1. Introduction

VirtualCup Solutions ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our services and products. By using VirtualCup Solutions or any of our products, you consent to the data practices described in this policy. Where a specific product provides its own in-app privacy notice, that notice applies in addition to this policy and controls in the event of a direct conflict for that product.

1.1 Our Products

This Privacy Policy covers VirtualCup Solutions and our current products:

CollectStory: a platform for collecting and showcasing customer testimonials and reviews
Frontdeskly: an AI receptionist that answers customer messages on Facebook Messenger and Instagram
CourtSpace: a pickleball court booking platform where players find and book open courts across venues, and venue owners manage their courts, bookings, and payments
TAPATax: BIR-compliant automated bookkeeping for Philippine online sellers
Whole Life Story: a digital memorial platform for Filipino families, paired with engraved QR keepsakes
Qusina: QR-based table ordering and floor management for cafés, restaurants, and pubs

We may introduce additional products over time. Unless we say otherwise, new products are covered by this Privacy Policy from the date they launch.

2. Information We Collect

2.1 Information You Provide

We collect information that you voluntarily provide when:

Contacting us: Name, email address, business number, and any information you include in your message
Requesting services: Business information, project requirements, and preferences
Using our products: Account and profile information, and product-specific data, such as:
- CollectStory: customer testimonials, reviews, and related contact details you collect through the platform
- Frontdeskly: your connected Facebook Page and/or Instagram Business account details, the business knowledge base content you upload, and the content of customer conversations exchanged through automated Messenger or Instagram replies
- CourtSpace: for players, your name, mobile number, and optionally your email and city, plus your booking details, payment reference numbers, and any payment screenshots you upload so the venue can verify your payment. For venue owners and staff, your name, contact details, business registration documents, and venue details (courts, hours, rates, rules, and payment accounts) so we can verify and list your venue. We do not collect card numbers or e-wallet passwords. CourtSpace also has its own Privacy Notice at courtspace.app/privacy.
- TAPATax: business and tax identification details, sales and payment transaction data (including data imported from Xendit, PayMongo, or uploaded bank/e-wallet statements), and other bookkeeping information needed to prepare your BIR filings
- Whole Life Story: information about a deceased person you create a memorial page for (name, dates, biography, life milestones, photographs, audio and video recordings, and documents you upload), the people you invite to contribute to that page, messages and virtual candles left by visitors, and, for orders that include a physical keepsake, the recipient's delivery address and contact number. See Section 7 for how we treat memorial information.
- Qusina: your venue and menu details, table codes, staff accounts and access PINs, the orders placed at your tables, and payment and settlement records for those orders. Guests ordering from a table are not asked to create an account or provide card details; we collect only what is needed to place, serve, and settle the order.
Making payments: Payment information processed through third-party payment providers

2.2 Information from Connected Third-Party Platforms

When you connect a third-party account to one of our products, we receive information from that platform as authorized by you:

Meta (Facebook and Instagram): When you connect a Facebook Page or Instagram Business account to Frontdeskly, we receive your Page/account details, a Page access token, and the content of customer messages sent to your Page or Instagram account, solely to generate and deliver automated replies on your behalf. We do not use this information for advertising and we do not sell it. You can disconnect your Page or Instagram account, and revoke our access, at any time from your Frontdeskly dashboard or your Meta account settings.
Payment and transaction platforms: For billing (via PayMongo or Xendit) and for TAPATax's bookkeeping features, we receive transaction and payout data from these providers as authorized by you.

2.3 Automatically Collected Information

We automatically collect certain information when you use our services:

Device information (device type, operating system, browser type)
IP address and location data
Usage data (pages visited, features used, time spent)
Cookies and similar tracking technologies

2.4 Automated and AI-Assisted Processing

Some products use artificial intelligence to process your information. For example, Frontdeskly uses a third-party AI provider (currently OpenAI) to read your uploaded business knowledge and customer message content in order to generate automated replies. This content is transmitted to our AI provider solely to generate a response. Please refer to our AI provider's own privacy policy for details on how they handle data submitted through their API, as their practices are governed independently of VirtualCup Solutions.

