Privacy Policy

Welcome to Xecutely. Your privacy is important to us. This Privacy Policy explains how Xecutely LLC (“Xecutely,” “we,” “our,” or “us”) collects, uses, stores, and protects your personal information when you use our website, training platform (Xecutely Academy), client dashboards, or managed virtual assistant (“VA”) services.

This policy applies to all users of Xecutely’s services, including: business clients who subscribe to managed VA plans; Academy students enrolled in the Xecutely VA Training Program; and virtual assistants who deliver services through our platform.

By accessing or using our services, you agree to this Privacy Policy. If you do not agree, please discontinue use of our website and services.

Xecutely is a remote staffing, automation, and training company headquartered in New York, USA. We provide AI-empowered virtual assistant services to businesses, and operate the Xecutely Academy, a paid training program for virtual assistants based primarily in the Philippines.

We operate internationally, including service delivery and training through teams in the Philippines. We comply with applicable privacy laws, including:

• General Data Protection Regulation (GDPR — EU/UK)
• California Consumer Privacy Act (CCPA — USA)
• Philippine Data Privacy Act (DPA)

We collect information to provide, improve, and protect our services. The types of information we collect depend on whether you are a business client, an Academy student, or a virtual assistant.

3.1 Information You Provide Directly
Business Clients:

• Name, company name, and contact details (email, phone number).
• Payment and billing details (processed securely through Stripe).
• Project or business details you share with our team or assigned VAs.
• Communication logs (emails, messages, WhatsApp conversations, or support tickets).

Academy Students:

• Full name, email address, and phone number.
• Payment and billing details (processed securely through Stripe).
• Training application information (experience level, career goals, skills assessment responses).
• Quiz scores, module completion data, and participation records.
• Communication logs related to training support.

Virtual Assistants:

• Name, contact details, and professional background.
• Application and employment information (resume, skills, interview notes).
• Performance data (QA scores, task completion, client feedback).
• Payment details for compensation processing.

3.2 Information Collected Automatically
When you visit our website, use our dashboards, or access Academy content, we automatically collect:

• Device type, browser, operating system, and IP address.
• Usage data, session duration, pages visited, and referring URLs.
• Analytics metrics through Google Analytics and Meta Pixel.
• Funnel and conversion tracking data through GoHighLevel (GHL).

3.3 Information from Third Parties
We may receive limited data from partners such as:

• Payment processors (Stripe) for transaction verification.
• Communication tools (WhatsApp, Notion, Calendly) for service integration.
• Advertising platforms (Facebook, Google) for remarketing campaigns.
• GoHighLevel for CRM, funnel analytics, and email engagement data.

We use personal data only when necessary and lawful. Specifically:For All Users:

• Provide and manage our services (VA placement, training, automation).
• Process payments and manage subscriptions or enrollments.
• Communicate service updates, invoices, or account alerts.
• Improve website functionality, user experience, and content relevance.
• Ensure compliance with contracts, NDAs, and legal obligations.
• Conduct security audits and prevent fraud or misuse.

For Academy Students (additionally):

• Track course progress, quiz scores, and module completion.
• Deliver training content, live lectures, and support communications.
• Evaluate eligibility for placement priority in the Xecutely VA network.
• Send Academy-related marketing communications (with consent).

We never sell personal information to third parties.

For users in the EU/UK, we process personal data based on:

• Contract necessity — to perform obligations under a service or enrollment agreement.
• Legitimate interest — improving our operations, security, and training quality.
• Consent — when you voluntarily opt into marketing, newsletters, or data sharing.
• Legal compliance — fulfilling laws in the U.S., Philippines, or your jurisdiction.

We retain personal data only as long as necessary to:

• Provide services and ongoing support.
• Comply with legal, tax, and accounting requirements.
• Resolve disputes and enforce agreements.

