1. Use Secure Tools and Systems
The key to privacy is working within secure, trusted platforms where you control access to your data. Some examples include:
• Google Workspace or Microsoft 365 for document sharing with permission controls.
• Communication tools like Microsoft Teams or Slack for encrypted collaboration.
• Password managers like LastPass or 1Password to securely share passwords without revealing them.
By centralising your operations on these platforms, you limit who can see, edit, or share sensitive information.
2. Use Secure Virtual Workspaces
A Virtual Desktop Infrastructure (VDI) or secure workspace allows your offshore team to access data without downloading it locally. This ensures sensitive information remains protected on your systems.Popular solutions include:
• Amazon WorkSpaces
• Microsoft Azure Virtual Desktop
• Citrix
These tools provide a controlled environment where you can monitor access and usage, keeping data secure.
3. Have Talent Sign a Confidentiality Agreement
Before starting any work, ensure your offshore team signs a Non-Disclosure Agreement (NDA). This legally binds them to:
• Protect sensitive data.
• Use it only for agreed-upon tasks.
• Avoid sharing or storing data outside approved systems.
We provide NDA templates for our clients to make this step quick and simple.
4. Add a Layer of Security with a VPN
A Virtual Private Network (VPN) ensures that all data accessed by your offshore team is encrypted and secure. It prevents unauthorized interception, especially when working remotely.
Tools like NordVPN Teams or Perimeter 81 are user-friendly, affordable, and ensure your data stays protected.
5. Complying with Australia’s Privacy Act
If you're an NDIS provider or a business handling sensitive client data, you need to comply with the Australian Privacy Act (1988) and the Australian Privacy Principles (APPs). Here’s how these steps help:
• Control and Ownership of Data: You retain full control of your systems and tools, ensuring compliance with APPs.
• APP 8 (Cross-border Disclosure): The Privacy Act allows data to be shared offshore if "reasonable steps" are taken to ensure offshore workers handle it in line with the APPs. Steps like using NDAs, secure tools, VPNs, and secure virtual workspaces demonstrate compliance.
• Data Storage: Use platforms that allow you to store data on Australian servers (e.g., Google Workspace, Microsoft 365).
By implementing these practical steps, you can confidently hire offshore talent while remaining compliant and secure.
Keep It Simple, Keep It Secure
With these five straightforward steps—secure tools, virtual workspaces, confidentiality agreements, VPNs, and compliance with Australia's Privacy Act—you can confidently work with offshore talent while protecting sensitive client data. At Hunt St., we help you hire top-tier professionals so you can focus on growing your business, knowing your systems are secure and compliant.
Need more guidance? We’re always happy to help.
