Privacy Policy

Information you provide directly

• Name, email address, phone number, and business or practice name.
• Payment and billing information.
• Information submitted through contact forms, applications, or onboarding documents.
• Communications and correspondence with our team.

Information collected automatically

• IP address, browser type, and device information.
• Pages visited, time spent on the Site, and referral source.
• Cookies and similar tracking technologies.

Information from third parties

• Information from payment processors.
• Information from background-check providers where applicable.
• Information from referral partners where applicable.

We use collected information for purposes including:

• Providing, operating, and improving our Services.
• Matching and placing virtual assistants with clients.
• Processing payments and managing accounts.
• Communicating with you regarding your account, inquiries, or updates.
• Complying with applicable legal and regulatory obligations.
• Sending marketing communications where you have provided appropriate consent.
• Detecting, preventing, and addressing fraud or security issues.

Where applicable, including for UK and EU visitors, we process personal data on one or more of the following legal bases:

• Your consent.
• Performance of a contract.
• Compliance with a legal obligation.
• Our legitimate business interests, where those interests are not overridden by your rights and freedoms.

We do not sell your personal information.

We may share information where necessary with:

• Service providers that help us operate the Site and Services, including hosting, email, payment, and technology providers.
• Virtual assistants or staff where necessary to fulfill Services you request.
• Legal or regulatory authorities where disclosure is required by law.
• A successor entity in connection with a merger, acquisition, restructuring, or sale of assets.

Third-party service providers are expected to safeguard personal information in accordance with applicable contractual and data protection obligations.

We use cookies and similar technologies to improve Site functionality, understand traffic, and personalize content where appropriate.

You can control certain cookies through your browser settings.

Where consent is required, including under applicable UK or EU privacy rules, we will seek consent before placing non-essential cookies.

Because our clients may be located in the United States, United Kingdom, Canada, Australia, and other jurisdictions, personal information may be transferred to and processed in countries other than your own, including the United States.

Where required by applicable law, we implement appropriate safeguards for international transfers, such as Standard Contractual Clauses or equivalent mechanisms recognized under applicable law.

We retain personal information only for as long as reasonably necessary to fulfill the purposes described in this Policy, comply with legal obligations, resolve disputes, and enforce agreements.

When information is no longer required, we take reasonable steps to securely delete or anonymize it, subject to applicable retention requirements.

Depending on your location and applicable law, you may have rights relating to your personal information.

To exercise applicable privacy rights, contact us using the details provided in the Contact section. We may need to verify your identity before fulfilling a request.

We use reasonable administrative, technical, and physical safeguards designed to protect personal information.

• Encryption where appropriate.
• Access controls.
• Secure hosting and infrastructure.
• Administrative safeguards and confidentiality practices.

If information shared with us relates to patient or health data, including information provided during client onboarding, you are responsible for ensuring that the disclosure and use of that information comply with applicable health privacy laws.

MedVA Made Easier will handle such information in accordance with applicable confidentiality and data protection obligations and any separate Business Associate Agreement (BAA), where required.

Our Services are not directed to individuals under 18. We do not knowingly collect personal information from children. If we become aware that we have inadvertently collected such information, we will take reasonable steps to delete it promptly.

If you have questions about this Privacy Policy or wish to exercise applicable privacy rights, contact MedVA Made Easier.

We may update this Privacy Policy periodically. Any changes will be posted on this page with a revised "Last Updated" date.

We encourage you to review this Policy periodically so that you remain informed about how we handle personal information.