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Our Privacy Policy

Last Updated: July 2025

This Privacy Policy explains how Omnibus Ecom Solutions Philippines (“OESph,” “we,” “our,” or “us”) collects, uses, shares, and safeguards personal information when you use our Talent & Training ecosystem, including our website, Role Library, applications, matching, training, certification, payments, mediation, and related services (collectively, the “Services”). By using the Services, you agree to the practices described in this Privacy Policy.

Important: This Privacy Policy is separate from our Terms of Service. The Terms govern your use of the Services. If anything here conflicts with the Terms on a non-privacy matter, the Terms control. The English version governs in case of translations.

Key Definitions

  • Personal Information / Personal Data: Information that identifies, relates to, or can reasonably be linked to an individual.
  • Processing: Any operation performed on personal data (e.g., collecting, storing, using, sharing).
  • Controller / Processor: As used in data protection laws; see §1 for how OESph operates in each role.

Services: The OESph Talent & Training ecosystem and related offerings.

Who We Are & Scope

OESph provides a structured talent and training ecosystem connecting eCommerce clients (“Clients”) and virtual assistants (“VAs”). This Policy applies to personal information we process as a data controller (e.g., your account data, verification data, training/certification records, payment meta-data) and, where we process Client-provided content or instructions relating to an engagement, as a data processor or service provider on behalf of the relevant Client.

  • Controller: For account, platform, verification, training, certification, payments routing, compliance logs, and ecosystem integrity.
  • Processor/Service Provider: For Client instructions and materials shared with us solely to facilitate a specific engagement.

If you share data directly between a Client and a VA outside the Services, each party is independently responsible for that processing.

Age Requirement

The Services are for adults only. You must be 18+ to use OESph. We do not knowingly collect personal data from children.

Information We Collect

We collect the following categories of information, depending on how you use the Services:

  1. Account & Profile Data – name, email, phone, country, role/tier, skills, work history, portfolio links, preferences, settings, communications with us.
  2. Verification & Background – identity documents, selfie checks, credential proofs, references, eligibility confirmations, and results of verification (pass/fail flags). We collect only what is necessary.
  3. Application & Matching Data – role interests, submissions, screening notes, shortlist status, interview scheduling, reputation signals (see §12).
  4. Training & Certification Data – enrollment, attendance, assessments, outcomes, proctoring artifacts (see §9), feedback, completion dates.
  5. Engagement & Payment Meta-Data – scopes of work, deliverable confirmations, invoices, transaction identifiers, payout confirmations, timing logs (we do not store full card or bank numbers; payments are handled by providers).
  6. Communications – emails, forms, support tickets, mediation records, and internal notes relevant to dispute resolution and compliance.
  7. Usage & Device Data – site/app interactions, pages viewed, timestamps, approximate location, referrers, cookie IDs, and similar telemetry for security, fraud prevention, and analytics.
  8. Third-Party Integrations – if you connect tools (e.g., calendars, forms, storage), we receive the limited data necessary to operate the integration.

Public or Semi-Public Content – reviews or feedback you submit; any portfolio material you choose to make visible.

How We Use Information

We process personal information for:

  • Service delivery & account management (contract performance/legitimate interests).
  • Screening, verification, and background checks (consent/legitimate interests/legal obligations).
  • Matching & recommendations based on role requirements and verified skills (contract/legitimate interests).
  • Training & certification administration, proctoring, assessment, and issuance of credentials (contract/consent).
  • Payments processing & routing through OES accounts; payouts to VAs; fee calculation (contract/legal obligations).
  • Mediation & dispute resolution (contract/legitimate interests/legal obligations).
  • Fraud prevention & ecosystem integrity, including portfolio authenticity checks and reputation scoring (legitimate interests).
  • Security, audits, and compliance with applicable laws, including the Philippine Data Privacy Act of 2012 (RA 10173) (legal obligations/legitimate interests).
  • Service improvement & analytics (legitimate interests; where required, consent).
  • Marketing communications (consent/legitimate interests; you can opt out at any time).

Where we rely on consent, you may withdraw it at any time without affecting prior processing.

Cookies & Similar Technologies

We use cookies and similar technologies for authentication, security, preferences, and analytics. You can manage cookies via your browser or, where provided, our cookie banner/settings. Disabling essential cookies may impact functionality.