3. How We Use Your Information

We use the collected information for the following purposes:

Service Delivery: To provide, maintain, and improve our services
Communication: To respond to your inquiries and provide customer support
Project Management: To manage custom development projects and IT services
Automated Messaging: To generate and deliver automated replies to your customers through Frontdeskly, using the business information and knowledge base you provide
Court Bookings: To create and manage your CourtSpace bookings, verify your mobile number with a one-time code, send confirmations and reminders by SMS or email, and share the details a venue needs to manage your booking
Bookkeeping & Tax Preparation: To help you prepare BIR-compliant records and tax computations through TAPATax, based on transaction data you connect or upload
Publishing Memorial Pages: To build, host, and permanently serve the memorial page you create through Whole Life Story, and to produce and deliver any engraved keepsake you order
Analytics: To analyze usage patterns and improve our services
Security: To detect, prevent, and address technical issues and security threats
Legal Compliance: To comply with legal obligations and enforce our Terms of Service
Marketing: To send you promotional communications (with your consent, and you can opt-out anytime)

4. Data Sharing and Disclosure

We do not sell your personal information. We may share your information in the following circumstances:

4.1 Third-Party Service Providers

We may share information with third-party service providers who perform services on our behalf, such as:

Payment processors (such as PayMongo and Xendit) for billing and transaction processing
Meta Platforms, Inc. for Facebook and Instagram messaging integration (Frontdeskly)
AI service providers (such as OpenAI) for generating automated replies (Frontdeskly)
Cloud hosting and database providers for data storage and infrastructure
Analytics services to understand service usage
Email service providers (such as Resend) for transactional and account communications
SMS providers (such as Semaphore) for sending one-time verification codes and booking messages (CourtSpace)
Productivity and cloud storage providers (such as Google Workspace) for recording and managing inquiries and quote requests
Security providers (such as Cloudflare Turnstile) for protecting our forms from spam and automated abuse
Production partners and couriers for engraving, assembling, and delivering Whole Life Story keepsakes, limited to the recipient and delivery details needed to fulfil your order

These providers are contractually obligated to protect your information and use it only for the purposes we specify.

When you book a court through CourtSpace, we share the details needed to manage your booking (such as your name, mobile number, booking, and payment proof) with the venue you booked. The venue receives this information to run your booking and is responsible for how it uses it.

4.2 Legal Requirements

We may disclose your information if required by law, court order, or government regulation, or if we believe disclosure is necessary to protect our rights, your safety, or the safety of others.

4.3 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity.

5. Data Security

We implement appropriate technical and organizational measures to protect your information against unauthorized access, alteration, disclosure, or destruction. These measures include:

Encryption of data in transit and at rest
Regular security assessments and updates
Access controls and authentication mechanisms
Secure data storage and backup procedures

However, no method of transmission over the Internet or electronic storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.

6. Financial and Tax Information (TAPATax)

TAPATax processes sensitive financial and tax-related information, including sales transaction data, payment gateway records (from providers such as Xendit and PayMongo), uploaded bank/e-wallet statements, and business tax identification details. We process this information in accordance with the Philippine Data Privacy Act of 2012 (Republic Act No. 10173) and apply additional safeguards, including:

Encryption of financial data in transit and at rest
Least-privilege access controls limiting who can view your financial records
Collecting only the data needed to prepare BIR-compliant records (we do not request more transaction detail than a filing requires)

TAPATax is a bookkeeping and record-preparation tool, not a professional tax, legal, or accounting service. You remain solely responsible for reviewing the records TAPATax generates and for the accuracy and timeliness of your filings with the Bureau of Internal Revenue (BIR) or any other government agency. See our Terms of Service for additional disclaimers regarding TAPATax.

7. Memorial Information (Whole Life Story)

Whole Life Story exists to publish information about people who have died. This section explains how we treat that information, because it differs from the rest of this policy in important ways.

