Privacy Policy

1. Scope of this policy

This policy applies to information processed through this website and during the evaluation, onboarding and delivery of virtual assistance and administrative support. It does not replace a client service agreement, confidentiality agreement or data-processing instruction. Where a written client agreement imposes more specific privacy or security requirements, that agreement controls for the services covered by it.

Managing Services provides administrative support to small businesses and independent professionals. Depending on the selected service, work may involve inbox organization, scheduling, document preparation, online research, data organization, customer support administration and back-office coordination. We process only the information reasonably required for the agreed work.

2. Information you provide

You may provide identifying and contact information such as your name, business name, work email address, telephone number, job title and preferred communication details. You may also provide information about the support you need, your operating tools, scheduling requirements, project scope, desired start date and the contents of messages or documents you choose to share.

The inquiry interface on the current website is designed to validate completion and display an on-screen confirmation. It does not transmit the entered information unless the site owner later connects it to an approved form handler or business workflow. If a transmission feature is enabled, this policy will apply to the information submitted through it and the site should clearly identify that the form sends data.

During an active engagement, a client may authorize access to business records, correspondence, contact information, calendars, task systems, documents or databases. Such access remains subject to the agreed scope and the client’s instructions. Clients should not provide information that is unnecessary for the requested work.

3. Information collected automatically

Like most websites, the hosting platform and essential technical services may process limited device and connection data, which can include IP address, browser type, device type, operating system, timestamps, requested pages, referring page, language and diagnostic events. This information is generally used to deliver the site, maintain security, identify technical faults and prevent misuse.

The theme switch on this website may store a local preference in your browser so that the chosen light or dark appearance can be restored. That preference does not identify you directly and is not used for advertising. Additional analytics or advertising tools should not be added without updating the Cookie Policy and, where required, obtaining consent.

4. How information is used

Information may be used to review and respond to inquiries; assess whether a requested service is suitable; prepare a proposal or service scope; verify instructions; establish authorized access; perform agreed administrative services; maintain project records; coordinate schedules and communications; issue service notices; protect accounts and information; comply with legal obligations; resolve disputes; and improve internal working procedures.

We do not use client information to make automated decisions that produce legal or similarly significant effects. We do not sell personal information. We do not rent client contact lists, and we do not use confidential client materials to market unrelated third-party products.

5. Legal bases and business purposes

Where applicable law requires a legal basis, processing may be necessary to take steps at your request before entering a service agreement, to perform a contract, to comply with a legal obligation, to protect legitimate business and security interests, or to act on consent. Legitimate interests may include responding to business inquiries, maintaining service records, securing systems, preventing fraud, enforcing terms and improving operational reliability. Consent may be withdrawn for future processing where consent is the applicable basis.

6. Client-controlled information

When Managing Services handles personal information solely on a client’s instructions during service delivery, the client generally determines why and how that information is used. In that context, the client is responsible for having an appropriate legal basis, providing required notices, responding to individual rights requests and limiting access to information that is necessary. Managing Services acts within the documented assignment and directs requests concerning client-controlled information to the responsible client unless law requires otherwise.

7. Sharing and service providers

Information may be disclosed to vetted providers that support website hosting, business communications, file storage, scheduling, project management, security, payment administration or other necessary operations. Providers are permitted to process information only for the relevant service and subject to applicable contractual and legal safeguards. The exact provider set may vary according to the tools approved for a client engagement.

Information may also be disclosed if reasonably necessary to comply with law, legal process or a valid governmental request; protect rights, safety or property; investigate fraud or misuse; obtain professional advice; or complete a business reorganization subject to appropriate confidentiality. Information is not disclosed merely because a third party requests it.

8. International processing

Website infrastructure or client-approved tools may process information in jurisdictions other than the one in which the visitor or client is located. Where required, reasonable transfer safeguards are used, such as contractual commitments or reliance on an applicable legal transfer mechanism. Clients should identify location restrictions before providing system access so that the working arrangement can be assessed.

9. Retention

Information is retained only for as long as reasonably needed for the purpose for which it was collected, the active service relationship, recordkeeping, security, dispute resolution and legal obligations. Retention periods vary by information type, contractual requirement and client instruction. Unnecessary working copies should be removed or returned after the engagement in accordance with the agreed offboarding process, subject to lawful archival or backup requirements.

10. Security

Reasonable administrative, organizational and technical measures are used in proportion to the information and the service. Measures may include access limitation, unique accounts, password-management practices, multi-factor authentication where available, approved transfer channels, device safeguards, confidentiality requirements and structured offboarding. No internet transmission or storage system can be guaranteed completely secure. Clients must also maintain appropriate controls over their own systems, credentials and user permissions.

If you believe information connected with an engagement has been accessed improperly, contact us promptly using the details below and provide enough information to identify the affected service without sending additional sensitive material.

11. Your privacy choices and rights

Depending on your location and the applicable law, you may have rights to request access, correction, deletion, restriction, portability or objection; withdraw consent; or appeal a response. These rights may be limited where information must be retained for legal obligations, contractual records, security, legal claims or the rights of others.

A request should identify the person making it, the relevant relationship or inquiry, the requested action and a reliable way to respond. Reasonable verification may be required before disclosing or changing information. We will not request unnecessary identification documents. If the information is controlled by one of our clients, the request may be referred to that client.

12. Children

The website and services are intended for businesses and independent professionals, not children. We do not knowingly solicit personal information from children. If information from a child is identified and there is no lawful reason to retain it, reasonable steps will be taken to delete it.

13. External services and links

If a client directs us to use an external platform, that platform’s terms and privacy practices also apply. This policy does not control independent websites, software providers or services that Managing Services does not operate. Review their notices before providing information to them.

14. Changes to this policy

This policy may be updated to reflect changes in services, website features, providers, legal requirements or operating practices. The revised version will display a new “Last updated” date. Material changes affecting an active engagement may also be communicated through the established client channel where appropriate.