Privacy Policy

Last updated: August 3, 2026

This Privacy Policy explains what information The VA Talks ("we," "us," "our") collects through thevatalks.space and its connected subdomains (the "Platform"), how we use it, and the choices you have. By creating an account or using the Platform, you agree to the practices described here.

1. Information We Collect

We collect information you give us directly, and information generated by your use of the Platform:

• Account information — your name, email address, phone number, and password (stored encrypted), provided when you sign up.
• Profile information — an optional profile photo and any bio-style details you choose to add.
• Business data you enter — client records, tracked time entries, invoices, contracts, and related notes you create while using the Platform's freelance/VA business tools. This data belongs to you; it's stored so the Platform can display it back to you.
• Calendar data — if you choose to connect a Google Calendar or Microsoft Outlook/Office 365 Calendar account (see Section 2 below).
• Payment-related data — if you use invoicing or payment features, transaction details (amount, status, method) are recorded. We do not process or store full card numbers ourselves; card and payment handling is done by our payment processor, PayPal, directly.
• Usage & device data — basic technical information such as browser type, device type, and pages visited, used only to keep the Platform working correctly and to diagnose problems.

2. Google Calendar & Microsoft Outlook Calendar Data

The Platform's Schedule feature lets you optionally connect one or more Google or Microsoft (Outlook/Office 365) calendar accounts so your existing meetings and events appear alongside your VA business schedule, and so you can create or edit events from within the Platform.

• We only request calendar read/write access — never email, files, or other data from your Google or Microsoft account beyond what's needed to sign you in (basic profile/email).
• Calendar events are fetched live from Google's or Microsoft's servers each time you view your Schedule page. We do not store a copy of your calendar events in our database.
• Access tokens used to connect your calendar are stored encrypted, and are used solely to read and, when you take an action, write events on your behalf.
• You can disconnect a calendar at any time from the Schedule page's "My calendars" list — this immediately revokes the Platform's ability to access that calendar.

3. How We Use Information

• To provide, maintain, and improve the Platform's features (time tracking, invoicing, contracts, scheduling, coaching content, etc.)
• To authenticate you and keep your account secure
• To send you account-related emails (e.g. password resets, invoice reminders, payment confirmations)
• To respond to support requests
• To detect, prevent, and address technical issues or misuse

We do not sell your personal information, and we do not use your calendar, client, or business data to serve ads.

4. How We Share Information

We share information only with the service providers necessary to operate the Platform, each of whom is only given the access needed to perform their function:

• Google and Microsoft — only if you connect a calendar, as described in Section 2
• PayPal — to process payments for invoices you issue through the Platform
• Resend and Gmail (via Google Workspace) — to deliver transactional emails on our behalf
• Railway — our infrastructure/hosting provider, which stores our database and runs our servers

We may also disclose information if required by law, or to protect the rights, safety, or property of The VA Talks, our users, or the public.

5. Data Retention

We keep your account and business data for as long as your account is active. If you delete your account, or ask us to, we delete your personal data within a reasonable period, except where we're required to retain certain records (e.g. for tax or legal purposes).

6. Your Choices & Rights

• Disconnect a Google or Outlook calendar at any time from the Schedule page
• Update your profile and account information from Settings
• Request a copy of your data, or request that we delete your account and associated data, by emailing us (see Section 9)

7. Security

We use industry-standard measures to protect your information, including encrypted storage of passwords and connected-account access tokens, and encrypted connections (HTTPS) between your browser and our servers. No system is 100% secure, but we work to keep your data protected.

8. Children's Privacy

The Platform is intended for freelancers, virtual assistants, and coaching clients who are at least 18 years old. We do not knowingly collect information from children.

9. Changes to This Policy

We may update this Privacy Policy from time to time. If we make material changes, we'll update the "Last updated" date above. Continued use of the Platform after a change means you accept the updated policy.

10. Contact Us

Questions about this policy or your data? Email us at hello@thevatalks.space.