboration. If you access our website or engage our Services from outside our operating jurisdiction, your information may be transferred to and processed in locations where we or our sub-processors operate. Where required, we rely on appropriate safeguards for international data transfers.

14. Children's Privacy

Our website and Services are intended for businesses and professionals. We do not knowingly collect Personal Information from children under 16. If you believe a child has provided us with Personal Information, please contact us so we can take appropriate action.

15. Changes to This Policy

We may update this Policy from time to time to reflect changes to our practices, Services, or legal requirements. We will update the "Last Updated" date when changes are posted. Your continued use of our website or Services after updates means you accept the revised Policy.

16. Contact Us

VirtualRep

Email: [email protected]

Mailing address available upon written request.

For privacy questions or requests, email [email protected]. For a description of our Services and engagement models, see What We Do. For our Terms, see Terms & Conditions.