Question 1

What data security measures must I follow?

Accepted Answer

We take confidentiality and data security very seriously.

At Virtalent, we promise our clients that all of the work carried out for them by us as a team is 100% confidential and 100% secure. This means that we have a few sensible rules in place to make sure this happens.

Be Careful With Files

We recommend that your client provides you with a cloud user account (e.g. G Suite, Office 365), and you use this account to store any files you are working on for them.
If this is not possible or convenient for the client, you can both make use of the Files tab inside the portal.
Use caution when storing files or documents locally on your computer hard drive (in "My Documents", for example).

Don't Sign Anything Extra

You do not have the authority to sign contracts on Virtalent's behalf or represent the company in any contractual capacity.
You should not sign any legal agreements (e.g. an NDA) which could conflict with your contract with Virtalent or our contract with the client, without first asking us to review the agreement. If your client asks you to sign an NDA, please contact your Client Success Manager for their advice.
Never enter into a legal agreement on behalf of a client. You are working on their behalf, but cannot act as their agent or legal representative.

Keep It Confidential

You are the only person that must be party to any emails, phone calls, documents or other client work. Never share this information with anyone else.
This includes friends and family members. They should not be "helping out" or "taking a look over something" for you. This breaks your contract with Virtalent and the trust that the client has placed in you.
Don't publish any details of work you do for clients without the explicit written permission of the client and Virtalent (e.g. on your own website or social media).

Keep It Secure

You must not share your computer with anyone else, unless your user login is completely separate, password protected and accessible by you only.
You should always set strong passwords, using a mix of letters, numbers and characters.
You must have up-to-date anti-virus software and a firewall active on your computer.
You should make use of password sharing software such as Lastpass or Passpack to share sensitive information (article here).
Do not use your own non-Virtalent email address to correspond with a client, under any circumstances.

Question 2

How can my client share passwords and sensitive information with me?

Accepted Answer

Using a dedicated password-sharing app allows your client to safely share sensitive and confidential data with you. This could range from passport details to passwords.

A dedicated app will keep everything in one place and access can be revoked by the client whenever necessary, giving them complete peace of mind. Recommendations include:

Please be careful about how you share passwords - always make sure you are working in a safe, secure way.

Question 3

Can I share my personal email address or contact details with a client?

Accepted Answer

It's very important that you only ever contact your client using your Virtalent email address, never your personal one.

Alternatively, your client might give you a company email account to use when working with them.

The nature of your role means that your client will need and expect to have your mobile number, just as you will have theirs. However, we don't recommend sharing your home address with your client. We will never share this information with a client ourselves.

If you're ever concerned or unsure about anything relating to your contact information, or what you should share with a client, please contact your Client Success Manager.