Privacy Policy
Effective date: December 2025 · The Quintessential VA (“we,” “us,” “our”) · tracy@thequintessentialva.com
Information we collect
We collect information you voluntarily provide, such as your name, email address, phone number (if provided), business name, and the content of your message when you contact us or book a call.
Scheduling with TidyCal
If you schedule a call through TidyCal, you will provide the information needed to book the appointment (e.g., name, email, and meeting details). We use this information to schedule, confirm, and manage appointments and related communications.
Website analytics with Jetpack Stats
We use Jetpack Stats (Automattic) to understand how visitors use our website. This may collect information such as pages viewed, approximate location, device/browser type, and referral source. Jetpack may use cookies and similar technologies to provide analytics.
Payments via Zelle
If you pay us via Zelle, your bank and Zelle’s network process payments. We do not collect or store your full bank account details on our website. We may retain payment records for accounting and tax purposes.
Cookies
We may use cookies and similar technologies for site functionality and analytics (including Jetpack). You can control cookies through your browser settings. Disabling cookies may affect parts of the site.
How we use your information
We use personal information to: respond to inquiries; schedule and manage appointments; provide and improve services; maintain business records and comply with legal obligations.
Sharing your information
We do not sell your personal information. We share information only with service providers necessary to operate our website and scheduling (such as Automattic/Jetpack and TidyCal), or when required by law.
Data retention
We keep inquiry and booking information as long as necessary to provide services and maintain appropriate business records, unless the law requires a longer retention period.
Security
We take reasonable measures to protect personal information, but we cannot guarantee that online transmission or storage is 100% secure.
Your choices
You may request access to, correction of, or deletion of your personal information, subject to legal and recordkeeping requirements. Contact us at: tracy@thequintessentialva.com.
Third-party policies
Jetpack Stats and TidyCal operate under their own privacy policies. Jetpack: automattic.com/privacy · TidyCal: tidycal.com/privacy · Zelle: zellepay.com/privacy-policy
Terms of Use
Effective date: December 31, 2025
Acceptance of terms
By accessing or using this website, you agree to these Terms.
Informational purpose only
Content on this site is provided for general informational purposes and is not legal, tax, financial, or medical advice.
No guarantees
We make reasonable efforts to keep information accurate and current, but we do not guarantee completeness, reliability, or availability of the website or content.
Scheduling
Appointments may be booked through TidyCal. By booking, you agree to provide accurate information and comply with the scheduling and cancellation terms listed on our Booking and Payments Policy (if posted).
Payments
If you purchase services, you agree to the pricing and payment terms provided at the time of booking or in your client agreement. Payments via Zelle must be sent from an account you are authorized to use.
Intellectual property
All website content (text, branding, graphics, downloadable materials) is owned by or licensed to The Quintessential VA and may not be copied, reproduced, or distributed without written permission.
Third-party links and services
This website may link to third-party sites or use third-party services (including Jetpack and TidyCal). We are not responsible for third-party content, availability, or practices.
Limitation of liability
To the fullest extent permitted by law, The Quintessential VA is not liable for any indirect, incidental, special, consequential, or punitive damages arising from your use of this website.
Indemnification
You agree to indemnify and hold harmless The Quintessential VA from claims arising from your misuse of the website or violation of these Terms.
Changes
We may update these Terms at any time by posting an updated version on this page with a new effective date.
Governing law
These Terms are governed by the laws of NC without regard to conflict of law principles.
Booking + Payments Policy
Payment methods: Zelle and Direct ACH Deposit, Apple Pay and CashApp
Payment timing
Payment is due [in full before work begins / within 24 hours of invoice / upon booking].
Booking confirmation
Your appointment or start date is not confirmed until we receive payment (if applicable).
Rescheduling
Please reschedule at least 24-48 hours in advance.
Cancellations and no-shows
Cancellations with less than 24 hours’ notice and no-shows may be charged a fee of [$ current hourly rate] or may forfeit the session fee, if prepaid and if applicable.
Refunds
Prepaid sessions are non-refundable; refunds are handled on a case-by-case basis.
Chargebacks
Zelle payments are treated as authorized bank transfers. If you have a payment dispute, please contact us promptly at tracy@thequintessentialva.com.
Trial period and ending an agreement
New engagements begin with a 90-day trial period. If either party finds the fit isn’t right, the agreement may end with 14 or 30 days’ written notice, as specified in your client agreement.
Late payments and suspension
A $25 late fee is added to the outstanding balance on day seven (7) after an invoice is past due. If we don’t receive payment by the 15th of the month, we suspend services until the balance is paid in full.
Disclaimer
The Quintessential VA · Updated December 2025
Scope of services
The Quintessential VA provides virtual executive, administrative, and fractional operations support. We are an independent contractor, not an employee, agent, or legal representative of any client, and we do not hold decision-making authority on a client’s behalf unless expressly granted in writing.
Not professional advice
Nothing on this website or shared in the course of our work constitutes legal, tax, accounting, financial, medical, or human resources advice. Administrative support with documents, invoices, records, or research is not a substitute for guidance from a licensed professional in those fields.
Client responsibility
Clients remain responsible for the accuracy of the information they provide, for final review and approval of all deliverables, and for all business decisions made using our support. We are not responsible for outcomes resulting from incomplete, inaccurate, or delayed information.
No guaranteed results
We bring diligence, organization, and experience to every engagement, but we do not guarantee specific business outcomes such as revenue, growth, publication, audience size, or engagement.
Confidentiality and third-party tools
We treat client information as confidential and share it only as needed to deliver agreed services. Work may involve third-party platforms (for example, scheduling, storage, CRM, or design tools), each governed by its own terms and security practices, which are outside our control.
Availability
Services are delivered virtually during Eastern US business hours. We work with clients in all US and Canadian time zones. We accommodate after-hours, weekend, and rush work when possible, and it may be subject to additional rates as outlined in your client agreement.
Testimonials
Testimonials reflect individual clients’ experiences and are not a promise or guarantee of comparable results.
Governing agreement
If any statement on this website conflicts with your signed client agreement, the signed agreement governs.