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PRIVACY POLICY:
📄 Privacy Policy
Effective Date: [Insert Date]
Business Name: [Your Business Name]
Contact Email: [Your Email Address]
Location: Austin, Texas
1. Introduction
At [Your Business Name], we are committed to protecting your privacy. This Privacy Policy explains how we collect, use, and protect your personal and business information when you use our services or interact with our website.
2. Information We Collect
We may collect the following types of information:
Personal Information:
Name, email address, phone number
Business name and job title
Billing and payment information
Business Data:
Client details you provide to us (e.g., schedules, contacts, contracts)
Internal communications or documents needed to fulfill our services
Website or App Usage Data:
IP address, browser type, time of visit (only if using cookies or analytics tools)
3. How We Use Your Information
We use your information to:
Provide administrative, receptionist, and virtual assistant services
Communicate with you about projects, updates, and payments
Process invoices and manage service contracts
Improve our services and customer experience
4. Information Sharing
We do not sell, rent, or trade your information with any third parties. We may share data with:
Trusted third-party tools (e.g., scheduling, accounting, CRM platforms) strictly to fulfill our services
Legal authorities only when required to comply with applicable laws
5. Data Security
We take appropriate security measures to protect your data from unauthorized access, loss, misuse, or alteration. These include:
Secure file storage (cloud or encrypted tools)
Password-protected communication tools
NDA agreements upon request
6. Client Confidentiality
We respect and maintain full confidentiality of your business operations and documents. If required, we are happy to sign a Non-Disclosure Agreement (NDA) for additional assurance.
7. Your Rights
You have the right to:
Request access to the personal data we hold
Ask us to correct or delete any of your information
Withdraw consent to receive communications at any time
8. Cookies & Website Tracking (if applicable)
If we use cookies or analytics tools on our website, we do so only to improve performance and user experience. You may disable cookies in your browser at any time.
9. Policy Updates
We may update this Privacy Policy from time to time. All changes will be posted on this page with the updated effective date.
10. Contact Us
If you have any questions or concerns regarding this policy or your data, please contact us at:
[Your Name or Business Name]
Email: [Your Email]
Phone: [Your Phone Number]
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CYBER-SECURITY:
🔒 Cybersecurity Policy
Effective Date: [Insert Date]
Business Name: [Your Business Name]
Contact Email: [Your Email Address]
1. Purpose
This Cybersecurity Policy outlines the measures [Your Business Name] takes to protect the confidentiality, integrity, and availability of all client and business data stored, transmitted, or accessed during service delivery. This policy applies to all digital assets, tools, and communication channels used in business operations.
2. Scope
This policy applies to:
All client and business data (including emails, files, payment info, login credentials)
Devices used for work (laptop, phone, tablet, etc.)
Platforms used for project management, communication, and file sharing
3. Data Protection & Access Control
We follow these rules to protect sensitive data:
🔐 Strong Passwords: All business platforms use strong, unique passwords that are changed every 90 days.
🔐 2FA Enabled: Two-factor authentication is enabled on email, cloud storage, and financial platforms.
🔒 Limited Access: Only authorized personnel (yourself or a subcontractor under NDA) may access client data.
📁 Cloud-Based Storage: Secure cloud services (like Google Workspace, Dropbox, or OneDrive) are used for all file storage.
🔍 Access Logs: Access to sensitive client accounts is tracked and logged where possible.
4. Device & Network Security
We secure devices and internet connections by:
🖥️ Antivirus & Firewall: All work devices run up-to-date antivirus software and use firewalls.
🌐 Secure Wi-Fi: Business is conducted only on secure, password-protected networks — no public Wi-Fi without a VPN.
🔄 System Updates: All devices and software are updated regularly to prevent vulnerabilities.
🧹 No Local Storage: Sensitive files are not stored on local hard drives unless encrypted and temporary.
5. Communication Security
We use secure methods of communication:
📧 Email Encryption: All emails containing sensitive data are sent via encrypted platforms (e.g., Gmail with TLS).
🛡️ Messaging: Secure messaging tools (e.g., Slack, Signal, Google Chat) are used when applicable.
📝 Document Sharing: Files are shared via secure cloud links with permission settings (view/edit access, expiration dates).
6. Data Retention & Disposal
🗓️ Retention: Client files are retained only as long as necessary for service delivery or as legally required.
🧹 Disposal: Files are securely deleted using permanent deletion protocols from cloud or device storage.
7. Incident Response Plan
If a security incident occurs (e.g., unauthorized access, data breach), the following steps will be taken:
1. Immediate lockdown of accounts and devices involved
2. Notify affected clients within 24 hours.
3. Investigate scope and cause of breach.
4. Take corrective actions and improve controls to prevent recurrence.
8. Client Confidentiality & Agreements
We uphold full confidentiality of client operations, data, and communications.
Non-Disclosure Agreements (NDAs) are available and enforced where required.
9. Policy Review & Updates
This policy is reviewed and updated annually or after any cybersecurity incident.
10. Contact
For questions or concerns about our cybersecurity practices, contact:
[Your Name or Business Name]
Email: [Your Email]
Phone: [Your Phone Number]