Privacy Policy
Last updated 29 September 2026
This policy explains what personal information we collect, how we use it, and the choices you have. Virtual Workmate is a business name of Quintana Holdings Pty Ltd (ABN 52 651 344 937), referred to here as "we", "us" or "our". We handle personal information in line with the Australian Privacy Principles in the Privacy Act 1988 (Cth).
What we collect
- Contact details, such as your name, email address and mobile number.
- Your survey answers, such as your role, how much time you spend on admin, what you'd hand off first, when you'd like to start and whether our pricing suits your business.
- Booking details, including the time you choose for a call and anything you tell us on it.
- Client information. If you become a client, we collect what we need to deliver our service, such as billing details and information about your business.
- Applicant information. If you apply to join our team, we collect your application details, such as your CV, work history and assessment results.
- Website usage, such as the pages you visit, your device and browser, your IP address and the ad or link that brought you to our site.
How we collect it
Mostly directly from you: when you complete our survey, book a call, speak with us, or email or message us. Some information is collected automatically when you use our website, through cookies and similar technologies (see below). Occasionally we receive your details from someone who refers you to us.
How we use it
- To respond to your enquiry, work out whether we're a good fit and book your call.
- To send booking confirmations and reminders by email and SMS.
- To follow up about our services, including occasional marketing messages.
- To deliver our services if you become a client, including matching you with an Executive Assistant.
- To assess applications if you apply to work with us.
- To measure and improve our website and advertising.
- To meet our legal obligations.
Marketing messages
We only send marketing messages in line with the Spam Act 2003 (Cth). Every marketing email includes an unsubscribe link, and you can reply STOP to any SMS. You can also email us at any time to opt out.
Cookies and advertising
Our website uses cookies and similar technologies, such as the Meta Pixel, to understand how people use our site and to measure and improve our ads on Facebook and Instagram. Meta may use this information in line with its own privacy policy.
Our site also loads fonts from Google and videos from YouTube, which may collect technical information such as your IP address. You can block or delete cookies in your browser settings, and manage the ads you see in your Facebook and Instagram settings.
Who we share it with
We never sell your personal information. We only share it with:
- Our team, including staff and Workmates based in the Philippines who help deliver our services.
- The Executive Assistant matched to your business, if you become a client, so they can do their job.
- Service providers that help run our business, such as our CRM, booking, email and SMS platform (HighLevel), our website host (Netlify), and advertising and analytics platforms (Meta and Google).
- Our professional advisers, such as accountants and lawyers.
- Anyone we're required to share it with by law.
Information sent overseas
Some of the people and providers above are outside Australia, mainly in the Philippines and the United States. We take reasonable steps to make sure they handle your information in line with the Australian Privacy Principles.
How we keep it safe
We take reasonable steps to protect your information from misuse, loss and unauthorised access. Access is limited to people who need it, we use reputable and secure platforms, and every Workmate signs a confidentiality agreement. We keep your information only for as long as we need it for the purposes above or as the law requires, then delete or de-identify it.
Accessing or correcting your information
You can ask to see the personal information we hold about you, or ask us to correct it, at any time by emailing us. We'll respond within 30 days. Where it's practical, you can deal with us without giving your name, although we'll need your contact details to book a call.
Complaints
If you have a concern about how we've handled your information, please email us with the details. We'll acknowledge your complaint and aim to resolve it within 30 days. If you're not satisfied with our response, you can contact the Office of the Australian Information Commissioner at oaic.gov.au or on 1300 363 992.
Changes to this policy
We may update this policy from time to time. The latest version will always be on this page, with the date it was last updated at the top.