Legal
Privacy Policy
Last updated: August 24, 2026
At Bee Aides, we believe privacy should be clear, transparent and built into the way we work. This policy explains how Bee Aides OÜ collects, uses, stores, shares and protects personal data when you visit our website, communicate with us, book a call, apply to work with us, become a client, use our services or otherwise interact with Bee Aides.
01. Who Is Responsible for Your Data
For the purposes of applicable data protection law, Bee Aides OÜ may act as a data controller when we determine why and how your personal data is processed.
In certain situations, particularly when providing Virtual Assistant or operational support services on behalf of a client, Bee Aides may process personal data under the client's instructions. In those circumstances, Bee Aides may act as a data processor or service provider, and the client's own privacy policies, instructions and contractual terms may also apply.
For privacy-related questions or requests, you can contact us at:
- Bee Aides OÜ
- Estonia
- Email: juan@beeaides.com
- Website: https://beeaides.com
02. Personal Data We Collect
The personal data we collect depends on how you interact with Bee Aides.
Information You Provide Directly
We may collect information such as:
- Name and contact information, including your email address and phone number.
- Company name, role, industry and other professional or business information.
- Information you provide through forms, discovery calls, surveys or other communications.
- Billing, invoicing and transaction-related information.
- Contract and subscription information.
- Information related to the services you request or receive from Bee Aides.
- Communications, feedback, support requests and correspondence with our team.
- Information submitted when applying to become a Virtual Assistant, contractor or team member, such as professional experience, skills, résumé/CV and application information.
Information Collected Automatically
When you visit our website or interact with our digital services, we may automatically collect certain technical and usage information, such as:
- IP address.
- Browser and device information.
- Operating system.
- Pages visited and interactions with the website.
- Referral URLs.
- Approximate location derived from IP address.
- Cookie identifiers and similar technologies.
- Website performance and analytics information.
Information From Third Parties
We may also receive information from third-party services you choose to interact with, including scheduling platforms, payment providers, CRM systems, social networks, referral partners and other business tools.
Where you connect or interact with Bee Aides through a third-party platform, the information we receive depends on your settings and the permissions provided to that platform.
03. When We Collect Personal Data
We may collect personal data when you:
- Visit or interact with our website.
- Complete a contact, lead or application form.
- Book a discovery call or meeting.
- Subscribe to communications or marketing materials.
- Communicate with Bee Aides by email, chat, social media or other channels.
- Sign an agreement with us.
- Purchase or subscribe to our services.
- Participate in onboarding.
- Work with a Bee Aides Virtual Assistant.
- Submit feedback, surveys or support requests.
- Apply to become a Virtual Assistant, contractor or team member.
- Otherwise interact with Bee Aides or our services.
04. How We Use Your Personal Data
We may use personal data to:
- Respond to inquiries and communicate with you.
- Schedule and manage meetings.
- Evaluate whether our services are suitable for your business.
- Prepare proposals, agreements and onboarding materials.
- Create and manage client relationships.
- Provide and improve our Virtual Assistant and related services.
- Match clients with appropriate Virtual Assistants.
- Manage subscriptions, billing, invoicing and payments.
- Provide customer support and manage client requests.
- Monitor service quality and client satisfaction.
- Recruit, evaluate and onboard Virtual Assistants, contractors and team members.
- Send service updates and administrative communications.
- Send marketing communications where permitted by law.
- Analyze website usage and improve website performance.
- Improve our processes, products, services and customer experience.
- Maintain the security and integrity of our systems.
- Prevent fraud, misuse and unauthorized access.
- Comply with tax, accounting, contractual and legal obligations.
- Establish, exercise or defend legal claims.
05. Legal Bases for Processing
Where the GDPR applies, we process personal data only when we have a lawful basis to do so.
Depending on the circumstances, this may include:
Contractual Necessity
When processing is necessary to enter into or perform a contract with you.
Legitimate Interests
When processing is reasonably necessary for our business operations, such as improving our services, managing client relationships, maintaining security or communicating with prospective clients, provided those interests are not overridden by your rights and freedoms.
Consent
When you have given us permission to process your information for a specific purpose, such as certain marketing or cookie activities.