Sharing and Disclosure

We share personal information only as necessary:

  • Between Clients and VAs to enable matching, interviews, onboarding, and performance of the engagement.
  • Service Providers (e.g., identity verification, background checks, cloud hosting, email/communications, analytics, payment processors, certification proctoring). These vendors are bound by contract to handle data securely and only per our instructions.
  • Affiliates that help us operate the Services under this Policy.
  • Legal & Safety – to comply with law, respond to lawful requests, enforce our Terms, protect rights, security, and integrity.
  • Business Transactions – in mergers, acquisitions, financing, or sale of assets, your data may be transferred consistent with this Policy.

We do not sell personal data.

International Transfers

We operate in and from the Philippines and may process or store data in other countries. When we transfer data internationally, we use appropriate safeguards (e.g., contractual protections such as standard contractual clauses where applicable). By using the Services, you understand your data may be processed outside your country.

Data Retention

We retain personal information only as long as necessary for the purposes described in this Policy, including to comply with legal, accounting, or reporting requirements and to resolve disputes. Illustratively:

  • Account, verification, and training/certification records: for the life of your account and a reasonable period thereafter.
  • Payment and transaction records: as required for tax and accounting (typically 5–10 years, subject to law).
  • Mediation and dispute records: until the matter is closed plus a reasonable retention window.
  • Proctoring artifacts: see §9 (limited retention aligned to integrity and compliance needs).

We may anonymize or aggregate data for analytics and retain that form indefinitely

Proctoring & Recordings

For integrity and anti-cheating measures, training and certification may be live-proctored. This can include:

  • Audio/Video feeds, screen monitoring, identity checks, activity logs, and environment checks.
  • Session metadata (timestamps, IP, device attributes).

Lawful basis: contract (to deliver the service) and consent (for capturing/recording). Proctoring data is used solely to administer and secure training/certification, investigate anomalies, and validate results. Retention is limited to what is reasonably necessary for integrity, appeals, and compliance; thereafter, it is deleted or anonymized.

Document Authenticity, Fraud Checks & Reputation

To protect the ecosystem:

  • We may use automated tools and human review to detect falsified, plagiarized, or deceptively AI-generated materials.
  • We maintain a reputation score reflecting behavior (e.g., reckless applications, verification outcomes, training participation, feedback signals).

We do not make solely automated adverse decisions with legal effects; human review is available, and you may appeal decisions per the Terms.

Your Privacy Rights

Your rights depend on your jurisdiction. Subject to legal limits, you may have the right to:

  • Access a copy of your personal information.
  • Rectify inaccurate or incomplete data.
  • Delete/Erase data (e.g., where no longer necessary or upon withdrawal of consent).
  • Object/Restrict certain processing (e.g., direct marketing or processing based on legitimate interests).
  • Portability of data you provided to us, in a structured, commonly used, machine-readable format.
  • Withdraw consent where processing relies on consent.
  • Appeal significant decisions that affect you (e.g., reputation-related actions).

To exercise rights, contact us at [DPO email] (see §16). We will verify your identity before fulfilling requests and respond within timeframes required by law.

Philippines (RA 10173 – Data Privacy Act): You may lodge a complaint with the National Privacy Commission (NPC) if you believe your rights have been violated.
 EEA/UK residents: You may contact your local supervisory authority. Exercising these rights is free of charge, subject to reasonable limits.

Security

We use administrative, technical, and physical measures designed to protect personal information, including encryption in transit, access controls, least-privilege practices, logging, and vendor due diligence. No system is perfectly secure. If we become aware of a data breach affecting your personal information, we will notify you and regulators as required by law.

Payments

Payments are processed by third-party providers. We receive limited transaction meta-data (e.g., timestamps, amounts, status) but do not store full payment card numbers or bank credentials. Payment providers’ privacy policies apply to their handling of your financial data.

Marketing Communications

We may send service, transactional, and administrative messages (you cannot opt out of strictly service messages). For marketing emails, you can opt out at any time via the unsubscribe link or by contacting us. Opting out will not affect service communications.

Third-Party Links & Services

Our Services may link to third-party websites or allow use of third-party tools. We are not responsible for their privacy practices. Review their policies before providing data.

