Privacy Policy

We collect different information depending on how you interact with us:

• Clients: company name, contact name, email, phone number, billing details, business needs described in an inquiry or intake, payment method details (processed by Stripe — see Section 4), and communications with your assigned VA or our team.
• VAs and Applicants: name, email, phone number, resume and work history, position applied for, interview and screening assessment responses, interview notes and recordings/transcripts (where provided), skills and training records, time and attendance data, and payroll/payment details necessary to pay you.
• Employees: name, email, role/department, permissions, and internal work records needed to administer the platform and your role.
• Everyone: account credentials, messages sent through our internal messaging tools, support communications, and limited technical data (such as browser type and general usage of the website) needed to operate and secure the Services.

• To operate the Services, including matching Clients with VAs and managing engagements.
• To communicate with you about your account, application, or engagement.
• To process payments, invoices, and payroll.
• To evaluate applicants, including reviewing screening assessment responses and interview notes.
• To provide training, track work and time, and support day-to-day operations.
• To maintain the security, integrity, and proper functioning of the Services.
• To comply with legal obligations and enforce our agreements.
• To improve our Services, including through AI-assisted workflows we use internally.

We do not sell personal information, and we do not use applicant or client data for unrelated advertising purposes.

We share personal information only as needed to operate the Services:

• Between Clients and VAs, to the extent necessary to carry out the working relationship (for example, a VA sees the Client information needed to do the assigned work).
• With our Employees, on a need-to-know basis, to administer the platform, support Clients and VAs, and evaluate applicants.
• With service providers who process data on our behalf (see Section 4).
• For legal reasons, if required by law, subpoena, or other legal process, or to protect the rights, property, or safety of Momentum VA, our users, or others.
• In a business transfer, such as a merger, acquisition, or sale of assets, subject to standard confidentiality protections.

We rely on trusted third-party providers to deliver the Services. Each processes data under its own privacy terms:

• Supabase — our database, authentication, and file storage provider. Account data, application data, and files you upload (such as resumes) are stored with Supabase.
• Stripe — our payment processor. Payment card details are collected and processed directly by Stripe; we do not store full card numbers.
• Hubstaff — used for VA time tracking, where applicable.
• Resend (or a similar transactional email provider) — used to send account, document, and notification emails.

We choose providers that maintain appropriate security standards, but we do not control their independent data practices beyond our instructions to them.

We retain personal information for as long as needed to provide the Services, comply with legal, tax, or accounting obligations, resolve disputes, and enforce our agreements. Applicant data for candidates who are not engaged may be retained for a reasonable period to consider future opportunities, unless you request deletion sooner.

We use administrative, technical, and organizational measures designed to protect personal information, including access controls that restrict internal staff to only the data needed for their role, and encrypted storage and transmission where supported by our providers. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

Depending on your location, you may have rights to access, correct, delete, or receive a copy of your personal information, and to object to or restrict certain processing. To exercise any of these rights, contact us at vaisolutions78@gmail.com. We will respond within a reasonable time and may need to verify your identity before fulfilling a request. Note that some information may need to be retained where required by law or to complete a transaction already in progress (for example, a payroll cycle already underway).

Our website and platform may use cookies and similar technologies necessary for core functionality, such as keeping you signed in and remembering preferences. We do not use cookies for third-party advertising.

Our Services are intended for individuals who are at least 18 years old. We do not knowingly collect personal information from children, and we will delete any such information if we become aware it was collected.

We are based in the United States, and information you provide may be stored and processed in the United States or other countries where our service providers operate. By using the Services, you consent to this transfer and processing.

We may update this Privacy Policy from time to time. Material changes will be reflected by updating the "Last updated" date above. Continued use of the Services after changes take effect constitutes acceptance of the revised policy.

Questions about this Privacy Policy or how we handle your information can be sent to vaisolutions78@gmail.com.