Where processing is based on consent, you may withdraw your consent at any time.
Legal Obligations
When processing is necessary for Bee Aides to comply with applicable legal, regulatory, accounting or tax obligations.
In certain circumstances, other lawful bases permitted under applicable law may apply.
06. Client Data and Virtual Assistant Services
As part of providing Virtual Assistant and operational support services, Bee Aides and its authorized personnel may need access to information, systems or accounts made available by our clients.
This may include:
- Business information.
- Customer or lead information.
- CRM records.
- Calendars.
- Communications.
- Documents.
- Operational information.
- Other information necessary to perform the agreed services.
07. Payments and Financial Information
Payments for Bee Aides services may be processed through third-party payment providers such as Stripe.
Bee Aides does not generally store complete payment card information on its own servers. Payment information is transmitted to and processed by the relevant payment provider in accordance with its own privacy and security practices.
We may retain transaction information necessary for:
- Accounting.
- Invoicing.
- Subscription management.
- Fraud prevention.
- Tax compliance.
- Other applicable legal and financial obligations.
08. Cookies and Analytics
Our website may use cookies and similar technologies to:
- Enable essential website functionality.
- Remember preferences.
- Understand how visitors use our website.
- Measure website and marketing performance.
- Improve user experience.
- Support analytics and other business functions.
Some cookies are necessary for the website to function, while others may be used only with your consent where required by applicable law.
You may manage cookies through our cookie consent tools, where available, or through your browser settings.
Disabling certain cookies may affect some website functionality.
For more information about the cookies and similar technologies used on our website, please refer to our Cookie Policy.
09. Marketing Communications
Where permitted by applicable law, we may use your contact information to send you information about Bee Aides services, resources, company updates and other relevant communications.
Where consent is required, we will obtain it before sending such communications.
You may unsubscribe from marketing communications at any time by using the unsubscribe link included in our emails or contacting us directly.
Unsubscribing from marketing communications will not prevent us from sending necessary transactional, contractual or service-related communications.
10. How We Share Personal Data
Bee Aides does not sell personal data.
We may share personal data with trusted third parties when reasonably necessary to operate our business and provide our services.
These may include providers supporting:
- Website hosting and infrastructure.
- Customer relationship management.
- Payment processing.
- Accounting and invoicing.
- Scheduling and communications.
- Email delivery.
- Cloud storage and collaboration.
- Project and task management.
- Analytics and website performance.
- Automation and artificial intelligence tools.
- Professional, legal and accounting services.
Depending on the service and workflow involved, these may include platforms such as GoHighLevel, Stripe, Xero, Google Workspace, ClickUp and other technology providers used by Bee Aides.
We expect service providers processing personal data on our behalf to apply appropriate confidentiality, security and data protection safeguards.
We may also disclose information when required by law, regulation, court order or other valid legal process, or when reasonably necessary to protect the rights, security or legitimate interests of Bee Aides, our clients or others.
11. International Data Transfers
Bee Aides operates internationally and works with clients, Virtual Assistants, contractors and service providers located in different countries.
As a result, personal data may be processed or stored outside your country of residence, including outside the European Economic Area (“EEA”).
Where required by applicable data protection law, Bee Aides uses appropriate safeguards for international transfers, which may include:
- European Commission adequacy decisions.
- Standard Contractual Clauses (“SCCs”).
- Data Processing Agreements.
- Other legally recognized transfer mechanisms and contractual safeguards.
We take reasonable steps to ensure that personal data remains appropriately protected when transferred internationally.
12. Artificial Intelligence and Automation
Bee Aides may use artificial intelligence and automation tools to improve internal efficiency, assist with administrative processes, summarize information, support reporting, generate drafts and improve the delivery of our services.
We seek to minimize the personal and confidential information provided to AI systems and apply appropriate safeguards when using these technologies.
Bee Aides does not use identifiable client data to train artificial intelligence models without appropriate authorization.
Confidential or sensitive client information should not be submitted to public AI tools unless appropriate safeguards and authorization are in place.
13. How We Protect Your Information
We maintain technical, organizational and contractual safeguards designed to protect personal data against unauthorized access, disclosure, alteration, loss or misuse.