Your Responsibilities

Clients and VAs must handle personal information they receive through OESph lawfully, securely, and only for the purposes of the engagement; must not repurpose data for unrelated uses without a proper legal basis; must implement safeguards when sharing access (see Terms §22); and must promptly notify OESph of suspected data incidents.

Changes to this Policy

We may update this Privacy Policy from time to time. When we do, we will revise the “Last updated” date above and, where required, provide additional notice. Continued use of the Services after the effective date constitutes acceptance of the updated Policy.

Jurisdiction & Language

This Policy and any dispute relating to it are governed by the laws of the Republic of the Philippines, without regard to conflict-of-laws principles. The English version of this Policy governs in case of translations.

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AGENCY FREQUENTLY ASKS QUESTIONS

Agencies need more than just VAs — they need reliable execution at scale.                 These FAQs answer what real agency partners ask us before building or scaling with OES.

What kind of agencies is OES built to support?

If you run an agency and you’re done gambling with unreliable hires, chasing missed deadlines, or settling for VAs who look great on paper but crumble in execution — you’re in the right place.

OES was built for performance-obsessed agencies who serve clients that actually expect results. Whether you're a lean team trying to scale fast, or managing dozens of accounts across platforms, we help you plug in fully trained, eCommerce-fluent VAs who don’t just show up — they deliver.

No fluff. No filler. Just certified professionals who’ve proven they can execute — before they ever get near your clients.

Let’s talk about how to scale your agency the smart way.
Let’s Build Your Team

That’s exactly what we’re here for.

OES isn’t just a talent pool — it’s a performance pipeline. Whether you're onboarding your first VA or scaling a team across 10 client accounts, we make sure every person added to your roster is trained, tested, and ready to execute inside a real business environment.

No guessing. No hoping. Just certified VAs aligned with your systems, your standards, and your clients’ expectations.

Need a VA team that scales with your agency — not slows it down?

Start Building With OES

Yes — and more than that, you get confidence.

You run the show. You choose the workflows, SOPs, communication structure, and how deep your VAs integrate into your client operations. We don’t micromanage your team — we enable it. The only difference? You’re not starting from scratch. You’re starting with people who’ve already been vetted, trained, and certified for real-world work.

So you keep your control. We just remove the chaos.

Want control without the risk?

Meet Your First Certified VA

We know your name is on the line — and we treat it like our own.

Every OES-certified VA has gone through a hands-on, simulation-based certification process built for agency-level execution. No AI fakes. No scripted interviews. Just real skills, tested under pressure.

And it doesn’t stop at hiring. We help you monitor, support, and scale your VA team — so your clients get consistency, competence, and results you can stand behind.

Want to protect your brand with talent that delivers?
See How Our Certification Works

Most agencies waste time sifting through freelance platforms, chasing resumes that look good — but rarely deliver. Or worse, they burn months trying to build their own talent pipeline, only to realize the best candidates were never in it.

OES isn’t a job board. And we’re not a gamble. We’re your pre-built, battle-tested advantage.

Every VA in our system has been vetted beyond what most agencies even attempt. We don’t just check boxes — we crush them. Real assessments. Real scenarios. Real skills. So when you hire from OES, you’re not “hoping” they’re good. You know they are.

Want to skip the fluff and scale with confidence?

See How Our Certification Works

Most clients are matched within 5 to 10 business days, depending on how specific the role is and VA availability.

You’ll only see pre-vetted, certified candidates aligned with your needs — no endless interviews, no guesswork.

Because our VAs are trained and client-ready, onboarding can begin as soon as you choose your match.

Want to know how fast we can match you? Let us know what you need — we’ll take it from there.

Show me the timeline

Absolutely — within reason.

At OES, every VA has a rate range based on their tier, skills, and role complexity. You’re free to negotiate within that band. No guessing. No price games. Just transparent, fair compensation that respects the VA’s value and works for your business.

If you’re used to bidding wars and rock-bottom offers, this might feel different — because it is. We don’t let great talent get lowballed, and we don’t inflate rates just because you’re an agency. Everyone stays honest. Everyone wins.

Want to see tier-based ranges for different roles?

Explore VA Tiers & Rates

We don’t make excuses — we make it right.

If a VA doesn’t meet the mark, we don’t just shrug. We step in. Whether it’s retraining, replacing, or resolving — OES gives you a structured path to protect your reputation and your client’s experience.

Because in agency work, one weak link can cost you the whole chain. We won’t let that happen.

