Security and data protection
How we protect your business, your clients’ data and your systems when your virtual assistant works from our offices in Dumaguete City.
Quick answer
Your VA works from a supervised office with CCTV and controlled entry, on a managed network behind a firewall, with USB storage blocking and managed antivirus set up on request. You decide what they can access, and we handle personal information under the Privacy Act 1988 (Cth) and the Philippine Data Privacy Act of 2012.
What protects your business when your VA works from our offices.
- CCTV and controlled entry at both offices
- USB storage blocking on request
- Managed antivirus and endpoint protection
- Firewall and web filtering on the office network
- Identity and reference checks, plus background checks on request
- Confidentiality terms in every employment contract
- You control every login and permission
Six layers of protection
Security works in layers. If one control fails, the next one still protects your data.
Secure offices
Both offices have CCTV and controlled entry, a supervisor on site every working day, and a clean-desk policy, so no client papers or notes are left on workstations.
Managed computers
On request, we block USB storage and set up managed antivirus and endpoint protection on your VA’s computer. Our on-site IT team looks after hardware and network issues.
Protected network
The office network sits behind a firewall with web filtering. Each office runs a primary, secondary and satellite backup connection, so one outage doesn’t take your VA offline.
Vetted, accountable people
We complete identity and reference checks before a candidate reaches your shortlist, with background checks such as an NBI clearance available on request. Every VA signs an employment contract with confidentiality terms, and time and productivity tools run on every workstation.
You control access
Your VA works in your systems with the access you give them. You can change or remove it at any time, without needing us.
Privacy law, both countries
We handle personal information under the Privacy Act 1988 (Cth) and the Australian Privacy Principles, and the Philippine Data Privacy Act of 2012. If a breach is likely to cause serious harm, we follow the Notifiable Data Breaches scheme.
Who looks after what
Some protections are ours to run. Others sit in your own systems, and you stay in control of them.
What Desk & VA looks after
- The office, entry controls and CCTV
- VA computers, antivirus and USB blocking
- The network, firewall and backup internet
- Recruitment checks and employment contracts
- Supervision and on-site IT support
What you control
- Which systems and files your VA can open
- Individual logins for your VA, never shared ones
- Two-factor authentication on every account
- A password manager for shared credentials
- Removing access on your VA’s last day
When your VA leaves
People move on. When they do, we make sure access ends cleanly and nothing is left behind.
Step 1
We tell you straight away
If your VA resigns or is leaving, we let you know and agree a final day with you.
Step 2
We work through the exit checklist together
On the last day we help you remove your VA’s logins, hand over their files and change any shared passwords.
Step 3
Equipment is returned
On Signature, our equipment comes back to us. On Core, your equipment stays yours.
Frequently asked questions
Not if you ask us to block it. On request, we block USB storage on your VA’s computer in our offices. You also control which systems and files your VA can open, so they only see what they need for their role.
Yes. Every VA signs an employment contract with confidentiality terms, and they can also sign your own non-disclosure agreement if your business needs one.
Yes. We complete identity and reference checks before a candidate reaches your shortlist, with background checks such as an NBI clearance available on request, and you interview them before choosing.
You do. Unless otherwise agreed, intellectual property your VA creates in the course of their duties belongs to you once all fees are paid. Read our terms of service.
Not to the same standard. On our Work from home plan we check your VA’s home setup before they start, but the office controls on this page, such as CCTV, USB blocking and our firewall, don’t apply at home. For sensitive client data, we recommend an office-based VA on Core or Signature.
We act quickly to contain it and follow the Notifiable Data Breaches scheme under the Privacy Act 1988 (Cth), including notifying affected people and the regulator where required. Read our privacy policy.
Want to talk through your security needs?
Book a free 30-minute Strategy Call. Tell us what your VA will handle and we’ll explain how we protect it.