Working with a Virtual Assistant (VA) comes with many benefits: flexibility, efficiency and scalability, to name just a few. But there is one question that often arises for many organisations: Is it safe to entrust sensitive business information to someone who works remotely?
In a time when cybersecurity risks and data breaches regularly make the news, this concern is not only understandable but entirely justified. That is exactly why Moneypenny takes this matter very seriously. In this article, you will discover how to collaborate securely with a VA.
From the very beginning, we were asked, “How do you ensure that confidential information stays confidential when a VA is working from home?” The answer lies in a combination of legal, technical and practical measures. All of this is laid out in our Remote Work Protocol.
This protocol, written by a legal expert and regularly updated, is not only designed to minimise risks but also to raise awareness. By asking VAs to sign this document, we emphasise how seriously we take data security. We do not take it lightly, and we make that clear in our communication.
Our agreements with VAs include a strong confidentiality clause. The Remote Work Protocol explicitly refers back to this clause. Having both in place shows that confidentiality is not an afterthought but a core value.
Security is not just about rules, it is also about technology. That is why we set clear standards for the equipment our VAs use. For example:
Up-to-date antivirus software
Use of secure Wi-Fi networks or a VPN connection only
No local file storage on the VA’s laptop
Instead, VAs usually work directly in the client’s online environment or in our own secure Office 365 environment, which includes additional security layers provided by our IT partner Fitsecure. All system access is protected by multi-factor authentication (MFA).
We always discuss data security preferences with our clients. Some organisations have strict security policies and provide their VA with a company laptop. In those cases, we draw up a separate loan agreement to formalise this.
Another common question is whether VAs are allowed to make payments. Our position is clear: no. What a VA can do is prepare payments, for example by entering them into the banking system, but never execute them independently.
For password security, we use a password vault. This allows passwords to be stored centrally and securely. If a VA needs to be replaced, system access is maintained without any loss of information.
At Moneypenny, we believe trust starts with taking responsibility. By combining awareness with legal and technical safeguards, we ensure that working with a VA is just as secure as working with a colleague in the office.
Want to learn how this could work for your organisation? We are happy to talk it through with you.
Get to know us online and ask all your questions. Or read more about our VA services.
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