Trust & security
Your business stays safe with a remote VA
Remote help is only as safe as how it's set up. Here's how we check people, and how we recommend you give them access.
People
Checked before they see anything
- Every VA passes a background check before any client work begins.
- Every VA signs an NDA before seeing your information, clients or processes.
- Past employment is confirmed, so the experience they claim is real.
- You interview the shortlist and make the final decision.
Access
Named accounts, least privilege
- Each VA gets their own login to your tools, never a shared password.
- Permissions cover only what the role needs. A scheduler does not need billing access.
- Shared credentials live in a password manager like 1Password or Bitwarden, not in chat or email.
- Two-factor authentication stays on for every account.
Data
Your work stays in your systems
- VAs work inside your accounts: your email, CRM, help desk and drives.
- Files are created and stored in your workspace, so you own everything.
- Sensitive details stay out of personal apps and devices.
- SOPs and automations are documented in your own tools.
Offboarding
Clean handovers
- Access is removed in one pass when a VA leaves, which named accounts make easy.
- Knowledge stays behind in SOPs, not in someone's head.
- A replacement starts from the same documentation.
Healthcare, finance and client data
Some roles need extra care. For clinics, we talk through business associate agreements and access rules before any patient data is involved. For bookkeeping, we recommend read-only bank feeds and approval limits. For agencies, check your client contracts for rules on subcontractors. Read more in our guide to hiring a medical virtual assistant.
Can a VA work with patient information?
Healthcare VAs can, once your practice has the right agreements and access rules in place. HIPAA requires a business associate agreement with outside parties that handle patient information for you, so raise it on the discovery call before any patient data is involved.
How should I share financial access?
Invite your VA as a user in your accounting software with limited permissions, use read-only bank feeds instead of your banking login, and set approval limits for payments and refunds.
What devices do VAs use?
Their own computers, set up for work. Ask us about device requirements for your role, such as screen lock, up-to-date security software and a private workspace, and include them in the scorecard.
What if I suspect a problem?
Remove the VA's access first, then tell us. Named accounts and a password manager make that a few minutes of work, which is the main reason we recommend them.
Tell us what's slowing your business down.
Book a 30-minute discovery call. Bring your task list and a budget range, and we'll show you what to delegate first.
Book a discovery call