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.

The legal docs Janet created are:

  • A Freelancer Agreement and T&Cs. This 4-doc bundle also includes a contract negotiation guide, a contract termination template, and IR35 guidelines for UK VAs who are limited companies.
  • Website Policies. This 3-doc bundle consists of a cookie policy, terms of use/service policy, and privacy policy)
  • A Data Processing Agreement. You need a DPA 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 outsource work to other VAs need a contract and a Data Processing Agreement. This 3-doc bundle also includes a contract termination template and IR35 guidelines for UK VAs who are limited companies.

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

Because it’s all too easy to become confused around this area, Janet and I set up a call to answer some of your most-asked questions.

These are the questions I asked Janet:

  • What legal documents do Virtual Assistants actually need?
  • What is a Data Processing Agreement, which VAs need one, why do they need one and when should they use it?
  • Will you still be covered if your client doesn’t sign your Data Processing Agreement and how do you get them to sign? (We talked a lot about this doc!)
  • 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 what Janet said:


Should the law ever change, any legal policies and contracts bought through my site are updated and resent to buyers free of charge.

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



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


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