1. Overview & Commitment
Prestige Executive Assistance (we, us, our) is committed to protecting the privacy and personal information of all individuals who interact with our business, including website visitors, enquirers, and clients. This Privacy and Data Policy explains what personal information we collect, why we collect it, how we use and protect it, and the rights available to you.
As a remote executive assistant business serving clients in Australia, the United Kingdom, Europe, and the United States, we operate in compliance with the following privacy frameworks:
| Australia | Privacy Act 1988 (Cth) and Australian Privacy Principles (APPs) |
| United Kingdom | UK General Data Protection Regulation (UK GDPR) and Data Protection Act 2018 |
| European Union | General Data Protection Regulation (EU) 2016/679 (GDPR) |
| United States | Applicable state privacy laws including CCPA (California) where relevant |
Where there is a conflict between these frameworks, we apply the higher standard of protection.
2. Who This Policy Applies To
This policy applies to:
- Visitors to our website at prestigeea.com
- Individuals who submit enquiries or contact us via our website, email, or social media
- Prospective clients who engage in discovery calls or receive proposals
- Current and former clients of Prestige Executive Assistance
- Third parties whose personal information is shared with us in the course of providing services
3. What Personal Information We Collect
3.1 Information You Provide Directly
We collect personal information that you provide when you:
- Submit an enquiry or contact form on our website
- Exchange emails or messages with us
- Enter into a Service Agreement or NDA with us
- Engage us to provide executive assistant services
This may include:
| Identity information | Full name, title, company name, role or position |
| Contact information | Email address, telephone number, postal address |
| Business information | Company details, ABN/business registration numbers, industry |
| Financial information | Bank account details for billing purposes, invoice records |
| Login credentials | Access details for systems and platforms shared for service delivery (stored exclusively in encrypted vaults — see Section 7) |
| Personal / lifestyle data | Where you engage personal assistant services: travel preferences, personal schedules, family information, preferences and lifestyle details |
| Communication content | Emails, messages, meeting notes, documents, and correspondence shared in the course of providing services |
3.2 Information Collected Automatically
When you visit our website, we may automatically collect:
- IP address and browser type
- Pages visited and time spent on site
- Referring website or source
- Device type and operating system
This website is hosted on Cloudflare Pages. Cloudflare may process technical data such as IP addresses for the purpose of network security and performance optimisation. If Cloudflare Web Analytics is enabled, it operates on a cookieless, privacy-preserving basis and does not track individual visitors. No personal analytics data is collected by Prestige Executive Assistance directly. It is not used to identify you personally.
3.3 Information About Third Parties
In the course of providing services, you may share personal information about third parties with us (for example, contact details of stakeholders, suppliers, family members, or colleagues). You warrant that you have the right to share this information and that those individuals have been informed that their data may be processed as part of your engagement with Prestige Executive Assistance.
4. How We Use Your Personal Information
We use personal information only for the purposes for which it was collected or for directly related purposes. These include:
| Service delivery | Providing executive assistant services as agreed in your Service Agreement |
| Communication | Responding to enquiries, sending proposals, conducting discovery calls, and managing client relationships |
| Invoicing & payments | Issuing invoices, processing payments, and maintaining financial records |
| Legal compliance | Fulfilling obligations under our Service Agreement, NDA, and applicable law |
| Security | Protecting your information and our systems from unauthorised access |
| Business improvement | Understanding how our services are used to improve quality and delivery |
| Legal proceedings | Establishing, exercising, or defending legal claims if necessary |
| Marketing (limited) | Sending relevant business updates to existing clients only — you may opt out at any time |
We do not use your personal information for automated decision-making, profiling, or targeted advertising. We do not sell, rent, or trade your personal information to any third party under any circumstances.
5. Legal Basis for Processing (UK/EU Clients)
For clients located in the United Kingdom or European Union, we process your personal information on the following legal bases under UK GDPR and EU GDPR:
| Contractual necessity | Processing required to enter into or perform our Service Agreement with you |
| Legitimate interests | Operating and improving our business, maintaining records, and communicating with you about our services |
| Legal obligation | Complying with applicable tax, legal, and regulatory requirements |
| Consent | Where you have given specific consent — for example, to receive marketing communications. You may withdraw consent at any time. |
6. Who We Share Your Information With
6.1 Third-Party Service Providers
We may share your personal information with trusted third-party service providers who assist us in operating our business. All providers are contractually bound to protect your information and use it only for the specified purpose. These include:
| Google Workspace | Email, calendar and document management (USA — Google Cloud Data Processing Terms apply) |
| Microsoft 365 | Document creation and collaboration (USA — Microsoft Privacy Statement applies) |
| Wise | International payment processing (UK/global — wise.com/privacy-policy) |
| NAB | Australian banking and payments (Australia — nab.com.au/privacy) |
| 1Password | Encrypted credential storage (Canada/USA — 1password.com/privacy) |
| Cloudflare | Website hosting via Cloudflare Pages (USA/global). Cloudflare processes network-level data for security and performance. Cloudflare does not set tracking or marketing cookies. Privacy policy: cloudflare.com/privacypolicy |
| Web3Forms | Processes enquiries submitted through our website contact form (name, email, and message content) and delivers them to us by email. Web3Forms does not use this information for marketing and does not sell or share it with third parties. Privacy policy: web3forms.com/privacy |
| Xero (when used) | Bookkeeping and financial record management (New Zealand/global — xero.com/au/legal/privacy) |
6.2 Legal Disclosure
We may disclose your personal information where required to do so by law, court order, regulatory authority, or government agency, or where we believe disclosure is necessary to protect our legal rights or the rights, property, or safety of others.
6.3 No Sale of Personal Information
We do not sell, lease, trade, or otherwise transfer your personal information to any third party for commercial purposes. Ever.
