Global VA Hiring Agreement

Global VA Hiring Agreement
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The Global VA Hiring agreement is for anyone who pays a VA - whether you are a business paying a VA or a VA creating your team.

Included in the Global VA Hiring Agreement:

  1. Hiring Agreement
  2. Booking Form
  3. Data Processing Form
  4. ICO Reference Document (referred to in Data Processing Form)
  5. Sample Security Instructions
  6. Non-EU Model clauses

Not sure which level you need? Compare contract options here

What do the levels mean?
Your documents and support options are explained here >

Which level should I choose?
If in doubt choose a lower level. You can upgrade later to a higher level to extend your support period or get more flexibility on where you can edit your documents

What do I get in the support period?
You get access to unlimited support in the KoffeeKlatch Facebook customer group.

You get access to updates and additional material at no additional charge during your support period

You get access to our growing library of support material in the ‘KoffeeKlatch zone’ designed to help you manage clients comfortably using your legal documents as a positive tool.

Who writes these documents?
These documents are written by our team of business and legal experts and then reviewed by key customers to check they reflect the way you work today.

Are all the levels editable?
The Booking and Data Processing forms are designed to help you collect and gather the information that is unique to your contract with your client.

The main agreement can be modified by using the appropriate forms in the Booking form.

If you have an established business model and want to edit the main agreement, or add it in html format to your website, you will need to purchase or upgrade to Premium level.

Why do you lock down the other levels?
Most legal templates are sold without support and advice being included. If you go to a legal team for advice it will cost you hundreds of pounds. We are able to include advice within your purchase by having a streamlined document system where we know what terms you are on and where to find any changes you have made. Without that, we could not offer advice and support. People come for the contracts but stay for the training, advice and support. Few people go into business understanding all the issues your contracts cover – and the law itself changes regularly. By having a standardised format, we can easily update you on what has changed, train you, advise you, and prepare the help you need within the group – all at a price few legal teams could offer.

Will my documents make me compliant?
Your documents will help you comply with your legal obligations (and give yourself some extra protection and advantages too). They are designed to go along side good practise and an understanding of your rights and obligations. If you do not work in accordance with the options set out on the documents, or make changes to the documents that reduce your rights or increase your obligations, you will not be compliant.

Why can’t I remove the KoffeeKlatch copyright claim from my documents?
Our documents remain our copyright. We assign to you a right to use them in accordance with our terms. The copyright claim is there to alert other people who may think of using them that they need to contact us before using our copyright material.

What is the difference between Global and UK options?
If both you and your client are in the UK, the UK version is fine. You can add in what you need for Scotland or NI. If either of you is not in the UK you need the global version. See here for more information >

Can I get phone or private support?
Your purchase does not include one to one support, but there is an option to purchase one to one support if you decide you need it. Find out more here >

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Hiring a global VA or a local one?

One of the greatest things about the internet is that you can work across borders and boundaries without even leaving your home – and so can your VA. 

You can both work wherever you can find wifi or internet access.  Even if it is only for holidays. 

Your VA can be in the UK, the EU, the Phillipines, the USA – anywhere you find one.

We are all global now.  It sounds great – and it can be.

Have you ever thought about what you might need to protect your business in a world where different laws apply depending on where you or your VA are working? 

What happens about GDPR?  It doesn’t stop applying to you if your VA is not in the EU.
even though you are not in the EU? 

With you, your clients, and your VA moving around the world, you need to take a global approach.

It’s your job to secure your business and your data.  Relying on no contract or sketchy arrangements is going to put you very much in the wrong if something goes wrong later down the road.

It is not just the EU who want you to secure and lock down customer data. 

It’s easy to get so keen on handing over the work once you find the right person that you don’t sort out the things you need to protect your business.   Some things can come back to bite you later.  Long after the work is done.

Whether you are looking for a short term project, or an ongoing and trusted VA or associate, we know that not everyone has the long term experience to know how to protect their business.

While things mostly go right, there are things you should not miss out.  Things that will come back to haunt you a long time from now.

And now with GDPR and data privacy rights you are going to need to do a lot more to ensure your data is properly accessed and managed.

This issue is not going to go away.  You are front-line in ensuring your VA works in a GDPR (or equivalent) ready way.   

Your need to be thinking about things like:

  • Making sure you have an NDA
  • Securing rights when the work is done
  • GDPR compliance

If it all goes wrong you can lose time (and money) on things like “I thought you were doing that” or “But that is extra”.

Taking on my first associate was really simple with the KoffeeKlatch associate agreements. I felt confident that the agreements would protect both of us if anything were to change and reassured by the level of detail they go into. Clauses on payments, holidays, confidentiality, standards of work etc. it's all there! 

Claire Grace

The Assistant Quarters

We created this Global VA Hiring agreement just for you

In an increasingly complicated world, you don’t have to puzzle through all the things you need to make things we work.  You can get straight to the sweet spot and just add the special bits that this work for you.