Depending on the system and information involved, these measures may include:
- Encryption and secure connections.
- Role-based and restricted access.
- Multi-factor authentication.
- Password management controls.
- Confidentiality obligations.
- Secure cloud services.
- Access monitoring and periodic reviews.
- Security procedures for personnel and contractors.
- Incident response procedures.
Access to personal data is limited to authorized personnel and service providers who require it for legitimate business purposes.
No electronic transmission or storage system can be guaranteed to be completely secure. However, Bee Aides takes reasonable and proportionate measures to protect the information entrusted to us.
14. Data Retention
We retain personal data only for as long as reasonably necessary for the purposes described in this Privacy Policy, including providing services, maintaining business records and complying with legal, accounting, tax and contractual obligations.
Retention periods may vary depending on:
- The nature of the information.
- The purpose for which it was collected.
- Our contractual relationship with you.
- Applicable legal requirements.
- The need to establish, exercise or defend legal claims.
When personal data is no longer required, we may securely delete, anonymize or otherwise dispose of it in accordance with our data retention practices.
15. Your Privacy Rights
Depending on where you are located, you may have certain rights regarding your personal data under applicable data protection laws.
Under the General Data Protection Regulation (GDPR), these may include:
- Right of access — request information about the personal data we hold about you and obtain a copy of that data.
- Right to rectification — request correction of inaccurate or incomplete personal data.
- Right to erasure — request deletion of your personal data in certain circumstances.
- Right to restriction of processing — request that we limit how we process your personal data in certain circumstances.
- Right to data portability — receive certain personal data in a structured, commonly used and machine-readable format and, where applicable, request its transfer to another organization.
- Right to object — object to certain processing based on legitimate interests or to the use of your personal data for direct marketing.
- Right to withdraw consent — withdraw your consent at any time where consent is the legal basis for processing. Withdrawal does not affect the lawfulness of processing carried out before consent was withdrawn.
- Rights related to automated decision-making — where applicable, exercise rights regarding decisions based solely on automated processing that produce legal or similarly significant effects.
These rights are subject to applicable legal requirements, limitations and exceptions.
To exercise a privacy right, contact us at juan@beeaides.com with the subject line:
“Privacy Request”
We may need to verify your identity before completing certain requests.
Where the GDPR applies, you also have the right to lodge a complaint with a competent data protection supervisory authority. You may contact the supervisory authority in the EEA country where you live or work, or where you believe an infringement has occurred.
16. Third-Party Websites and Services
Our website may contain links to websites, platforms or services operated by third parties.
Bee Aides does not control the privacy practices of these third parties, and this Privacy Policy does not apply to information you provide directly to them.
We encourage you to review the privacy policies of third-party services before providing personal information.
17. Children's Privacy
Bee Aides' services are intended for businesses and professionals and are not directed to children.
We do not knowingly collect personal data from children under the age of 16 through our website.
If we become aware that personal data from a child has been collected without an appropriate legal basis or authorization, we will take reasonable steps to delete it.
18. Data Incidents
If Bee Aides becomes aware of a personal data breach, we will assess the incident and take reasonable steps to contain and address it.
Where required by applicable law, Bee Aides will notify the relevant supervisory authority and affected individuals within the legally applicable timeframes.
Where we process affected information on behalf of a client, we will cooperate with the client in accordance with our contractual and legal obligations.
19. Changes to This Privacy Policy
We may update this Privacy Policy periodically to reflect changes in our services, technology, business operations or legal requirements.
When we make changes, we will update the “Last Updated” date at the top of this page.
Where changes are material or where required by law, we may provide additional notice through our website, email or other appropriate means.
We encourage you to review this Privacy Policy periodically.
20. Contact Us
If you have questions about this Privacy Policy, how Bee Aides processes personal data or would like to exercise a privacy right, please contact:
- Bee Aides OÜ
- Estonia
- Email: juan@beeaides.com
- Website: https://beeaides.com
For privacy rights requests, please use the subject line:
“Privacy Request”
Questions about your data?
Email juan@beeaides.com or send us a note — we answer every privacy request.