Privacy
Policy

1. Introduction and Scope

This Privacy Policy ("Policy") describes how Assistvex ("we," "us," or "our"), located at 108 E Dixie Ave, Elizabethtown, KY 42701, collects, uses, processes, stores, and protects information obtained from individuals and organizations ("you," "your," or "Client") who visit our website, inquire about our services, or engage us as a service provider.

This Policy applies to all information collected through our website, through direct communications with our team, through service engagements, and through any other interactions between you and Assistvex. By engaging with our website or services, you acknowledge that you have read and understood this Privacy Policy.

We take privacy seriously. Our business is built on trust — we regularly handle sensitive internal documents and operational data on behalf of our clients, and we hold ourselves to a rigorous standard of confidentiality and data protection across all aspects of our operations.

This Policy is written to comply with applicable United States privacy laws including the Kentucky Consumer Protection Act and relevant federal regulations. We do not sell personal information under any circumstances.

2. Information We Collect

We collect information in several ways depending on how you interact with us. The types of information we may collect include:

2.1 Information You Provide Directly

• Contact Information: Name, business email address, company name, job title, phone number, and any other information you voluntarily provide when completing our contact form, requesting a consultation, or communicating with us.
• Service Inquiry Details: Information about your business, operational needs, team size, current systems, and specific administrative challenges you describe when seeking our services.
• Business Data Shared During Engagements: Documents, files, database contents, records, credentials, and other business information shared by Clients for the purpose of receiving our services. This information is treated with the highest standard of confidentiality.
• Communications: Emails, messages, and other communications sent to or through Assistvex, including their content and metadata.

2.2 Information Collected Automatically

• Website Usage Data: IP address, browser type, operating system, referring URLs, pages viewed, time spent on pages, and other standard server log data collected when you visit our website.
• Cookies and Similar Technologies: We use essential cookies to maintain website functionality. We may use analytics tools to understand aggregate website usage patterns. You may control cookie preferences through your browser settings.
• Device Information: General device type and connection information used for ensuring compatibility and optimizing website performance.

2.3 Information from Third Parties

We may receive limited information about prospective clients from referral partners or third-party platforms through which our services are listed. Any such information is handled in accordance with this Policy.

3. How We Use Your Information

We use the information we collect for the following purposes:

• To respond to inquiries, provide requested information about our services, and communicate with prospective clients.
• To deliver, manage, and improve the administrative support services provided under Service Agreements.
• To prepare invoices, process payments, and manage billing-related communications.
• To fulfill our contractual obligations to Clients as defined in applicable Service Agreements.
• To maintain internal records of client engagements for business administration purposes.
• To monitor and improve our website's performance and user experience through aggregated, anonymized analytics data.
• To comply with applicable legal obligations, respond to legal process, and enforce our Terms of Service and other agreements.
• To protect the security and integrity of our operations, systems, and communications.

We do not use your personal information for automated decision-making, profiling, or marketing without your explicit consent. We do not send marketing emails to contacts unless they have specifically opted in to receive such communications.

4. Information Sharing and Disclosure

Assistvex does not sell, trade, rent, or transfer your personal information to third parties except in the limited circumstances described below:

4.1 Service Delivery

We may share information with trusted third-party service providers who assist in the delivery of our services — such as cloud storage providers, project management platform operators, and communication tools. All such third parties are contractually obligated to protect your information and may only use it for the specific purpose for which it was shared.

4.2 Legal Requirements

We may disclose your information where required to do so by law, court order, governmental authority, or in response to a valid legal request. Where permissible, we will notify you prior to such disclosure.

4.3 Business Transfers

In the event of a merger, acquisition, sale of assets, or other business transfer, client information may be transferred as part of the transaction. We will provide notice and, where required, seek your consent before such a transfer occurs.

4.4 Protection of Rights

We may disclose information where necessary to protect the rights, property, or safety of Assistvex, our clients, or others — including to prevent fraud or address security threats.

5. Data Retention

We retain personal information and business data for as long as necessary to fulfill the purposes outlined in this Policy, maintain our business records, and comply with applicable legal obligations. Our general retention practices are as follows:

• Active Client Data: Retained for the full duration of the service engagement and for a period of five (5) years following the termination of the engagement for record-keeping purposes.
• Prospective Client Inquiry Data: Retained for up to two (2) years from the date of the most recent interaction, unless the inquiry results in an active engagement.
• Website Analytics Data: Retained in aggregated form for internal analysis purposes; individual session data is not retained beyond thirty (30) days.
• Financial Records: Retained for a minimum of seven (7) years in compliance with applicable tax and accounting regulations.

Upon request, we will delete personal information sooner where there is no overriding legal requirement to retain it, subject to the conditions of our data deletion process described in Section 7.

6. Data Security

Assistvex implements a comprehensive set of technical, administrative, and physical safeguards designed to protect your information from unauthorized access, disclosure, alteration, destruction, or loss. These measures include:

• Encryption of data in transit using industry-standard TLS protocols.
• Access controls and authentication requirements for all internal systems and client-facing tools.
• Limiting access to client information to authorized team members on a need-to-know basis.
• Regular review and assessment of our security practices and third-party service providers.
• Secure disposal and deletion of data no longer required for business purposes.
• Confidentiality agreements with all team members who have access to client data.

While we maintain rigorous security practices, no method of digital transmission or storage is completely impenetrable. In the event of a data breach that poses a significant risk to your rights or interests, we will notify affected parties in accordance with applicable law and as promptly as circumstances permit.

7. Your Privacy Rights

Depending on your jurisdiction, you may have certain rights regarding your personal information. Assistvex is committed to honoring these rights to the extent required by applicable law. These rights may include:

• Right of Access: You may request a copy of the personal information we hold about you.
• Right of Correction: You may request correction of inaccurate or incomplete personal information.
• Right of Deletion: You may request deletion of your personal information where we have no overriding legal obligation to retain it.
• Right to Restrict Processing: You may request that we limit our use of your personal information in certain circumstances.
• Right to Object: You may object to our processing of your personal information for specific purposes.
• Right to Data Portability: You may request your personal data in a commonly used, machine-readable format.

To exercise any of these rights, please submit a written request to us using the contact information provided at the end of this Policy. We will respond to all valid requests within thirty (30) calendar days. We may request verification of your identity before processing any request related to personal information.

8. Third-Party Links and Services

Our website may contain links to third-party websites or reference third-party platforms and tools. Assistvex is not responsible for the privacy practices or content of these third-party sites or services. We encourage you to review the privacy policies of any third-party sites you visit. The inclusion of a link on our website does not imply endorsement of that site or its privacy practices.

9. Changes to This Policy

We reserve the right to update or modify this Privacy Policy at any time. Any material changes will be reflected in the "Last Updated" date at the top of this Policy and, where appropriate, communicated to active clients via their primary contact email. Your continued use of our services following any update to this Policy constitutes your acceptance of the revised terms. We encourage you to review this Policy periodically.