Privacy Policy

Last updated: 18 July 2025

Hey there!  At VirtuBiz Hub, your privacy is not just some fine print, we genuinely care about protecting your personal info. Whether you're booking a discovery call or just browsing around, here’s how we handle your information.

1. Who We Are

VirtuBiz Hub is a South African virtual assistant business that provides admin, compliance, and business support services to small businesses and entrepreneurs.

Information Officer: Ntando
Email: virtubizhubsa@gmail.com

2. What Personal Info We Collect

When you interact with us, we may collect:

• Your name, email, phone number

• Business info (company name, service needs)

• Messages, feedback, or info shared in forms

• Technical stuff like browser type, IP address (via cookies)
  
  

3. Why We Collect It

We use your info to:

• Schedule your discovery call or respond to messages

• Send you helpful info or onboarding materials

• Manage bookings and deliver services

• Send occasional updates or newsletters (only if you opt-in)

• Comply with legal obligations (yep, the boring stuff)
  
  

4. Cookies 

We use cookies to improve your browsing experience, analyse site traffic, and personalize content.
You can accept or reject cookies when you land on our site, just use the cookie banner that pops up. Read our Cookie Policy for all the techy details.

What Are Cookies?

Cookies are small text files placed on your device when you visit our site. They help us:

• Remember who you are between page visits

• Understand what you love on our site

• Make sure everything loads properly

• Serve you content you actually care about
  
  

Types of Cookies We Use

a. Strictly Necessary Cookies

These keep the site running — like remembering your cookie preferences or securing login areas. You can’t turn these off (unless you want the site to break).

b. Performance & Analytics Cookies

These help us understand how many people visit, which pages are popular, and how long visitors stick around. We use:

• Google Analytics

• Facebook Pixel (optional, for ads)
  
  

We only track anonymous stats, no personal info gets stored unless you willingly share it with us.

c. Functional Cookies

These remember your preferences, like form details you’ve already typed or tools like calendars and chat boxes.

d. Marketing Cookies

We might use these to show you relevant ads on social media if you’ve visited us before. They’re off by default unless you switch them on.

How We Get Consent

When you visit our site, you’ll see a cookie banner. You can:

• Accept all cookies

• Reject non-essential cookies

• Manage preferences (e.g. only allow necessary cookies)
  
  

We only place non-essential cookies once you’ve given consent. That’s the POPIA way!

How to Manage or Disable Cookies

Want to change your cookie settings? You can:

• Use our cookie settings pop-up

• Clear or block cookies via your browser (Google Chrome, Firefox, Safari, etc.)
  But just know, blocking some cookies might affect how our site works for you.
  
  

Third-Party Cookies

Sometimes third-party tools (like our newsletter form, chat widget, or calendar plugin) place cookies. We do our best to make sure they’re compliant, too.

6. Updates to This Policy

We’ll update this policy whenever laws change, or we start using new tools. Check back here for the latest scoop.

5. Who Has Access to Your Info

Only the following have access:

• Our internal team (strictly need-to-know)

• Tools we use (like Google Workspace, Calendly, CRM software)

• Third parties only where necessary, and they follow POPIA too
  
  

We don’t sell your data. Ever.

6. Your Rights Under POPIA

You have the right to:

• Know what info we have about you

• Ask us to correct or update it

• Ask us to delete it

• Object to marketing

• Withdraw your consent at any time
  
  

Drop us a line at virtubizhubsa@gmail.com if you want to make a request.

7. How We Keep Your Info Safe

We use SSL encryption, secure tools, and limited-access systems to protect your data. We also:

• Regularly review access permissions

• Train ourselves on privacy best practices

• Use 2FA where possible
  
  

If something does go wrong (like a breach), we’ll notify you and the Information Regulator immediately, as required.

8. How Long We Keep Your Info

We’ll only keep your info as long as we need it:

• Contact form or booking info: up to 24 months

• Client info: as needed to deliver services and comply with financial/legal rules
  
  

After that, we securely delete it.

9. External Links

Sometimes we link to other sites (e.g., YouTube, lead magnets, blog tools). We’re not responsible for their content or privacy practices, so double-check their policies.

10. Changes to This Policy

We may update this policy from time to time to stay compliant and transparent. Any major changes will be noted here.

11. Security & Breach Notification Policy 

Security Safeguards
We implement the following technical and organizational security measures:

• SSL encryption (https)

• Password-protected client folders

• Regular backups

• Use of two-factor authentication (2FA)

• Access restricted to authorized personnel only
  
  

Breach Notification Process
If a data breach occurs that may impact your personal information:

• You will be notified as soon as reasonably possible.

• A report will be filed with the Information Regulator using the eServices portal.

• We will provide full details, including:

  • What happened

  • What information was involved

  • Actions taken to secure data and prevent recurrence