7.1 Information About a Deceased Person

Under the Philippine Data Privacy Act of 2012, the rights of a deceased person over their personal information may be exercised by their lawful heirs and assigns. When you create a memorial page, you confirm that you are an heir, a member of the family, or otherwise authorized by the family to publish that person's information. We do not independently verify family relationships. If you believe a page has been created without the family's authority, contact us and we will investigate and, where warranted, restrict or remove the page.

7.2 Memorial Pages Are Public by Design

A published memorial page is intended to be reachable by anyone who has its web address or scans its QR code, including from outside the Philippines. Anything you publish on a page, including the biography, photographs, recordings, documents, and life milestones, should be treated as public information. Page privacy settings let you limit some sections, but you should not publish information you would not want a stranger to see. Do not publish information about living people, such as surviving relatives, without their agreement.

7.3 Contributions from Visitors

Visitors can leave messages in a page's guestbook and light virtual candles. We collect the name and message a visitor provides, along with technical information used to prevent abuse. Page administrators can moderate, hide, or delete contributions to their page.

7.4 Permanence of Memorial Pages

A published memorial page is intended to be permanent. We do not take a page down for non-payment, and there is no recurring fee for a page continuing to exist. Because the page is permanent, deletion works differently from the rest of our services: a family administrator may ask us to remove a memorial page or specific content on it, and we will do so, but we cannot recall copies that others have already downloaded, printed, shared, or that search engines or archiving services have cached.

7.5 Delivery Information for Physical Keepsakes

Orders that include an engraved plate, frame, or pendant require a recipient name, delivery address, and contact number. We share these details with the local production partner and courier handling your order, for that order only. Physical items are delivered within the Philippines only.

8. Your Privacy Rights

Depending on your location, you may have rights regarding your personal information. If you are in the Philippines, these rights are provided primarily under the Data Privacy Act of 2012 (Republic Act No. 10173); other jurisdictions may provide similar rights under their own data protection laws. These rights may include:

Access: Request a copy of the personal information we hold about you
Correction: Request correction of inaccurate or incomplete information
Deletion: Request deletion of your personal information (subject to legal obligations)
Portability: Request transfer of your data to another service
Objection: Object to certain processing of your information
Withdrawal of Consent: Withdraw consent where processing is based on consent

To exercise these rights, or to raise a concern with the National Privacy Commission (NPC), please contact us at contact@virtualcupsolutions.com. We will respond to your request within a reasonable timeframe.

9. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to enhance your experience, analyze service usage, and assist with marketing efforts. You can control cookies through your browser settings. However, disabling cookies may limit your ability to use certain features of our services.

10. Data Retention

We retain your personal information for as long as necessary to provide our services, comply with legal obligations, resolve disputes, and enforce our agreements. Financial, tax, and accounting records processed through TAPATax are retained for the period required under Philippine tax law (currently up to ten (10) years for books of accounts and supporting documents, per BIR regulations), even if you close your account sooner. Published Whole Life Story memorial pages are retained indefinitely by design, because permanence is the product, and are removed only on request from a family administrator, as described in Section 7.4. For all other information, when you request deletion, we will delete or anonymize it, except where we are required to retain it for legal purposes.

11. Children's Privacy

VirtualCup Solutions is not intended for children under the age of 13. We do not knowingly collect personal information from children under 13. If you believe we have collected information from a child under 13, please contact us immediately.

12. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. These countries may have data protection laws that differ from those in your country. By using our services, you consent to the transfer of your information to these countries.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new Privacy Policy on this page and updating the "Last updated" date. We may also notify you via email or through our services.

Your continued use of our services after such changes constitutes acceptance of the updated Privacy Policy.

14. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us at:

Email: contact@virtualcupsolutions.com
Business Number: (0907) 342 1044 / (0950) 181 7094
Address: Mabini 3rd Street, Digos City, Davao del Sur, Philippines