7. How We Protect Your Information
We take the security of your personal information seriously. The following measures are in place:
- Credential security: All login credentials, passwords, and system access details shared by clients are stored exclusively in dedicated, encrypted client vaults using 1Password. Credentials are never stored in email, notes, spreadsheets, or unencrypted messaging applications.
- Communication security: Sensitive information is never requested or transmitted via SMS or personal messaging apps. All service-related communication occurs via professional email accounts.
- Device security: All devices used to access client information are protected by current operating system security, two-factor authentication where available, and password protection.
- Data minimisation: We collect only the personal information necessary to deliver the services you have engaged us for. We do not retain information beyond what is required.
- Access control: Client information is accessible only to the individual operating Prestige Executive Assistance. We do not use subcontractors or third-party staff who would have access to your data without your explicit agreement.
While we implement strong security measures, no method of electronic transmission or storage is 100% secure. In the event of a data breach that is likely to result in serious harm, we will notify affected individuals and relevant authorities in accordance with applicable law (including the Australian Notifiable Data Breaches scheme and GDPR breach notification obligations).
8. International Data Transfers
As a business operating across Australia, the UK, Europe, and the United States, your personal information may be transferred to and processed in countries other than your own. Where such transfers occur to countries that do not have equivalent data protection laws, we ensure appropriate safeguards are in place, including:
- Using service providers who participate in approved data transfer frameworks
- Contractual protections consistent with Standard Contractual Clauses (SCCs) where applicable for EU/UK data
- Selecting service providers who maintain internationally recognised security standards
The primary countries to which data may be transferred include Australia, the United States, New Zealand, the United Kingdom, and Canada (via service providers listed in Section 6.1). Each of these providers is subject to their own privacy commitments as noted above.
9. Data Retention
We retain personal information only for as long as necessary for the purpose for which it was collected, or as required by law. Our standard retention periods are:
| Client records (general) | 7 years from the end of the engagement (in line with Australian tax and business record requirements) |
| Financial records / invoices | 7 years from the date of the transaction (ATO requirement) |
| Contracts and NDAs | 7 years from the date of termination or expiry |
| Enquiry / prospect records | 12 months from the date of last contact, then securely deleted |
| Website analytics data | As per the analytics platform's data retention settings (typically 14–26 months) |
| Credential / access data | Deleted from encrypted vaults immediately upon client off-boarding |
After retention periods expire, personal information is securely deleted or anonymised so that it can no longer be associated with an individual.
10. Your Privacy Rights
Depending on your location, you have the following rights regarding your personal information:
| Right | What it means | Applies to |
| Right of Access | Request a copy of the personal information we hold about you | All |
| Right to Correction | Request that inaccurate or incomplete information be corrected | All |
| Right to Erasure | Request deletion of your personal information (subject to legal retention obligations) | UK/EU/AU |
| Right to Restriction | Request that we limit how we use your personal information | UK/EU |
| Right to Portability | Request your data in a portable, machine-readable format | UK/EU |
| Right to Object | Object to processing based on legitimate interests, including direct marketing | UK/EU |
| Right to Withdraw Consent | Withdraw consent at any time where processing is consent-based | All |
| Right to Complain | Lodge a complaint with a supervisory authority (see Section 12) | All |
To exercise any of these rights, please contact us at Legal@prestigeea.com. We will respond within 30 days. We may need to verify your identity before processing your request. There is no charge for reasonable requests.
11. Cookies & Website Analytics
This website is hosted on Cloudflare Pages and does not use tracking cookies, analytics cookies, or third-party marketing scripts. Cloudflare may set strictly functional security cookies (such as cf_clearance) solely to protect the website from malicious traffic. These are essential cookies required for security purposes and do not track your browsing behaviour or collect personal information.
| Essential cookies | Required for the website to function correctly. Cannot be disabled. |
| Analytics cookies | Not applicable. This website does not use analytics cookies or any analytics platform that sets cookies. |
| Third-party cookies | Not applicable. This website does not embed third-party tools that set cookies, including booking widgets or social media plugins. |
Because this website sets no non-essential cookies, no cookie consent banner is required for visitors from the UK or European Union. If you wish to block all cookies including Cloudflare security cookies, you may do so through your browser settings, though this may affect website functionality.
If we introduce any third-party tools or analytics in the future that set non-essential cookies, we will update this policy and implement an appropriate cookie consent mechanism for UK and EU visitors before doing so.
12. Privacy Complaints & Supervisory Authorities
If you have a concern about how we have handled your personal information, please contact us first at Legal@prestigeea.com. We will respond within 30 days and work to resolve your concern promptly.
If you are not satisfied with our response, you have the right to lodge a complaint with the relevant supervisory authority:
| Australia | Office of the Australian Information Commissioner (OAIC) — oaic.gov.au · 1300 363 992 |
| United Kingdom | Information Commissioner's Office (ICO) — ico.org.uk · 0303 123 1113 |
| European Union | Your national data protection authority — edpb.europa.eu/about-edpb/about-edpb/members |
13. Children's Privacy
Our services are not directed at individuals under the age of 18. We do not knowingly collect personal information from children. If you believe we have inadvertently collected information from a minor, please contact us immediately at Legal@prestigeea.com and we will delete it promptly.
14. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, services, or applicable law. The current version will always be available at prestigeea.com/privacy. Where changes are material, we will notify existing clients by email.
The ‘Last Updated’ date at the top of this document indicates when the policy was most recently revised. Continued use of our website or services after the effective date of any changes constitutes acceptance of the updated policy.
For any privacy-related enquiries, requests, or complaints, please contact:
| Privacy Officer | Sharon Cade — Prestige Executive Assistance |
| Email | Legal@prestigeea.com |
| Website | prestigeea.com |