How to Create a Data Handling Policy for Your VA
A data handling policy defines exactly how your VA may collect, store, transmit, access, and delete the information they encounter in their work. It's both a protection document and a training resource.
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Why a Data Handling Policy Matters
Without clear rules, each VA makes their own judgment calls about data handling. These judgment calls are often reasonable but sometimes create risks you haven't anticipated. A written policy removes ambiguity.
Policy Sections to Include
Approved Storage Locations Specify where data may be stored:
- Company-approved cloud platforms (Google Drive, Dropbox Business, OneDrive)
- CRM and project management tools with appropriate permissions
- Not: personal email, personal cloud storage, personal device local drives
Data Transmission Rules How data may be sent:
- Encrypted file sharing for sensitive documents
- Never via unencrypted email for personal or financial data
- Never via personal messaging apps (WhatsApp, etc.)
Retention and Deletion
- How long data may be kept on VA devices
- When data must be deleted (task completion, end of engagement)
- Verification of deletion required before offboarding
Incident Response What the VA must do if data is accidentally exposed:
- Immediate notification to you
- Preservation of evidence
- No communication to third parties about the incident
Implementing the Policy
Provide the data handling policy at onboarding and require a signed acknowledgment. Reference it during training. Review and update annually.
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