Do Freelance Designers Need a Creative Services Agreement?
Picture this: You’re a freelance designer who just delivered a stunning logo for a client. They love it—until they demand five more rounds of...
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As a virtual assistant, your job often requires access to a client’s most private systems—emails, calendars, customer lists, and sometimes even passwords or financial records. It’s not uncommon to know more about your client’s business than their own employees do.
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So here’s the question: Do you need a Non-Disclosure Agreement (NDA) to do this kind of work?
The short answer: Usually, yes. Even for simple tasks, an NDA creates boundaries, builds trust, and protects both you and your client if anything goes wrong. Whether you're the VA or the client hiring one, this guide breaks down when NDAs are necessary, what they should include, and how to handle them professionally.
What Is an NDA and Why Does It Matter for VAs?
An NDA—short for Non-Disclosure Agreement—is a contract that says one or both parties agree not to share certain information outside the working relationship. It’s designed to protect confidential data, trade secrets, or anything private that isn’t meant for public use.
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In a VA-client relationship, that often includes things like:
- Internal documents and systems
- Passwords and account logins
- Client or customer contact lists
- Business strategies and email campaigns
- Payment details or internal financials
You might think you’re “just helping out,” but if you’re handling these types of materials, you’re being trusted with sensitive information—whether the client says so out loud or not.
Pro Tip – If You See a Client’s Calendar or CRM, You’ve Seen Confidential Info
Even something as basic as a client’s appointment history or project management dashboard might contain private information. NDAs aren’t just for big corporations—they apply any time there’s data that needs to stay in-house.
When a Virtual Assistant Should Use an NDA
Not every client relationship requires a formal NDA—but if you're doing more than inbox cleanup or data entry, you’re probably dealing with confidential material. And that’s when a written NDA becomes a smart, professional move.
Some common situations where an NDA is important:
- You have access to internal tools, software, or logins
- You handle client correspondence or emails on their behalf
- You see drafts of books, blog posts, designs, or product plans
- You're subcontracted through an agency and working with their clients
- You’re doing ongoing work—not just one-off tasks
Example – VA Reused a Client’s Checklist—Without Realizing It Was IP
Lena, a VA specializing in onboarding systems, worked with a coach to create a client intake checklist. Months later, she reused the same format for a different client—thinking it was a simple task list, not protected content.
The original client found out and claimed it was proprietary. The fallout damaged trust and ended their working relationship. Had Lena signed (or offered) a clear NDA with boundaries around ownership, the misunderstanding could have been avoided—or resolved without drama.
When a Client Might Ask You to Sign One
Clients often bring their own NDA to the table—and it’s perfectly normal. In fact, it’s a sign that they take confidentiality seriously. That said, you should always read what you’re signing. Not all NDAs are created equal.
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Some clients use one-way NDAs that only protect their information. Others may present mutual NDAs that also safeguard your work, materials, or processes.
Things to watch for:
- Overly broad definitions of “confidential information”
- Clauses that say everything you create belongs to the client
- Indemnification clauses that place all legal responsibility on you
Pro Tip – Read NDAs Carefully—Some Give Clients Ownership of What You Create
Make sure you don’t accidentally sign away your right to reuse your own frameworks, tools, or methods. A good NDA should protect the client’s data—not take ownership of your skill set.
What Should Be in a VA-Client NDA?
You don’t need a 10-page legal document to create a strong NDA. But it should clearly answer a few questions:
- What counts as confidential information? Is it limited to certain files, or anything not public?
- How long does confidentiality last? Some NDAs last for the duration of the contract; others survive for years after.
- Is it one-way or mutual? Does it protect just the client—or you too?
- What happens in case of a breach? Is there a process for dispute resolution, or just a threat of legal action?
Pro Tip – Make Sure You Can Still Talk About Your Work Generally
You might want to include language that lets you describe your role in general terms. For example:
“VA support for a marketing consultant, including email setup and content scheduling”—without naming names or revealing private strategy.
This helps you build a portfolio while staying within the bounds of confidentiality.
Can You Use a Template or Do You Need a Lawyer?
For most VA-client relationships, a trusted NDA template is more than enough. You can find strong, customizable templates designed specifically for freelancers and remote teams that include standard terms, clear protections, and editable fields for each new client.
You might consider having a lawyer review your NDA if:
- You’re working with high-profile clients or agencies
- You’re handling sensitive data like HIPAA-regulated info or financials
- A client is asking you to sign a heavily customized NDA with legalese you don’t understand
Pro Tip – One Solid NDA Template Can Cover You Across Clients
Once you’ve got a clear, well-drafted NDA template, you can reuse it again and again—just update the client name, date, and any project-specific details. It’s one of the simplest ways to look professional, protect your reputation, and keep your client’s trust.
Final Verdict: Do VAs Need NDAs?
If you’re doing short, one-time admin tasks with zero access to private info, an NDA might not be necessary. But for anything long-term, strategic, or involving client systems, having an NDA is the professional standard.
It protects the client. It protects you. And it sets the tone for clear, respectful boundaries right from the start.
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