PRIVACY POLICY
Last Updated: August 2026
1. INTRODUCTION
Alaya VA ("Company," "we," "us," "our") is committed to protecting your privacy. This Privacy Policy explains what information we collect, how we use it, who we share it with, and your rights regarding your data.
This policy applies to all our services, website, applications, and communications.
2. INFORMATION WE COLLECT
2.1 Information You Provide
When you use our services, we collect:
Contact Information:
Name and email address
Phone number
Mailing address
Business name and industry
Job title and role
Account Information:
Username and password
Service preferences
Billing and payment information
Communication preferences
Service-Related Information:
Project details and requirements
Documents you upload
Files and communications
Feedback and support inquiries
Consultation Information:
Scheduling and appointment details
Notes from calls or meetings
Business processes you describe
Challenges and goals you share
2.2 Information Collected Automatically
When you use our website and services:
Technical Information:
IP address and device information
Browser type and version
Pages visited and time spent
Links clicked
Referring website
Device identifiers
Usage Information:
How you interact with our services
Features and tools you use
Login frequency and duration
Service activity logs
Performance metrics
Cookies and Tracking:
Cookies for website functionality
Analytics cookies to track usage
Preference cookies to remember settings
Marketing cookies (if you consent)
2.3 Information from Third Parties
We may receive information from:
Payment processors (for billing)
Service integrations you authorize
Social media (if you link accounts)
Public directories
Referral sources
3. HOW WE USE YOUR INFORMATION
3.1 Service Delivery
We use your information to:
Provide services and customer support
Process payments and billing
Schedule appointments and deliverables
Deliver communications and updates
Manage your account
Track project progress
3.2 Business Operations
We use your information to:
Improve our services and features
Analyze usage patterns and effectiveness
Prevent fraud and ensure security
Troubleshoot technical issues
Maintain system reliability
Comply with legal obligations
3.3 Marketing and Communications
With your consent, we may use your information to:
Send promotional offers and updates
Announce new services or features
Invite you to webinars or events
Conduct surveys and gather feedback
Provide newsletters and resources
You can opt out of marketing communications at any time.
3.4 Legal and Compliance
We use your information to:
Comply with laws and regulations
Respond to legal requests
Enforce our Terms of Service
Protect our rights and property
Maintain records for tax purposes
4. HOW WE SHARE YOUR INFORMATION
4.1 We Do NOT Share Your Data
Alaya VA does not sell, trade, or share your personal information with third parties for marketing or advertising purposes.
4.2 Limited Sharing
We only share information with:
Service Providers:
Payment processors (for billing)
Email service providers
Cloud storage providers
Communication platforms
Analytics services
Help desk systems
Legal Requirements:
Law enforcement (with valid legal process)
Government agencies
Court orders or subpoenas
Required by law or regulation
Business Transfers:
In event of merger, acquisition, or sale
Your data transfers with the business
Privacy obligations continue to apply
4.3 Your Consent
We may share information with other parties only with your explicit written consent.
5. DATA RETENTION
5.1 How Long We Keep Your Data
Active Accounts:
We retain all service data for the duration of your agreement
Plus 30 days after service termination
Deleted Accounts:
Account data is deleted within 60 days
Backup copies are deleted within 90 days
Legal holds may require longer retention
Communications:
Email and chat logs: 1 year
Support tickets: 2 years
Billing records: 7 years (required by law)
Website Analytics:
Aggregate data: 24 months
User-identified data: 12 months
5.2 Deletion Requests
You may request deletion of your data at any time. We will delete your information within 30 days, except:
Information legally required to be retained
Information needed to resolve disputes
Information in backup systems (may take up to 90 days)
6. DATA SECURITY
6.1 Security Measures
We implement industry-standard security practices:
Technical Security:
Encryption of data in transit (SSL/TLS)
Encryption of sensitive data at rest
Secure authentication and access controls
Regular security audits and testing
Firewalls and intrusion detection
Administrative Security:
Limited staff access to personal data
Confidentiality agreements for all employees
Background checks for personnel
Secure vendor management
Physical Security:
Secure data centers
Access controls and monitoring
Disaster recovery and backup systems
6.2 Limitations
No security system is 100% secure. While we use industry-standard protections, we cannot guarantee absolute security. You use our services at your own risk.
