Privacy policy

Version 1.2 · effective October 1, 2026.

This policy covers virateam.us and the VIRA Team app at sales.virateam.us, manager.virateam.us and owner.virateam.us, run by VIRA LLC, a Wyoming limited liability company ("VIRA", "we"). It does not cover the VIRA product used by restaurants and their guests, which has its own policy on virallcsystem.com.

What we collect

Job applicants

• What you send in the application: name, email, phone (optional), location, links, answers and resume.
• Interview notes and scorecards written by our hiring team.

Team members (contractors)

• Account: name and email from Google sign-in, role, manager, territory, outreach accounts and profile photo.
• Profile: legal and preferred name, phone, city, country, time zone, LinkedIn and an emergency contact.
• Identity check: a photo of a government ID (front and back where needed), its type, number, issuing country and expiry, and your consent to store it.
• Tax and pay: the details of Form W-9 or W-8BEN (legal name, date of birth, citizenship, home address, tax ID), your chosen payout method, your signed agreements and the payments made to you. Bank account numbers are never entered in the app.
• Work records: clock-in and clock-out times, breaks, "Still working?" presence checks, your approximate location at clock-in (GPS if you allow it, otherwise from your internet connection), the devices and IP addresses you sign in from, the work you log, training progress and policy acknowledgements (with time, IP address and browser).
• Messages sent inside the app.

Businesses we may contact

• Public business information: a restaurant's name, address, public social media accounts, listed business phone, website, public Google rating, and the name of the owner or manager where it is publicly listed.

Cookies

• Only essential cookies: one that keeps team members signed in, and short-lived ones used during sign-in. No advertising or analytics cookies.

Why we use it

• To review applications and run our hiring process.
• To engage contractors: give access, verify identity, train, assign work, verify working time and work, pay you and keep tax records.
• To contact restaurants about VIRA, and to honor requests to stop.
• To keep the app secure, detect misuse and meet legal obligations.

We rely on your consent (which you give in the app for ID and location), on what is needed to perform your contract with us, on our legal obligations (such as tax records), and on our legitimate interest in running a secure, honest sales team. We do not sell personal information, and we do not share it for advertising.

Who can see it

• Government IDs, tax details, phone numbers, emergency contacts and pay are visible only to the CEO, after a second confirmation, and every view is logged. They are stored encrypted.
• Managers see their own team's work records. Account Executives see their own records.
• Service providers that run the service for us under contract: Cloudflare (hosting and database), Google (sign-in), Resend (sending email) and Stripe (customer payments). Payouts are made through Wise or a bank, which receive only what is needed to pay you.
• Authorities, if the law requires it.

Who is responsible, and where it is stored

VIRA LLC, Wyoming, USA, is responsible for (the "controller" of) this information. Our team works from many countries, and the information is stored with Cloudflare and processed in the United States and other countries where our providers operate. When information moves from your country to the US or elsewhere, we rely on safeguards the law recognises, such as the European Commission's Standard Contractual Clauses (and the UK and Swiss versions) offered by our providers, or on the transfer being necessary to perform your contract with us.

How long we keep it

• Applications and interview notes: 12 months after the decision, or sooner on request.
• ID images: deleted 90 days after the engagement ends. The record that an ID was checked is kept with your file.
• Tax forms, agreements and payment records: for the engagement plus the period tax and accounting law requires (at least 4 years).
• Work records and the activity log: for the engagement plus up to 3 years, for pay, tax and dispute records.
• Business leads with no activity: deleted after 12 months, unless the business became a customer. Do-not-contact requests are kept so we never contact that business again.

Your rights, wherever you live

We give everyone the same core rights, and the law where you live may add more. These include data protection laws such as the EU and UK GDPR, Brazil's LGPD, Canada's PIPEDA, Australia's Privacy Act, India's Digital Personal Data Protection Act, the Philippines' Data Privacy Act, South Africa's POPIA, Nigeria's NDPA and US state laws such as California's CCPA.

• See the information we hold about you and get a copy, including in a portable format.
• Correct or update it, or ask us to delete it.
• Object to or ask us to limit some uses, and withdraw consent at any time (this does not affect what was done before).
• Name someone to act for you, and not be treated unfairly for using these rights.
• Complain to the data protection authority where you live or work. We would like the chance to fix it first.

Email privacy@virateam.us. We reply within 30 days (sooner where the law requires) and may ask you to confirm who you are. Some records (tax, signed agreements, payments) must be kept by law even after a deletion request. Withdrawing consent for ID or location checks may mean we can no longer continue an engagement. Our grievance and privacy contact is the CEO of VIRA LLC at privacy@virateam.us. We make no decisions about you using only automated means.

Businesses can ask us to stop contacting them at any time using our do-not-contact form, or by replying "stop" to any message.

Security

Access is invite-only through Google sign-in, limited by role and logged. Sensitive fields are encrypted. No system is perfectly secure; if a breach affects your information we will tell you and the authorities as the law requires.

Age

Applicants and team members must be at least 18. This site is not directed to children, and we do not knowingly collect their information.

Changes and contact

When this policy changes we update the version and date above, and team members acknowledge important changes in the app. Questions: privacy@virateam.us · VIRA LLC, Wyoming, USA.