The legal stuff you need to have in place

Every Virtual Assistant needs to have legal contracts so they don’t get sued or screwed. Clients expect you to have them and they’re there to give both you and your clients peace of mind if it all goes south. It may start out all rainbows and fairies but client relationships can sour – and you do not want to find yourself naked without a contract!

During a recent trip to Gran Canaria, I met a lovely Swedish woman called Janet Alexandersson at a co-working event. When I discovered that Janet was a freelance lawyer who specialises in international contracts, I asked if she could work with a few VAs to create legal contracts and policies that were 100% tailored to the specific needs of Virtual Assistants.

Why did I do this?

A while back I decided to refer all my readers to a legal firm called KoffeeKlatch for their VA contracts. I did this because I’m not a lawyer and I wanted to focus on helping you set up and run a successful VA business instead of worrying about updating legal docs.

KoffeeKlatch were being used by the Society of Virtual Assistants and, because I didn’t know anyone else who could provide the contracts and they had a good reputation, I decided to go with them.

However, I started to receive some negative feedback from a few readers about the lack of customisation of these contracts, so when I met Janet I decided to ask her to create some documents that were completely tailored to the needs of Virtual Assistants.

The legal docs Janet created are:

  • A Freelancer Agreement and T&Cs (this also comes with a contract negotiation guide)
  • Website Policies (this bundle consists of a cookie policy, terms of use/service and privacy policy)
  • A Data Processing Agreement (you need this if you’re processing personal data for a client – so even if you have the ability to log in and see your client’s address book, mailing list, social media accounts or the back-end of their website then you should get this)
  • An Associate Agreement (VAs who sometimes outsources work to other VAs need this along with a Data Processing Agreement)

The legal docs comply with all GDPR regulations and are fully customisable and brandable.

These are the questions I asked Janet:

  • What legal documents do Virtual Assistants actually need?
  • What are Data Processing Agreements, which VAs need them, why do they need them and when should they use them?
  • Will you still be covered if your client doesn’t sign the Data Processing Agreement and how do you get them to sign? (We talked a lot about this contract!)
  • What sort of Third Party information would a VA need to add to their Website Policies and where would they find it?
  • Can a VA use their own website policies for their clients as well?
  • What information do I put in the section about insurance in my Freelancer Agreement?
  • Should you have a GDPR-compliant email footer?
  • I have some clients that are not doing anything about GDPR. Will the Freelancer contract cover me if I carry on working with them or do I need to add anything that says that I am compliant but their stuff is up to them to sort out?
  • There’s so much contradicting information going around about GDPR – is everyone completely over thinking it and how will it mainly affect VAs?

Here’s how Janet said:


Any legal policies and contracts you buy through my site will be updated free of charge if the law changes and the docs are amended or changed in any way.

To learn more about GDPR and how these new EU data protection laws will impact the way you and your clients work, read my post on what every Virtual Assistant needs to know about GDPR.

The KoffeeKlatch docs are all completely legally compliant and their GDPR Facebook group is still a good resource, so if you have already purchased their legal docs then you’re still completely covered.



Many thanks Jo! Your website contains so much useful staff and answers so many of my questions :-)….


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