Before a remote assistant touches client work, agree two things in writing with your hire: a confidentiality clause, which says what is private, how it may be used and what happens to it when the work ends, and an intellectual property clause, which says who owns what the assistant creates. Keep the wording plain and ask a qualified adviser to review it. On DonutJobs you can build both into your hiring flow: mention them in the role, check candidates against their tested profiles, send the terms with your offer through in-app chat and keep a record of what was agreed.
Confidentiality: What to Cover
A short confidentiality clause usually answers six questions:
- What counts as confidential. Client names and details, financial information, pricing, internal processes, customer lists, files and messages. A few examples work better than a vague definition.
- Permitted use. The assistant uses the information only to do the agreed work.
- Sharing. Information goes only to people you approve, and your rules on public AI tools are stated plainly.
- Security. Approved devices and accounts, strong passwords, two-step verification and a rule against saving client files on personal drives or messaging apps.
- Reporting. The assistant tells you quickly about a lost device, a suspected leak or a mistaken disclosure, and you make clear that prompt reports are welcome.
- When the work ends. The assistant returns or deletes confidential material and confirms it in writing, and you remove their access.
How long confidentiality lasts, and what is reasonable, depends on the information and the law where you operate, so take advice on that point.
Intellectual Property: What to Cover
An intellectual property clause answers who owns the documents, designs, content, lists, templates and recordings your assistant creates for you. Employers usually own work created by their employees. With contractors, ownership can stay with the creator unless the written agreement assigns it or grants you a licence to use it, so write it down. Two further points are worth agreeing:
- Client work. If your own client contracts say the client owns the output, make sure your agreement with your assistant lets you pass those rights on.
- Tools and third-party material. Say which tools are approved, and ask the assistant to tell you the source of any images, text or other material they add.
Choosing between an assignment and a licence is a question for your adviser, who can match it to your situation.
Put These Terms Into Your Hiring Flow on DonutJobs
Terms agreed early are easier to follow. Here is how to place them in your process:
- Create your account and mention in the role that confidentiality and IP terms apply, so applicants expect them.
- Shortlist from the pool of 50,000+ pre-tested assistants. Profiles show results from an internet and hardware audit, an English communication test, a live typing speed test and a recorded voice sample, which tells you about skills and setup.
- Run a trial task with fictional data, so nobody handles real client material before the terms are agreed.
- Work through the candidate verification checklist before you extend an offer.
- Send your confidentiality and IP terms to your top candidate with your offer through in-app chat, and give them time to read them. On Agency or Pro, the chat is synced to the ATS, so the agreed terms sit against the candidate's record.
- Grant access in stages once the terms are signed. Our first 30 days onboarding guide shows how.
Screening Questions to Add to Your Role
These questions help you see how a candidate handles private information before you share any:
- Have you signed an NDA or confidentiality clause in a previous role, and how did you apply it day to day?
- How do you store and share files when you work with a client's accounts?
- What would you do if you noticed you had sent a message to the wrong person?
- Which AI tools do you use at work, and how do you decide what to put into them?
On Agency or Pro you can add these to the Formbuilder as screening questions, then compare answers inside the ATS.
Practical Use Cases
A marketing agency can agree the clauses before a new assistant touches a client's accounts. A consultant who shares financial documents can add security rules and a return-and-delete step. A founder using an assistant to prepare content can use the IP wording to confirm who owns what is produced. A business that prefers not to manage access day to day can look at DonutJobs managed VA, which comes in 80 hour and 160 hour monthly packages.
How DonutJobs Supports Client Data Care
DonutJobs gives you the profile results, the chat history, the ATS record and time tracking on paid plans, which together make it easier to show who agreed what and when. If a client asks how information is protected on the platform side, our explainer on data and payment security on DonutJobs covers it. For how the working arrangement affects ownership and responsibilities, read virtual assistant versus contractor.
General Information Only
This article is general information, not legal advice. Rules on confidentiality, ownership of work and data protection vary by place, and your own client contracts may require specific wording. If the work is sensitive or crosses several places, ask a qualified adviser before work begins.
FAQ
Do I need an NDA for a virtual assistant?
If the assistant will see confidential information, it is sensible to agree one. It can be a separate NDA or a confidentiality clause within the main agreement.
Who owns work created by a contractor?
It depends on the written agreement and the law that applies. Put ownership in writing and have it checked by an adviser.
Can my assistant use AI tools with client files?
Only if you allow it. Decide which tools are approved, review their data terms and put the rule in writing.
When should I send the terms to a candidate?
Send them with your offer, before any access is granted. On DonutJobs you can send the offer through in-app chat so there is a clear record of what was sent.
What should happen when the work ends?
The assistant returns or deletes confidential material and confirms it in writing, and you remove their access to every account.
Keep the terms short, specific and signed before access begins. Then you, your clients and your assistant all know where they stand.
Find an Assistant You Can Trust With Client Work
Start with pre-tested talent, then agree clear terms. Create your free DonutJobs account or browse the talent pool.