Last Updated: 17th June 2025

Privacy Policy

Thanks for visiting the website.

Your Virtual EA ABN 30 398 388 330 is committed to protecting your privacy as an online visitor to our website.

This privacy policy provides you with details of how Your Virtual EA collects and processes your personal data through your use of our site.

As an online business, we aim to comply with the Australian Privacy Principles contained in The Privacy Act 1988 (Cth) and General Data Protection Regulations (GDPR) to ensure that your information is protected.

We use the information we collect about you to maximise the services and products we provide to you via our website and through our business.

By providing us with your data, you warrant that you are over the age of 18 years.

This Privacy Policy, together with our Website Terms and Conditions (including Disclaimer) and Listing Terms and Conditions, form the entire agreement between you and Your Virtual EA.

Your Virtual EA is the controller of the personal information collected via this website; therefore, we are responsible for your personal data (referred to as "we", "us", or "our" in this Privacy Policy).

1. Contact Details

Your Virtual EA ABN: 30 398 388 330

Please email jana@yourvirtualea.com.au to obtain a postal address as this address is a private address.

1.1 – It is essential that the information we hold about you is accurate and up to date. Please let us know if at any time your personal information changes by emailing jana@yourvirtualea.com.au.

2. Personal Information – Type, Purpose and Legal Grounds

2.1 – Personal information/data means any information capable of identifying an individual. It does not include data that is anonymous in its source.

2.2 – We may process the following categories of personal data about you:

2.2.1 – Communication Information

2.2.1.1 – Communication information includes any communication that you send to us. This information can be sent to us through:

a – The contact form on our website;

b – The subscriber form on our website;

c – Email, text, social media messaging;

d – Social media posting;

e – Through any other communication that you send to us.

2.2.1.2 – We process this data for:

a – Communicating with you;

b – For record-keeping;

c – For the establishment, pursuance or defence of legal claims.

2.2.1.3 – Our legal ground for this processing is our legitimate interests, which are to respond to communications sent to us, keep records, and establish, pursue, or defend legal claims.

2.2.2 – Customer Information

2.2.2.1 – Includes any information you provide relating to purchases such as name, title, billing address, delivery email address, phone number, purchase details, and card details.

2.2.2.2 – We process this data to:

a – Supply the goods and/or services you have purchased;

b – Keep records of such transactions.

2.2.2.3 – Legal basis: performance of a contract or steps to enter one.

2.2.3 – User Information/Data

2.2.3.1 – Includes data about how you use our website and services or data posted for publication. We may collect data like:

a – Information provided or generated during use of the services;

b – Account-related information (name, email, DOB);

c – Feedback, personal updates, survey responses, and communication data.

2.2.3.2 – You must obtain consent before disclosing another person’s personal data.

2.2.3.3 – We process this data to:

a – Operate our site;

b – Ensure site security;

c – Maintain backups;

d – Enable publication and administration.

2.2.3.4 – Legal basis: legitimate interests to run our business and site properly.

2.2.3.5 – We do not supply personal data to third parties for their marketing without consent.

2.2.4 – Technical Data

2.2.4.1 – Includes data such as IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views, and navigation paths.

2.2.4.2 – Source of this data: our analytics tracking system.

2.2.4.3 – Used to analyse site usage, administer and protect the business, deliver relevant content and ads, and evaluate ad performance.

2.2.4.4 – Legal basis: legitimate interests in administering our site and business and determining marketing strategy.

2.2.5 – Financial Transactions

2.2.5.1 – Handled through our payment services provider (subject to change).

2.2.5.2 – We share data only as needed for payment processing, refunds, and complaints.

2.2.5.3 – Profile and company details are not used for other purposes.

2.2.5.4 – Data is only supplied to third parties as legally required or to protect legal rights.

2.2.6 – Marketing Information/Data

2.2.6.1 – Includes data on preferences for receiving marketing and communications.

2.2.6.2 – Used to:

a – Send newsletters;

b – Run promotions;

c – Deliver relevant content and measure ad effectiveness.

2.2.6.3 – Legal basis: legitimate interests in understanding customer use and marketing.

2.2.6.4 – May use various data types (Customer, User, Technical, Marketing) to:

a – Deliver content and ads (e.g. Facebook ads);

b – Evaluate ad effectiveness.

2.2.6.5 – Legal basis: legitimate interest to grow our business.

2.2.6.6 – May use this data to send additional marketing communications (legal basis: consent or legitimate interest).

2.2.7 – Sensitive Data

We do not collect sensitive data (e.g. race, religion, sexual orientation, political opinions, health, biometric data, or criminal records).

2.2.8 – Contract Obligations

2.2.8.1 – If required by law or contract, failure to provide necessary data may prevent us from fulfilling that contract.

