Privacy Policy
Last updated: October 24, 2026
The short version:
- We only collect what you choose to send us: your contact details and message, or a job application.
- We use it to reply to you, provide our services or review your application. We never sell it.
- Our website uses no advertising or tracking. We count visits with cookie-free analytics that don’t identify you.
- Please don’t send patient or health information through our website.
- You can ask to see, correct or delete your information at any time: privacy@cloverpo.com.
1. Who we are
Cloverpo (“Cloverpo”, “we”, “us”) provides healthcare virtual assistant services to healthcare practices in the United States. We are founded and operated in the Philippines.
Business address: Lapu-Lapu City, Cebu, Philippines
Business registration: DTI Business Name Registration No. 8575850
Data Protection Officer: privacy@cloverpo.com
We follow the Philippine Data Privacy Act of 2012 (Republic Act No. 10173) and its implementing rules.
2. What this policy covers
This policy explains how we handle personal information collected through our website (cloverpo.com), our contact form, emails you send us and job applications.
It does not cover patient information that our virtual assistants access while working inside a client’s systems. That information belongs to our clients, who decide how it is used. Our handling of it is governed by our written service agreement with each client.
3. Information we collect
| When | What we collect |
|---|---|
| You request a quote | The roles, schedule and number of VAs you need, your preferred start date, your practice type, time zone and team size, the software you use (optional), your name, work email, phone, practice or organization name, your message (optional), how you heard about us, the estimate shown to you, and a record that you agreed to this policy, with the date. |
| You book a call | When you book through our Calendly booking page, Calendly collects your name, email, the time you choose and anything you add to the booking form, and shares it with us so we can hold the call. Calendly has its own privacy policy. |
| You email or call us | Your contact details and whatever you choose to tell us. |
| You apply for a job | The details you enter in our online application: the roles and schedule you want, your start date, your answers to our eligibility questions, your education, experience and the systems you’ve used, your equipment and internet details, links to your resume, intro video and speed test result, your typing test result, your written answers, your name, email, mobile number, city and province, how you heard about us and who referred you (optional), and a record of your declaration and consent, with the date. We open the resume and video links you share only to review your application. We don’t ask for ID numbers or documents in the online application; if you move forward, we ask for them securely at the background check step. |
| You visit our website | Like any website, our hosting provider may automatically log basic technical data such as your IP address, browser type and the pages requested. These logs are used only to keep the site secure and working. |
We do not use advertising tools, tracking pixels or cookies that follow you across sites. To understand how our website is used, our hosting provider counts visits with privacy-friendly analytics that don’t use cookies and don’t identify you. It records things like which pages were viewed, the type of device and browser, the country, and the website that referred you. The only browser storage comes from the spam check on our forms, which is strictly necessary. See our Cookie Policy.
Please do not send us patient information or other protected health information (PHI), government ID numbers, passwords, or bank or card details through our website or by email.
4. How we use your information
- To reply to your inquiry, prepare your quote and arrange a call.
- To provide our services if you become a client, as set out in your service agreement.
- To review job applications and contact applicants about opportunities.
- To keep our website and forms secure and free of spam.
- To meet our legal obligations.
We do not sell or rent your personal information, and we do not add you to marketing lists without your permission.
5. Our legal basis
Under the Data Privacy Act, we process your information because you consented (for example, by ticking the box on our quote or application form), because it’s needed to take steps toward or carry out a contract with you, because we have a legitimate interest in keeping our website secure, or because the law requires it.
6. Who we share it with
We share personal information only with trusted service providers who help us run our business, and only as much as they need:
- Our email provider, which stores the emails we send and receive.
- Calendly, which runs our call booking page.
- Google (Google Drive, when applicants share their resume and video links with us, and Google Meet for video calls).
- Our website hosting provider, which serves our website, screens form submissions for spam and delivers quote requests and job applications to our inbox.
We may also disclose information if the law requires it, to protect our rights or safety, or as part of a sale or reorganization of our business, in which case this policy will continue to apply.
7. International transfers
Some of our service providers store data outside the Philippines, including in the United States. When that happens, we rely on providers that apply recognized security and privacy safeguards.
8. How long we keep it
- Inquiries: up to 2 years after our last contact, unless you become a client. Client records are kept for as long as our service agreement and the law require.
- Job applications: up to 12 months after the last application-related contact for unsuccessful applicants, then deleted or anonymized, unless you agree to a longer period.
- Technical logs: only as long as our hosting provider needs them for security.
9. How we protect it
We use reasonable organizational, physical and technical measures to protect personal information, including encrypted connections (HTTPS), limited access to authorized people only, and careful selection of service providers. No method of transmission or storage is completely secure, but we work to protect your information and will notify you and the authorities of a breach where the law requires.
10. Your rights
Under the Data Privacy Act, you have the right to:
- be informed about how your information is used;
- access the personal information we hold about you;
- correct information that is wrong or incomplete;
- object to processing, or withdraw your consent at any time;
- have your information deleted or blocked;
- receive a copy of your information in a commonly used format (data portability);
- claim damages, and file a complaint with the National Privacy Commission (privacy.gov.ph).
To use any of these rights, email privacy@cloverpo.com (or careers@cloverpo.com for job applications). We may need to confirm your identity first. We’ll respond as soon as we can and within the time the law requires. Visitors from other countries can contact us the same way.
11. Children
Our website and services are for businesses and adult job applicants. We do not knowingly collect information from anyone under 18.
12. Changes to this policy
We may update this policy from time to time. We’ll change the date at the top of this page, and for important changes we’ll let affected clients know directly.
13. Contact us
Questions or requests about your privacy: privacy@cloverpo.com.