How do I securely share data and provide access?
Your data, systems, and business information are treated with the highest level of care.
Permissions and Access
We will work together to set up access to the systems, platforms, and tools required for me to support your business effectively. I can assist with account setup, permissions, password managers, and multi-factor authentication where needed.
Data Security
Once access is in place, I handle all information securely and confidentially. Sensitive documents, login details, and client data are only used for the agreed scope of work and are stored and managed carefully.
How is my data and intellectual property protected?
Your privacy, confidential information, and intellectual property are always respected.
Confidentiality
Any information, documents, processes, client lists, passwords, or business materials shared with me remain your property and will never be shared with third parties.
GDPR Compliance
I handle personal data in line with UK GDPR and applicable data protection guidelines.
Data Retention and Deletion
At the end of our agreement, I can securely delete any confidential data, files, or login details that are no longer required, unless otherwise agreed or legally required to retain them.
Do I need to be registered with the ICO?
If you process personal data as part of your business, you may need to register with the Information Commissioner's Office (ICO) and pay a data protection fee.
As a service provider, I may also need to register with the ICO depending on the type of personal data I process and how my business operates. It is advisable to check the ICO self-assessment tool to confirm whether registration is required.
When are invoices sent and what is the payment process?
Invoices are issued at the end of each month.
Payment is due within 5 working days of receiving the invoice.
Once payment has been received, a receipt will be provided for your records.
How are holidays managed?
I will always provide as much notice as possible for any planned annual leave.
Clients may pause their contract for up to one month within any 12-month period to accommodate holidays, quieter periods, or temporary changes in support requirements.
What notice period is required to end a contract?
Either party may end the agreement by providing written notice in line with the agreed contract terms.
Including a standard notice period, such as 14 or 30 days, can help ensure a smooth handover and completion of outstanding work.
What are your working hours?
It can be helpful to include your normal business hours, response times, and whether you offer any flexibility for urgent requests.
For example:
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Standard working hours: Monday to Friday, 9:00am to 5:00pm
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Emails responded to within 1 business day
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Urgent support available by prior arrangement
Do you sign NDAs or confidentiality agreements?
Yes. I am happy to sign non-disclosure agreements (NDAs) or confidentiality agreements where required.
What services are included?
You may wish to include a brief overview of the support you provide, such as:
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Diary and inbox management
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Travel booking and itinerary planning
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Client communication
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Document preparation
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Research and reporting
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Event coordination
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Lifestyle support
Are there any minimum contract terms?
If applicable, you could include whether you require:
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A minimum number of hours per month
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A minimum contract length
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Retainer packages
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Additional charges for urgent, evening, or weekend work
Do you work with clients internationally?
If you support clients outside the UK, it may be useful to clarify time zone flexibility, preferred communication methods, and any international payment arrangements.
Suggested Short Disclaimer
While every effort is made to maintain confidentiality, data security, and business continuity, clients remain responsible for maintaining their own internal backups, cybersecurity measures, and legal compliance obligations.