Want a partner that actually backs you up?

Explore Our Agency Safeguards

Of course — and we encourage it.

OES VAs are trained to adapt fast, follow structure, and align with the systems that already work for you. Whether you’ve got a full SOP library or just a way you like things done, we’ll make sure your VAs follow through with precision.

This isn’t a plug-and-play talent pool — it’s a high-performance bench that molds to your agency’s exact way of working. Your methods. Your tools. Your standards.

Want to see how our VAs adapt to agency environments?

See How OES Works with Agencies

No long-term lock-ins. No sneaky fine print.

You can start with just one VA, for one client, for one project — and grow from there. We designed OES to be flexible, scalable, and built around real needs, not rigid contracts.

Whether you’re testing the waters or scaling a large client base, we make it easy to move at your pace — while keeping everything legit, secure, and aligned.

Want to explore a flexible setup that fits your agency?

Start Free Consultation

Yes. You stay in control of the client relationship — we just power your backend.

Whether you want VAs to operate as silent partners or fully branded team members under your agency, we support your structure. No forced co-branding. No interference.

Your clients see your brand. Your team runs your way. We just make sure the talent behind the scenes is certified, reliable, and ready to deliver.

Want to build a branded VA team without the hiring hassle?

Let’s Talk About Your Setup

Every VA you hire through OES comes with a one-time placement fee, based on their tier — Generalist, Specialist, or Strategist. That part stays consistent. What changes is the level of support and savings you unlock when OES becomes your primary sourcing partner.

As a Prime Member agency, you get exclusive placement fee discounts — no matter how many VAs you onboard. That’s our way of rewarding long-term alignment.

But let’s be clear: VA rates are non-negotiable below OES-approved ranges. We protect the integrity of our talent by making sure every certified VA is paid fairly, based on their track and tier. You’ll always see what’s included — no undercutting, no games.

Want to explore Prime Member perks?

Let’s Talk About Scaling with OES

Absolutely — that’s what we’re built for.

Whether you're onboarding 1 VA or 25 across multiple client accounts, OES is designed to scale with you — without compromising on quality, readiness, or performance.

We’re not a resume dump or temp-hire shortcut. We certify every VA ourselves, so you’re not gambling with unknowns. And if your agency needs structured onboarding, phased rollout plans, or long-term resource mapping — we don’t flinch. We adapt.

Want a reliable partner that grows when you grow?

Let’s talk scale

Absolutely — if you're looking for a true growth partner, not just a VA directory.

At OES, we don’t stop at just sourcing talent. We support agencies with strategic oversight, role roadmapping, and team optimization. Whether you're juggling multiple client accounts or building service offerings from scratch, we help you align the right certified talent to the right roles — and set up systems that scale.

This isn’t just about plugging people in. It’s about ensuring they perform, align, and grow with you.

Want a strategic edge for your agency?
Let’s build your VA ops engine together

Yes — and if you’re serious about growth, you should.

OES isn’t built for one-off hires. We’re built for agencies that want to scale sustainably with a reliable stream of certified, performance-tested talent. Whether you need one VA today or a full bench next quarter, we help you forecast needs, plan roles, and pre-train candidates to match your growth cycles.

The best agencies don’t scramble — they pipeline. And we’re here to make that possible.

Ready to future-proof your talent strategy?

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SELLER FREQUENTLY ASKS QUESTIONS

Choosing the right VA is a big move. These FAQs cover what clients ask us most —          No vague promises. Just straight answers to your biggest questions about hiring with OES.

What makes OES-certified VAs different from regular freelancers?
OES-certified VAs are not freelancers pulled from a job board — they’re trained, tested, and certified through a real-world eCommerce curriculum. Every VA has passed a live proctored exam and is vetted for skills, tools, and business fit before they’re ever matched with a client.

You’re not hiring blindly — you’re hiring with confidence. Want to see what makes OES-certified VAs different?
Tell me more

That’s exactly why we’re here.

OES doesn’t expect you to figure it out alone. In your free consultation, we’ll help clarify whether you need a Generalist, Specialist, or Strategist — and for which areas (admin, PPC, customer service, operations, or growth).

We map your goals to the right VA type and tier, then recommend only those who are certified to deliver from day one.

Not sure where to start? We’ll walk you through it — no guesswork, just clarity.

