Privacy Policy and Terms

Privacy Policy

1. Introduction

Virtual Guardian is committed to protecting the personal information of its employees, clients, partners, candidates, and website users. We implement administrative, technical, organizational, and physical safeguards designed to protect personal information in accordance with applicable privacy, data protection, and cybersecurity laws and regulations.

This Privacy Policy explains how Virtual Guardian collects, uses, stores, protects, and discloses personal information, as well as the rights individuals may have regarding their information.

2. Personal Information Management

2.1 Personal Information Collected

Virtual Guardian may collect and process the following categories of personal information, including but not limited to:

• Identifying information: first name, last name, mailing address, phone number, email address, postal code, country, city, date of birth, and similar identifying details.
• Commercial information: requests for information, quote requests, transaction history, and related communications.
• Application and hiring information: résumé, educational background, qualifications, work history, recommendation letters, references, interview information, and other recruiting-related information.
• Computer and digital activity information: IP address, device identifiers, browser type, logs, and other technical information relating to website or system access.
• Account information: account credentials, roles, permissions, settings, and preferences.
• Cookies and similar technologies: small files placed on a visitor’s device to recognize devices, remember preferences, support essential website functionality, improve performance, and help maintain security. Virtual Guardian does not currently use Google Analytics on this website.

Personal information is treated as confidential information and protected accordingly.

Note: Business contact information associated with a person’s professional role, such as name, title, business email address, and business phone number, may not be considered personal information under certain laws.

2.2 Purposes of Collection and Processing

Virtual Guardian may collect and process personal information for the following purposes:

Sales and Commercial Activities

• Responding to inquiries and quote requests
• Providing information about services and solutions
• Managing transactions, billing, and payments
• Sending company updates, newsletters, and marketing communications where permitted by law
• Personalizing website experiences

Website and Service Delivery

• Enabling access to website features or account-based services
• Supporting user experience and website functionality
• Maintaining website security and performance

Recruiting

• Reviewing applications and résumés
• Verifying qualifications and references
• Conducting interviews and managing recruiting activities
• Communicating with candidates about current or future opportunities

Research and Development

• Improving products, services, websites, applications, and user experience
• Conducting internal analysis and research to improve offerings and operations

Audits, Reports, and Investigations

• Preparing internal reports and statistics
• Managing ethics, compliance, and conflict-related matters
• Supporting legal review, dispute resolution, or internal investigations

Legal Compliance and Protection

• Complying with legal, regulatory, or contractual obligations
• Responding to lawful requests, court orders, or government authorities
• Investigating suspected fraud, security incidents, policy violations, or illegal activity
• Protecting Virtual Guardian, its clients, partners, personnel, and others

Operational Analysis

• Improving internal systems, processes, performance, and resource allocation
• Protecting Virtual Guardian’s business interests
• Supporting business continuity, incident response, and security operations

Virtual Guardian will use personal information only for the purposes described above, unless another compatible purpose is identified and permitted by applicable law.

2.3 How Personal Information Is Collected

Virtual Guardian may collect personal information through:

• website forms and contact forms;
• account registration or service-related forms;
• email, phone, and other communications;
• recruiting and job application processes;
• cookies and similar technologies;
• contracts, proposals, or related business documents; and
• other lawful means in connection with our business operations.

Where required by law, Virtual Guardian will provide notice regarding the purposes of collection, the methods used, and the rights available to individuals.

2.4 Consent

Where required by applicable law, Virtual Guardian obtains consent for the collection, use, or disclosure of personal information. Consent may be obtained in writing, electronically, through click-through consent, or by other legally valid means.

Consent will generally be requested for the purposes described in this Privacy Policy. In some cases, Virtual Guardian may be permitted or required by law to collect, use, or disclose personal information without consent.

Where required by law, parental or guardian consent will be obtained for minors.

2.5 Automated Decision-Making

If Virtual Guardian uses personal information in an automated decision-making process in circumstances where notice is legally required, affected individuals will be informed and provided with any rights required under applicable law.

2.6 Disclosure and Transfers

Virtual Guardian may share personal information with employees, contractors, service providers, advisors, business partners, or other third parties who need access to the information for legitimate business purposes and who are subject to appropriate confidentiality and security obligations.

Personal information may also be disclosed:

• where required by law;
• in response to lawful requests from authorities;
• in connection with legal proceedings or investigations;
• to protect rights, safety, security, or property; or
• as part of a business transaction where legally permitted.

Personal information may be stored, processed, or transferred in jurisdictions where Virtual Guardian or its service providers operate. Where required, Virtual Guardian will implement appropriate safeguards for cross-border transfers.

2.7 Retention and Accuracy

Virtual Guardian retains personal information only for as long as necessary to fulfill the purposes for which it was collected, or as required by legal, regulatory, contractual, or operational obligations.

Virtual Guardian takes reasonable steps to maintain the accuracy and relevance of personal information and to process correction or update requests where appropriate.

2.8 Protection of Personal Information

Virtual Guardian applies safeguards designed to protect personal information against unauthorized access, use, disclosure, loss, alteration, or destruction. These measures may include:

• identification and classification of personal and sensitive data;
• privacy and risk assessments where appropriate;
• employee training and confidentiality requirements;
• information security governance and internal controls;
• identity and access management;
• encryption and other technical protections where appropriate;
• monitoring, detection, and incident response measures;
• backup, recovery, and business continuity controls; and
• physical and environmental security safeguards.

No security measure is absolute, but Virtual Guardian uses reasonable and appropriate measures to protect personal information.

2.9 Individual Rights and Complaints

Subject to applicable law, individuals may have the right to:

• request access to their personal information;
• request correction of inaccurate or incomplete information;
• withdraw consent, where processing is based on consent;
• request deletion of personal information where legally applicable;
• request portability of personal information where legally applicable; and
• submit a complaint regarding Virtual Guardian’s privacy practices.

To submit a privacy-related request or complaint, please contact Virtual Guardian at:

Mailing Address
287 6th Street East, Suite 500, Saint Paul, MN 55101

Email
[email protected]

Virtual Guardian may request verification of identity before processing a request. Requests will be handled within the timeframe required by applicable law.

3. Cookies and Similar Technologies

Virtual Guardian uses cookies and similar technologies to support core website functionality, maintain security, remember user preferences, and improve website performance.

Virtual Guardian does **not** currently use Google Analytics on this website.

If Virtual Guardian introduces analytics, advertising, or other tracking tools in the future, this Privacy Policy will be updated accordingly.

Most web browsers allow users to control or disable cookies through browser settings. Disabling cookies may affect the functionality of certain parts of the website.

4. Third-Party Links

Virtual Guardian’s website may contain links to third-party websites, platforms, or services. Virtual Guardian is not responsible for the privacy practices, security, or content of third-party sites. Individuals should review the privacy policies of those third parties before providing personal information.

5. Policy Updates

Virtual Guardian may update this Privacy Policy from time to time to reflect changes in legal requirements, business practices, technology, or website functionality. The updated version will be posted on the website with a revised effective date.

6. Contact Information

If you have questions about this Privacy Policy or Virtual Guardian’s privacy practices, please contact:

Virtual Guardian
287 6th Street East, Suite 500, Saint Paul, MN 55101
[email protected]