How is Your VA Storing Your Passwords? Why it Matters!
Hiring a Virtual Assistant (VA) can be a game-changer for your business — freeing up your time and helping you stay organised. But with this delegation comes an important responsibility: ensuring that sensitive information like passwords and login details are shared and stored securely.
It might sound obvious, but you’d be surprised how often security best practices are overlooked. We recently onboarded a new client and discovered that their previous admin team had stored passwords in a Google Doc — completely unprotected! While Google Docs are great for storing and sharing all kinds of things... let's draw the line at passwords, shall we!
Why Secure Password Storage Is Essential
When login information isn’t stored properly, it creates major risks:
Data breaches: Exposed credentials can allow unauthorised access to your systems.
Loss of trust: Clients trust you with their information. One slip-up could permanently damage your reputation.
Financial loss: Cyberattacks can lead to costly disruptions and legal consequences.
Protecting your business starts with protecting your logins.
How to Securely Share Passwords with Your VA
1. Never Send Login Details in an Email:
Sending login details in the body of an email is a big no-no. Emails can be hacked, forwarded, or accidentally left open for prying eyes — it’s basically like writing your ATM PIN on the back of your credit card — way too easy for the wrong person to find. Instead, use one-time links like password.link or a secure password manager to share sensitive info safely and keep your accounts protected.
2. Enable Two-Factor Authentication (2FA):
Whenever possible, turn on 2FA. This adds an extra layer of security by requiring a second form of verification in addition to the password.
3. Regularly Update Passwords:
Schedule regular password changes, especially for critical accounts. This helps minimise the risk if a password is ever compromised without your knowledge. Keeping your login details fresh is an easy but powerful way to boost your overall security.
Best Practices for Storing Passwords Internally
Once your VA receives login details, how they store them is just as important:
Store all passwords in a secure, encrypted vault — not in spreadsheets, Google Docs, or notes apps.
Limit who has access to the vault and review permissions regularly.
Use strong, unique passwords for each account.
Monitor for unusual account activity and respond quickly to any security alerts.
At Offsiters, our team is trained to treat your information like it's our own. We use an encrypted password management system to ensure that your sensitive data stays protected at every step.
Cybersecurity isn’t just an IT issue — it’s a business priority.
When you work with a VA, make sure they’re equipped with the right tools and practices to keep your information safe.
Need help with secure VA support?
Let’s chat about how Offsiters can help you work smarter — and safer.