2.2.8.2 – We will notify you if a cancellation is necessary due to missing information.

2.2.9 – Use of Personal Information

2.2.9.1 – We only use your data for its original or reasonably related purposes. For other uses, we will notify you and explain legal grounds.

2.2.9.2 – We may process your data without knowledge or consent if legally required.

3. How Your Personal Information is Collected

3.1 – Cookies

3.1.1 – We may automatically collect certain data using cookies and similar technologies.

3.1.2 – A cookie is a small file stored on your device to track site activity and improve user experience.

3.1.3 – Cookies are widely used and do not harm your system.

3.1.4 – You can manage cookie settings in your browser. Blocking cookies may affect site access.

3.2 – How Do We Use Cookies?

3.2.1 – To track usage patterns and improve site and service offerings.

3.3 – Types of Cookies

3.3.1 – Session cookies: temporary, deleted when browser closes, no personal data stored.

3.3.2 – Persistent cookies: stored between sessions, used for analytics like Google Analytics.

3.4 – Cookies Categories

3.4.1 – Strictly necessary cookies: essential for core functionality like purchasing.

3.4.2 – Performance cookies: used to monitor and improve site performance.

3.4.3 – Functionality cookies: remember user preferences and enhance features.

3.4.4 – Third-party cookies: may be used by advertisers or analytics providers, which we do not control.

4. Marketing Communications

4.1 – Our legal basis for sending marketing communications is either your consent or our legitimate interest to grow our business.

4.2 – We may send you marketing communications if:

4.2.1 – You made a purchase or inquired about our products/services.

4.2.2 – You consented to receive marketing and haven’t opted out.

4.2.3 – You are a company (we may send without consent); you may opt out at any time.

4.3 – Express Consent

4.3.1 – We will request explicit consent before sharing your data with third parties for marketing.

4.4 – Stopping Marketing Messages

4.4.1 – You can stop marketing messages by:

4.4.1.1 – Clicking unsubscribe links in emails.

4.4.1.2 – Emailing jana@yourvirtualea.com.au.

4.4.2 – Opting out does not affect transactional communication (e.g. receipts, returns).

5. Disclosures of Your Personal Data

5.1 – We may share your data with:

5.1.1 – IT and system providers.

5.1.2 – Professional advisors (lawyers, bankers, auditors, insurers).

5.1.3 – Government bodies for compliance.

5.1.4 – Market researchers and analysts.

5.1.5 – Marketing agencies.

5.1.6 – Parties involved in business transfers.

5.2 – All third parties must respect your data and follow legal requirements. They may only process your data as per our instructions.

6. International Transfers

6.1 – We ensure your data is protected when transferred internationally by using approved safeguards like:

6.1.1 – Transfers only to countries with approved protection levels.

6.1.2 – Use of approved standard contractual clauses.

6.1.3 – Using providers under the EU-US Privacy Shield.

6.2 – If safeguards are not available, we will ask for your explicit consent.

7. Data Security

7.1 – We strive to ensure the security, integrity, and privacy of personal data you submit.

7.2 – Reasonable technical and organisational precautions are taken to prevent loss, misuse, or alteration of your data.

7.3 – Internet data transmission is inherently insecure, and we cannot guarantee its security.

7.4 – We have breach response procedures and will notify you and regulators as required.

8. Data Retention

8.1 – We retain personal data only as long as necessary to fulfil its collection purpose and satisfy legal obligations.

8.2 – Basic data (contact, identity, transaction) is retained for five years after you cease being a customer, for tax purposes.

8.3 – We may anonymise your data for research or statistics and use it indefinitely without notice.

9. Your Legal Rights

9.1 – You have the right to access, correct, erase, restrict, transfer, object to, or withdraw consent for your data.

9.2 – To exercise your rights, email jana@yourvirtualea.com.au.

9.3 – To process your request, we need:

9.3.1 – Your name and address

9.3.2 – Your contact telephone number

9.4 – Access is free, but we may charge for unfounded or excessive requests.

9.5 – For security, we may require further identification.

9.6 – We respond to legitimate requests within 30 days. For complex/multiple requests, we’ll inform you of any delay.

9.7 – Contact us first with complaints. You also have the right to complain to the Office of the Australian Privacy Commissioner at https://www.oaic.gov.au.

10. Change in Privacy Policy

10.1 – We may update this policy at any time. Changes take effect upon posting.

10.2 – You should check back periodically for updates.

10.3 – You can opt out of marketing communications at any time.

10.4 – We will usually seek your express consent or give you the opportunity to opt out of marketing use.

10.5 – Questions or concerns? Please email jana@yourvirtualea.com.au.