Viva – Executive Assistants Privacy Policy

Privacy Policy

Last updated: Feb 12, 2021

This Privacy Policy applies to Exec Viva Inc. (“Viva”, “we” or “our”) services, including but not limited to providing your business with remote administrative support and Viva’s website, www.execviva.com (the “Service”), and details how we collect, use, and disclose data, including personal data about you and your business (together, “you” or “your”).

BY USING THE SERVICE OR BY SIGNATURE ON AN ORDER FORM, YOU ARE AGREEING TO BE BOUND BY THIS PRIVACY POLICY.  

IF YOU ARE USING THE SERVICE ON BEHALF OF AN ORGANIZATION, YOU REPRESENT THAT YOU HAVE THE AUTHORITY TO BIND THE ORGANIZATION TO THIS PRIVACY POLICY AND ARE AGREEING TO THIS PRIVACY POLICY FOR THAT ORGANIZATION.  WHERE YOU ARE USING THE SERVICE ON BEHALF OF AN ORGANIZATION, “YOU” AND “YOUR” REFERS TO THE ORGANIZATION.

 

  1. DESCRIPTION OF THE SERVICE

Viva connects executives with highly trained virtual analysts (“VAs”) to help with business and administrative needs. We accomplish this, in part, by collecting information about you and your business and using this information to provide the Service to you.  This is initially facilitated through our order forms, as well as calls with Viva Leadership (“Leadership”) and potential VAs.

Throughout your business relationship with Viva, you will use the Service to delegate tasks to your VA. You may also have regular meetings with Leadership where you can provide feedback concerning the performance of your VA, the website, and all other Viva services, and Leadership will regularly contact our VAs to ensure they are efficiently managing their assigned tasks.

As the information we collect includes information about you and your business, we aim to be transparent and clear about how we collect, use and share data.

 

  1. HOW WE OBTAIN PERSONAL DATA

The Service requires the collection and processing of your personal and business data, which is information about you or that identifies you, which we use to tailor the Service to your business needs.

Subject to legal, contractual and technical requirements, you may choose not to provide Viva with certain data or request the deletion of certain data, which may impact the essential operation of the Service.

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  1. PERSONAL DATA WE COLLECT

We collect certain personal data when you begin using the Service. The following is a description of the personal data that we may collect, use and process in connection with the foregoing:

  • your full name, email address, and telephone number;
  • information about your business, which may include personal data about others;
  • interview sessions and other communications between you and your VA;
  • derivative data, including your country location, browser type, operating system, access times, and page history;
  • mobile device data, including the mobile device’s model, manufacturer, and location, if our website is accessed from your mobile device;
  • answers to feedback surveys and questionnaires, email cold calls, inquiry emails; 
  • website analytics, which monitors customer use of the website to better improve the Service; and
  • your responses to our “Cross Client Training Manual,” including information relating to your business priorities, personal hobbies, and common expressions.

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  1. PROCESSING YOUR PERSONAL DATA

We process your personal data for our legitimate business purposes.  These uses include but are not limited to:

  • providing the Service to you, including tailoring the Service to your business needs based on the data that you provide;
  • understanding your needs and improving the quality of the Service, including providing customer support and feedback, providing additional support and training for your assigned VA, analyzing functionality and technical issues, tracking use of the Service and generating internal reports and data models that we use to improve the Service; 
  • gaining a better understanding of website use and activity;
  • contacting you for various reasons, including during monthly meetings with Leadership, and when providing customer support for the Service; and
  • for contractual, legal, regulatory or audit obligations, including responding to requests from law enforcement or a government agency asserting lawful authority to obtain the data or where Viva has reasonable grounds to believe the data could be useful in the investigation of unlawful activity, complying with a subpoena or warrant or an order made by a court, person or body with jurisdiction to compel the production of data, complying with court rules regarding the production of records and data, defending Viva in a legal, regulatory or administrative proceeding or in a contractual dispute or providing information to our legal counsel.

We may disclose your personal data to our parent companies, affiliates, subsidiaries, employees and contractors for the same purposes described above.  

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  1. THIRD PARTY SERVICES 

This Privacy Policy only applies to personal data that Viva collects, processes and discloses and does not apply to the collection, processing and disclosure of data by third parties through third-party services, including Google Drive and Analytics, Wix, and Whatsapp, which may be broader than set forth in this Privacy Policy, and that may be embedded into the Service.  In many cases, third-parties may collect personal data about your online activities over time and across different websites and services.  We strongly recommend that you read each third-party privacy policy carefully before using the Service. Please contact us directly using the information found below if you would like to learn more about third-party data practices.