Click Here

That’s exactly what we’re built for.

At OES, we certify VAs based on platform-specific and tool-based tracks — whether it's major marketplaces, marketing tools, CRM systems, or workflow software. From mainstream platforms to niche tools, we match you only with certified VAs who meet your exact requirements.

Need something specialized? We’ll find the right fit — or train one — so you never have to compromise on expertise.

Want to know if we cover your tools? Tell us what you're using and we'll take care of the rest

I want to see it

OES sets a pre-defined salary range for each role based on tier, complexity, and market benchmarks.

  • Clients cannot offer below the minimum rate — protecting VA welfare

  • VAs cannot demand beyond the maximum — protecting client expectations

You and your VA can negotiate freely within the approved range before finalizing the contract.

Curious about price range for the role you need?
Let’s walk you through what’s standard — and what’s flexible

Show me role-tier salary range

Yes — OES charges a one-time placement fee when you hire a certified VA through our platform. But this isn’t just a referral — it covers everything needed to ensure your VA is fully vetted, certified, and ready to deliver.

You’re not just paying to hire — you’re investing in quality, performance, and peace of mind.

There are no recurring charges on your end, and the fee is always disclosed upfront based on the role and tier.

Want to know what’s included and why it’s worth it? We’ll break it down — clearly and confidentially..

Contact us

Most clients are matched within 5 to 10 business days, depending on how specific the role is and VA availability.

You’ll only see pre-vetted, certified candidates aligned with your needs — no endless interviews, no guesswork.

Because our VAs are trained and client-ready, onboarding can begin as soon as you choose your match.

Want to know how fast we can match you? Let us know what you need — we’ll take it from there.

Show me the timeline

That’s never the end of the line.

If we don’t have someone certified for your role right now, we’ll source and certify a VA specifically for your needs — at no extra cost.

You’re not limited to who’s available today. You’re backed by a talent engine that adapts to your business.

Need a role that’s hard to fill? We’ll make it happen — let’s talk.

Show role availability

Absolutely.

OES arranges a structured intro call with your shortlisted VA so you can confirm alignment before moving forward — no guesswork, no surprises.

You’ll already have a full profile before the call, including their skills, certifications, tools, availability, and our internal assessment — so the conversation stays focused and productive.

Curious what that intro call looks like? We’ll walk you through it when you’re ready.

Show me

Absolutely.

Whether you need one VA or an entire team, OES is built to support solo founders and scaling brands alike. We’ll help you structure the right setup — across roles like customer service, product research, PPC, creative, or operations — all with certified, pre-vetted talent.

Planning to hire more than one?
We’ll guide you through it — and yes, there are cost efficiencies when you scale.

Start Free Consultation

Yes — OES supports Full-Time, Part-Time, and Gig-based hires.

You tell us the job type, and we’ll match you with certified VAs who are available and ready for that exact setup — no overcommitments, no misalignment.

Even for short-term projects, we use a structured framework to lock in deliverables, deadlines, and fixed rates — so you stay protected and on track.

Need flexible support? We’ll help you find the right fit, at the right commitment level.

Start Free Consultation

You have full control over what your VA does, when they work, and how you communicate — all defined by you during onboarding.

From daily deliverables to time zone preferences and check-in routines, your VA follows your lead.

Prefer a more hands-off approach? We also offer managed services if you’d like operational support built in.

Start Free Consultation

We take fit and performance seriously — and we don’t leave you hanging.

If a certified VA doesn’t meet expectations early on, we’ll step in to assess and resolve the issue. Whether it’s coaching, role clarification, or a replacement, our team is here to make it right.

You’re not alone in managing performance — we’ve got your back.

Start Free Consultation

No — all payments are processed securely through the OES platform.

This protects both you and your VA, ensuring security, reliability, and full traceability. A minimal platform fee is applied to support the system — built to give you peace of mind and confidence in every engagement.

Curious how the payment setup works for you and your VA? We’ll walk you through it, step by step.
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We stand by our placements — but if something changes down the line, we’ll step in to help. From performance issues to evolving business needs, we’ll work with you to assess and offer a solution.
Need long-term flexibility and support?
Tell me more about replacement policy

Absolutely. While most clients manage their VAs directly, we also offer optional ongoing support plans — from performance reviews to light-touch management or full-service ops support.

Want to stay supported as you scale?

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