Would you like to be able to

  • Onboard new VAs effectively
  • Handle GDPR without fuss or complications
  • Know when and how to add new elements to your contract to keep you on the GDPR track depending on where your VA is based

Wouldn’t it be great if you could also

  • Handle Brexit changes to GDPR if you are in the UK (if and when that happens)
  • Avoid misunderstandings about what is chargeable when
  • Sort out who is supposed to be doing what
  • Avoid unexpected tax bills
  • Be clear about your VAs legal status

And then let’s not forget

  • NDAs
  • Secure your copyright and IP
  • Post termination restraints to protect your customer base and information
  • Set standards
  • Establish deadlines that are met

All designed to help you

  • Set expectations for your VA that your VA can meet
  • Create a positive framework for your commercial relationships
  • Enhance your profitability by focusing your time on what you do best
  • Tick your compliance boxes

This is not a vague freelance agreement that is supposed to fit anyone from a plumber to a computer specialists. You won’t have to wade though things that have nothing to do with the modern VA role. We know you will be sharing data, working in the cloud and doing all the things that make your growing business thrive.

A specific VA agreement fit for the way you work today!

 I have been using Koffee Klatch contracts for a number of years ... Recently, a long standing client of mine wanted to hire one of my associates directly. Thankfully, the non-compete clause set out in the VA hiring agreement meant he was unable to swoop in and take over, thus potentially losing business revenue as well as a talented VA. We came to a very amicable agreement, only after making my business position and that of my team very clear. 

Maggie Johnson

Executive Virtual Support

Your Global VA Hiring agreement

Designed for business owners who pay and use VAs to handle the way you work with VAs today.  From general admin, to marketing and newsletters, to diary managers, finance admin and bookkeeping to tech VAs – we have got you covered.

You need to know that whatever the future brings and wherever you find hiring working, you have something behind you designed for the way you work today..

Having a clear contracting and onboarding process makes it so much easier to comply with your legal obligations whilst creating a clear process for who is doing what.  When you have a clear structure with your VA you can reduce the time you spend worrying and you won’t get unexpected bills because you don’t feel it was clear what you were going to pay.


  1. Hiring Agreement
  2. Booking Form
  3. Data Processing Form
  4. ICO Reference Document (referred to in Data Processing Form)
  5. Sample Security Instructions
  6. Non-EU Model clauses

You can select Basic, Standard or Premium level depending on how much you want to change and how long a support period you want.

Not sure which level you need? Compare contract options here


Comprehensive onboarding videos that take you through your what your documents mean, how to complete them and when to use them.

6-18 month’s membership of our community and with team support.

Members only webinars 

Free updates during your membership period.

We know not everyone is clear about how it all works and what needs to be done to put it all together.  Our supportive and friendly communities are designed for you to ask questions without worrying that they might be too small, and to find out how other business owners are handling similar problems and concerns.   

Our resident legal and technical experts are on hand to respond to your questions and help you get to where you want to go.You might want to know that we thought about where you want to be when this relationship ends.

The VA I was using was getting access to some of the key assets in my business... I realised I needed to get some paperwork in place to protect both my business and the VA’s business. After all, I believe that protection goes both ways. .. .  covered all the things I needed to protect my data and my business. From confidentiality to data protection and tax it set out everything we needed to discuss and agree. Plus it was really simple to use. I just added in the key words and the contract did all the rest. No expensive lawyer fees involved. It was easy to understand and I felt comfortable issuing it. And I can use it again for my next VA.

Heather Townsend

Professional Speaker & Coach

So much more than a Global VA Hiring agreement


Working with experienced business owners from solo practitioners to team leaders, these terms have been developed to give you the structure and flexibility you need.

We create transparent contracts to help ethical business owners  create boundaries for the team you don’t yet know.

You can use them as a free-standing agreement or alongside our basic policy starter pack (if you don’t have things like a data protection policy or a social media policy) or with other team hiring agreements 

But you are not just purchasing document templates.  You are joining a lively and supportive group designed to help you adapt to a changing legal landscape and get used to being the boss of your own global  business.

Just put these all together to match what you need to get your  business really into gear

Is this the right agreement for you?

These documents were developed in the UK for VAs who want to contract to GDPR standards for data security.

If you are in the UK/EU or have customers in the UK/EU or are accessing data about UK/EU citizens these documents will set you on the right track.

Local legal advice is always recommended as no-one can keep up with every detail of every change in every country.

These documents are designed to get you thinking about the best and appropriate practise for your business.  They are not a substitute for good business processes.

Purchase both the VA Terms of Business and the GDPR for VAs and receive the following for FREE:

  1. GDPR Data Privacy Policy and;
  2. Web Acceptable Use Policy.

Automatically applies at checkout.