 

  1. COOKIES AND TRACKING TECHNOLOGIES

The Service uses tracking technologies, such as cookies and web beacons, to collect data about you, such as your IP address and device information.  Based on this data, third-parties may be able to resolve your identity across multiple devices.  This data is collected, used and disclosed in accordance with the terms of this Privacy Policy and the applicable third-party privacy policies.  Certain Service features may rely on tracking technologies and by declining to accept cookies or by changing certain settings on your device, you may not have access to these features. 

 

  1. OBTAINING, RECTIFYING AND CONTROLLING YOUR PERSONAL DATA​

You may contact Viva to obtain a copy of any personal data we collect about you, the production of which may be subject to a fee as permitted by applicable law.  In addition, you may contact Viva to correct inaccurate personal data or to complete incomplete personal data.   

You may be able to opt-out of some or all of the ways in which your personal data is processed, or request the deletion of certain personal data, except where the personal data is necessary or vital for:​

  •   the performance of contractual obligations, such as the TOU or certain legal obligations;
  •   protecting your interests or those of another person; and
  •   our legitimate interests or the legitimate interests of a third-party,

and may do so by requesting deletion by contacting us using the contact information found below.

 

  1. DATA STORAGE AND RETENTION ​

While Viva is a Canadian company, the data you provide through the Service may be stored and processed by third parties in countries around the world.  You authorize Viva and third parties acting on our behalf to process your data in any country of their choosing, which may cause your data, including personal data, to be subject to privacy protections and legal rights that may not be equivalent to those in your country.  

Viva deletes all of your personal data and business information from any electronic devices in our control at the end of each day and every week, or as per your instructions.

Should your business relationship with Viva come to an end, we will promptly return or dispose of any other personal data and confidential information Viva has on file.

 

  1. DO NOT TRACK DISCLOSURE​

Do Not Track (“DNT”) is a web or device setting that allows you to request that receivers of personal data stop their tracking activities.  When you choose to turn on the DNT setting in your browser or device or use alternative consumer choice mechanisms, your browser or device sends a special signal to websites, analytics companies, advertising networks, plug-in providers and other web services you encounter to stop tracking your activity.  Currently, there are no DNT technology standards and, as a result, we do not respond to DNT requests. 

  1. CALIFORNIA “SHINE THE LIGHT” RIGHT​

If you are a California resident, California Civil Code 1798.83 grants you the right to request disclosure of the categories of personal information we provided to third parties, and the names and addresses of these third parties, for direct marketing purposes during the preceding calendar year.  If you are a California resident and would like to make this request, please contact us using the contact information set forth below. Please note that you may only make this request once per year.

  1. YOUR CALIFORNIA PRIVACY RIGHTS​

If you are a California resident, California Civil Code Section 1798.120 permits you to opt-out of the sale and sharing of your personal information to third parties.  Currently, Viva does not sell or share your personal information to third parties and as such no opt-out of the sale or sharing of such personal information is necessary.  Although Viva does not sell or share your personal information to third parties, Viva does provide a general opt-out right to all of our users as described in this Privacy Policy.  If you have any other questions about our privacy practices please email us at contact@execviva.com. ​

  1. CHANGE OF OWNERSHIP OR BUSINESS TRANSITION​

In the event of, or in preparation for, a change of ownership or control of Viva or a business transition such as the sale of some or all Viva’s assets, we may disclose and/or transfer your personal data to third-parties who will have the right to continue to collect and use such data in the manner set forth in this Privacy Policy.

  1. SECURITY

We are committed to ensuring that your data is secure.  To prevent unauthorized access, disclosure, or breach, we have put in place suitable physical, electronic, and administrative procedures to safeguard and secure the data we collect and process, including appropriate protections for any sensitive personal data we collect. 

  1. CONTACT PREFERENCES​

We will communicate with you through your email address, phone or other digital methods in order to conduct the Service and to respond to support requests or comments.  If you have provided us with your email address and would like to change the email preferences we associate with you (for example, unsubscribing from receiving certain types of email) you may do so by clicking a link within certain types of emails that we send to you or, if no link is available, by replying with “unsubscribe” in the email title or body.  On rare occasions, some types of email are necessary for the Service and cannot be unsubscribed from if you continue to use the Service.

  1. UPDATES​

Viva reserves the right, in its sole discretion, to modify this Privacy Policy at any time (each an “Update”) and shall make each Update available on our website.  You are deemed to accept an Update by continuing to use the Service.  Unless Viva states otherwise, an Update is automatically effective 30 days after posting on the website, except in such case where an Update is immaterial to any of your legal rights or legal obligations of Viva and such Update is made only to correct a typographical, formatting or grammar inaccuracy, and in such case, an Update is effective immediately after posting on the website.

  1. CONTACT US​

If you have requests, questions or comments about the Privacy Policy or our data collection in general, please contact our Data Privacy Officer or our Privacy Team at contact@execviva.com.