Privacy Policy

1. Introduction

Welcome to Focal VA. We respect your privacy and are committed to protecting your personal data. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our CRM platform and related services ("Service").

Please read this Privacy Policy carefully. By using the Service, you agree to the collection and use of information in accordance with this policy. If you do not agree with this policy, please do not use our Service.

2. Information We Collect

2.1 Information You Provide to Us

We collect information that you provide directly to us, including:

• Account Information: Name, email address, phone number, company name, password, and profile information
• User Content: Client data, project information, tasks, time entries, contracts, invoices, notes, and any other content you upload or create using the Service
• Payment Information: Billing address and payment card details (processed securely by our payment processors)
• Communication Data: Messages you send through our support channels, feedback, and survey responses
• Contact Form Data: Name, email, company name, and message content submitted through our website contact form

2.2 Information We Collect Automatically

When you access or use our Service, we automatically collect certain information, including:

• Usage Data: Features used, pages visited, time spent, click patterns, and other usage statistics
• Device Information: IP address, browser type and version, device type, operating system, and device identifiers
• Location Data: General geographic location based on your IP address
• Cookies and Similar Technologies: Data collected through cookies, web beacons, and similar tracking technologies
• Log Data: Server logs, error reports, and diagnostic information

2.3 Information from Third Parties

We may receive information about you from third-party services, including:

• Payment processors (transaction information)
• Analytics providers (usage statistics and trends)
• Security services (fraud detection and prevention)

3. How We Use Your Information

We use the information we collect for various purposes, including:

• Provide the Service: Deliver, maintain, and improve our CRM platform and features
• Account Management: Create and manage your account, process registrations, and authenticate users
• Customer Support: Respond to your inquiries, provide technical support, and resolve issues
• Payment Processing: Process payments, prevent fraud, and manage billing
• Communications: Send you service-related announcements, updates, security alerts, and support messages
• Personalization: Customize your experience and provide personalized content and recommendations
• Analytics: Analyze usage patterns to improve our Service and develop new features
• Security: Monitor and enhance the security of our Service, detect and prevent fraud and abuse
• Legal Compliance: Comply with legal obligations, enforce our Terms of Service, and protect our rights
• Marketing: Send promotional materials and updates about new features (with your consent where required)

4. How We Share Your Information

We do not sell your personal information. We may share your information in the following circumstances:

4.1 Service Providers

We share information with third-party service providers who perform services on our behalf, including:

• Cloud hosting and storage providers
• Payment processors
• Email service providers
• Analytics and monitoring services
• Customer support tools

4.2 Business Transfers

If we are involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify you of any such change and the choices you may have.

4.3 Legal Requirements

We may disclose your information if required to do so by law or in response to valid requests by public authorities (e.g., court orders, subpoenas, or government agencies).

4.4 Protection of Rights

We may disclose information to protect the rights, property, or safety of Focal VA, our users, or others, including to prevent fraud, enforce our Terms of Service, or respond to emergencies.

4.5 With Your Consent

We may share your information with third parties when you explicitly consent to such sharing.

5. Data Security

We implement appropriate technical and organizational security measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. These measures include:

• Encryption of data in transit and at rest
• Regular security audits and vulnerability assessments
• Access controls and authentication mechanisms
• Secure backup and disaster recovery procedures
• Employee training on data protection and security

However, no method of transmission over the Internet or electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your information, we cannot guarantee its absolute security.

6. Data Retention

We retain your personal information for as long as necessary to provide the Service and fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law.

When you close your account, we will delete or anonymize your personal information within 30 days, except where we need to retain certain information for legal, accounting, or security purposes. We may retain de-identified or aggregated data indefinitely for analytics and improvement purposes.

7. Your Rights and Choices

Depending on your location, you may have certain rights regarding your personal information:

7.1 Access and Portability

You have the right to access and receive a copy of your personal information. You can export your data from your account settings.

7.2 Correction

You can update or correct your personal information through your account settings or by contacting us.

7.3 Deletion

You can request deletion of your personal information by closing your account or contacting us at support@focalva.com.

7.4 Opt-Out of Marketing

You can unsubscribe from marketing emails by clicking the "unsubscribe" link in any marketing email or by updating your email preferences in your account settings.

7.5 Cookie Preferences

You can control cookies through your browser settings. Note that disabling cookies may affect the functionality of the Service.

7.6 Do Not Track

We do not currently respond to "Do Not Track" signals from browsers.

8. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to collect and track information about your use of the Service. Cookies are small data files stored on your device.

8.1 Types of Cookies We Use

• Essential Cookies: Necessary for the Service to function properly (e.g., authentication, security)
• Functionality Cookies: Remember your preferences and settings
• Analytics Cookies: Help us understand how you use the Service
• Marketing Cookies: Track your activity across websites to deliver relevant ads (only with your consent)

8.2 Google reCAPTCHA

We use Google reCAPTCHA to protect our forms from spam and abuse. reCAPTCHA collects hardware and software information and sends it to Google for analysis. Use of reCAPTCHA is subject to Google's Privacy Policy and Terms of Service.

9. Third-Party Links and Services

Our Service may contain links to third-party websites, plugins, or services that are not operated by us. We are not responsible for the privacy practices of these third parties. We encourage you to review the privacy policies of any third-party services you access.

10. International Data Transfers

Your information may be transferred to and maintained on servers located outside your country of residence, where data protection laws may differ. By using the Service, you consent to the transfer of your information to the United States and other countries where we operate.

We take appropriate safeguards to ensure that your personal information remains protected in accordance with this Privacy Policy, including using standard contractual clauses approved by regulatory authorities.

11. Children's Privacy

Our Service is not intended for individuals under the age of 18. We do not knowingly collect personal information from children. If you are a parent or guardian and believe your child has provided us with personal information, please contact us immediately. If we discover that we have collected personal information from a child without parental consent, we will take steps to delete that information.

12. California Privacy Rights

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA):

• Right to know what personal information is collected, used, shared, or sold
• Right to delete personal information held by us
• Right to opt-out of the sale of personal information (we do not sell personal information)
• Right to non-discrimination for exercising your CCPA rights

To exercise these rights, please contact us at support@focalva.com.

13. European Privacy Rights (GDPR)

If you are located in the European Economic Area (EEA), you have additional rights under the General Data Protection Regulation (GDPR):

• Right to access your personal data
• Right to rectification of inaccurate data
• Right to erasure ("right to be forgotten")
• Right to restriction of processing
• Right to data portability
• Right to object to processing
• Right to withdraw consent at any time
• Right to lodge a complaint with a supervisory authority

Our legal basis for processing your personal data includes:

• Performance of a contract with you
• Compliance with legal obligations
• Your consent (where applicable)
• Our legitimate interests (e.g., improving our Service, security)

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of any material changes by:

• Posting the updated Privacy Policy on this page
• Updating the "Last Updated" date
• Sending you an email notification (for material changes)

Your continued use of the Service after the effective date of the updated Privacy Policy constitutes your acceptance of the changes.

15. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us:

16. Your Consent

By using our Service, you consent to the collection, use, and sharing of your information as described in this Privacy Policy. If you do not agree with this policy, please do not use our Service.