6.3 Your Responsibility
You are responsible for:
Protecting your login credentials
Notifying us of any unauthorized access
Maintaining security of your devices
Using strong passwords
Keeping contact information current
7. YOUR RIGHTS
7.1 Access
You have the right to:
Request a copy of all personal information we hold
Receive information about how your data is used
Download your information in a portable format
7.2 Correction
You have the right to:
Correct inaccurate or incomplete information
Update your contact information
Request amendments to your records
7.3 Deletion
You have the right to:
Request deletion of your personal information
Delete your account
Opt out of communications
7.4 Withdrawal of Consent
You may withdraw consent for:
Marketing communications
Cookie use
Data collection and processing
Third-party sharing
7.5 Objection
You have the right to object to:
Processing for marketing purposes
Profiling or automated decision-making
Certain types of data collection
7.6 Making Requests
To exercise your privacy rights, contact us at:
Email: [email protected] Phone: +1 855-419-8696
We will respond to all requests within 30 days.
8. COOKIES AND TRACKING
8.1 Cookies We Use
Essential Cookies:
Login and authentication
Session management
Security and fraud prevention
These are necessary and cannot be disabled
Preference Cookies:
Language and display settings
Feature preferences
User customizations
Analytics Cookies:
Website traffic analysis
User behavior patterns
Service improvement data
Marketing Cookies:
Tracking website visits
Personalizing ads (if you consent)
Measuring marketing effectiveness
8.2 Managing Cookies
You can control cookies through:
Browser settings (accept, reject, or delete)
Cookie preference center on our website
Browser extensions for blocking
Your device privacy settings
Note: Disabling essential cookies may limit service functionality.
8.3 Do Not Track
If your browser sends a "Do Not Track" signal, we honor that request for advertising cookies but may continue to use analytics for service improvement.
9. THIRD-PARTY LINKS
Our website may contain links to third-party websites and services. We do not control these sites and are not responsible for:
Their content or services
Their privacy practices
Their security measures
Your use of their services
We encourage you to review their privacy policies before sharing information.
10. INTERNATIONAL DATA TRANSFERS
10.1 Data Location
Your information is stored in secure servers in the United States. If you are located outside the U.S. and provide information to us:
You consent to transfer to the United States
Your information will be processed under U.S. law
Privacy protections may differ from your country
10.2 GDPR Compliance (EU/EEA Users)
If you are in the EU or EEA, we comply with the General Data Protection Regulation (GDPR):
We only process data with valid legal basis
You have all GDPR-specified rights
We conduct Data Protection Impact Assessments
We have Data Processing Agreements with vendors
We report data breaches within 72 hours
11. CCPA COMPLIANCE (California Residents)
If you are a California resident, you have rights under the California Consumer Privacy Act (CCPA):
Right to Know:
What personal information we collect
How we use your information
Who we share it with
Right to Delete:
Request deletion of your personal information
We will delete within 45 days (with limited exceptions)
Right to Opt-Out:
Opt out of any data "sale" or sharing
Opt out of marketing and advertising
Right to Non-Discrimination:
We will not discriminate if you exercise CCPA rights
Same service and pricing for all users
To Exercise CCPA Rights: Email: [email protected] Phone: +1 855-419-8696
12. CHILDREN'S PRIVACY
Our services are not directed to anyone under 18 years old. We do not knowingly collect information from children under 18. If we discover we have collected information from a child under 18 without parental consent, we will promptly delete that information.
If you believe we have collected information from a minor, contact us immediately.
13. CHANGES TO THIS PRIVACY POLICY
13.1 Updates
We may update this Privacy Policy at any time. Changes are effective immediately upon posting to our website.
13.2 Notice of Changes
For material changes:
We will post notice on our website
We may send email notification
We will update the "Last Updated" date
13.3 Continued Use
Your continued use of our services following changes constitutes acceptance of the updated Privacy Policy. If you disagree with changes, you may delete your account.
14. CONTACT INFORMATION
For questions or concerns about this Privacy Policy:
Alaya VA
Email: [email protected]
Phone: +1 855-419-8696
Website: www.alayava.com
Hours: Monday-Friday, 9 AM - 6 PM EST
Response Time: We will respond to all privacy inquiries within 30 days.
15. ACKNOWLEDGMENT
By using Alaya VA services, you acknowledge that:
✓ You have read and understand this Privacy Policy ✓ You consent to our collection and use of your information as described ✓ You understand your privacy rights ✓ You understand how to contact us with concerns
Effective Date: August 2026
Last Updated: August 2026
Your privacy is important to us. Thank you for trusting Alaya VA.