Confidentiality and account access: questions to ask before an assignment
A virtual assistance assignment may involve email, calendars and internal documents. Clarify necessary information, authorised actions and how access ends before starting.
1. Define the data scope
Which folders are needed? What must not be copied, downloaded or forwarded? Who approves sharing? Ask about storage, personal devices and document retention rules.
2. Request appropriate named access
Prefer an invitation or the tool’s delegation features to the client’s personal password. Permissions vary by service. Gmail delegation, for example, permits certain mailbox actions; understand the rights before activation.
Do not request sign-in codes over messaging or disable multifactor authentication for convenience. The owner should retain control of recovery methods.
3. Clarify actions
| Question | Rule to agree |
|---|---|
| May I send? | Approve drafts before sending on sensitive topics. |
| May I delete? | No deletion without procedure and authorisation. |
| May I use another tool? | No transfer to AI tools or external services without appropriate agreement. |
4. Plan for incidents
Fictional scenario: an unusual document-transfer request arrives. Verify identity through a known channel, pause sending and alert the responsible contact. Do not rely only on the displayed sender name.
5. Plan the end of access
Agree file return, removal of invitations, ending delegation and handling local copies. Do not retain client information for a portfolio.
Reference: official Gmail delegation guidance. Clear boundaries demonstrate professionalism and avoid unnecessary access.
Illustrative stock photos, not testimonials from Kamerjob clients. Cover and illustration: Pexels / Pexels.
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The Kamerjob team
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