Data Category	Retention Period	After Expiry
Active client data	Duration of service + 24 months	Anonymized or deleted
Academy student data	Duration of enrollment + 24 months	Anonymized or deleted
VA contractor data	Duration of engagement + 24 months	Anonymized or deleted
Payment records	As required by tax law (typically 7 years)	Deleted per legal schedule
Website analytics	26 months (GA4 default)	Auto-deleted by platform

We share information only with trusted partners essential to our operations:
7.1 Service Providers: Information may be shared with third-party companies that assist in providing our services, including payment processors (Stripe), CRM and funnel platforms (GoHighLevel), scheduling tools (Calendly), communication platforms (WhatsApp, Google Workspace), and analytics providers (Google Analytics, Meta Pixel). All operate under strict data protection terms.
7.2 Legal Obligations: We may disclose your information if required by law, such as to comply with a subpoena, court order, or other legal process.
7.3 Business Transfers: In the event of a merger, acquisition, or bankruptcy, personal information may be part of the transferred assets.
7.4 Affiliates: We may share your information with our affiliates, who will use that information in accordance with this Privacy Policy.
7.5 Academy-Specific: If an Academy student is placed into the Xecutely VA network or referred to a partner agency, limited professional data (name, skills, training completion status) may be shared with the receiving entity. Students will be notified before any such sharing occurs.

Because we operate globally, your information may be transferred to and processed in the United States, Philippines, or other jurisdictions. All transfers comply with applicable international safeguards, including:

• Standard Contractual Clauses (SCCs) for EU/UK users.
• DPA Section 21 compliance for Philippine data subjects.

Depending on your location, you have the right to:

• Access your personal data.
• Correct inaccurate or incomplete information.
• Delete your data (“right to be forgotten”).
• Restrict or object to certain processing.
• Withdraw consent at any time (for marketing or analytics).
• Request data portability to another provider.

To exercise your rights, contact us at privacy@xecutely.com. We respond to all valid requests within 30 days.CCPA-Specific Rights (California Residents): You have the right to know what personal information we collect, request deletion, and opt out of the sale of personal information. We do not sell personal information. To make a CCPA request, email privacy@xecutely.com.

We use cookies and similar technologies to enhance user experience and analyze traffic. For full details, please see our separate Cookie Policy. In summary:

• Essential Cookies: Required for login, navigation, and security.
• Analytics Cookies: Used for site optimization (Google Analytics, GHL tracking).
• Marketing Cookies: Used for remarketing ads (Facebook Pixel, Google Ads).

You may disable non-essential cookies in your browser settings, but some site features may not function correctly.

We use industry-standard safeguards to protect your information:

• SSL/TLS encryption for all data transmission.
• Two-Factor Authentication (2FA) for internal systems.
• Encrypted storage for sensitive files and payment data.
• Role-based access controls (Client, VA, Student, Admin).
• Regular vulnerability and compliance checks.

Despite best efforts, no online platform is 100% secure. You acknowledge that transmission of data carries inherent risk.

If a data breach occurs, Xecutely will:

• Notify affected users and relevant authorities promptly (within 72 hours where required by law).
• Investigate the breach and implement containment and remediation measures.
• Provide updates and guidance to affected parties on protective steps.

Our website and Academy platform may include links to third-party sites (tools, partner platforms, job boards). We are not responsible for their privacy practices or content. Please review their privacy policies before submitting personal data.

Our services, including the Xecutely Academy, are not intended for users under 18 years of age. We do not knowingly collect data from minors. If we learn that a minor has provided personal data, we will delete it immediately.

We may update this Privacy Policy from time to time. All updates are effective upon posting, indicated by a new “Last Updated” date at the top of this page. For material changes, we will notify registered users via email. We encourage you to review this page periodically.

If you have any questions about this Privacy Policy or how we handle your data, please contact us:
Data Protection Contact:privacy@xecutely.com
General Support:support@xecutely.com
Xecutely LLC, New York, USA