Before you check your work emails from abroad
Are you going to check your work emails from abroad? I know what some of you are thinking already. “I’m not taking work on holiday.” Neither am I. But if I’m honest, I will probably check my emails once or twice while I’m away. If a client has a problem, if a website falls over […]
Otter.ai and GDPR: what businesses should know before switching it on
In my earlier article on AI transcription tools and GDPR, I talked about how many businesses are switching these systems on without really understanding what happens to the data afterwards. This article looks specifically at Otter.ai and asks a simpler question: “What can an ordinary business owner realistically work out from the publicly available information […]
Thinking of using AI transcription tools for client calls? Read this first
“Which app should we use?” Few people discussing AI transcription tools and GDPR seemed to realise how much sensitive information these systems may actually process behind the scenes. Recently I watched a Virtual Assistant ask a very normal question in an online business group: “What’s the best transcription app for client calls?” Within minutes, helpful […]
Your Phone Is Now Part of Your Business Security System
Personal Devices and GDPR: Hidden Risks for Freelancers and Outsourced Teams Many people think data security is about passwords. To some extent, it is. We have written before about the risks of sharing logins, weak passwords and clients handing over access in ways that make everyone’s life harder later on. If you have not read […]
Children’s Data and AI: What UK Activity Providers Need to Check in 2026
Children’s data and AI are becoming increasingly important issues for UK activity providers, especially as booking systems, remote support teams and cloud software become part of everyday business operations. This week I attended two conferences connected with children’s activity businesses and support services. I found myself asking the same question repeatedly: “What countries does your […]
Can you pay associates when your client pays you?
Can you pay associates when your client pays you? It’s a common question for VAs, designers, and business owners managing a team of trainers or session leaders, especially when cashflow is tight. The answer depends on how the relationship is set up, not just what you call it. We see a lot of questions like […]
How to Raise Your Freelance Prices (Without Losing Clients or Breaking Your Contract)
Thinking about raising your freelance prices? There’s a piece of advice that does the rounds in freelance circles: “Put your prices up once a year.” It sounds sensible. Predictable. Safe. But in practice, it can quietly create exactly the problem you’re trying to avoid. Because the moment you tie your pricing to a single date, […]
Time Tracking and Data Privacy: What VAs Need to Know
You may not realise is that time tracking data privacy is a real issue. Because the moment you start tracking your time, you are often handling personal data. Not just your client’s data.Sometimes their customers’ data too. And that means your time tracking tool is not just a productivity app. It is part of your […]
Freelancer vs Employee UK: What’s Changing in April — and What Isn’t
The rules around freelancer vs employee in the UK are changing — and April is another step in that direction. Not overnight. Not dramatically. But enough to make this a very good time to check that the way you’re hiring people still fits how your business actually works. Because here’s what I see all the […]
Who Owns Canva Designs Created for a Client?
Who owns Canva designs created for a client? That question came up in support last week when a VA was filling in the copyright section of her contract. She had created a workbook for a client using Canva, and the contract asked what copyright she was assigning. So she paused. Because the real question suddenly […]
Does Your Website Project Involve Personal Data? What Web Designers Need to Know
Web design projects often look simple on the surface, but web design data privacy issues can arise more often than many people expect. A new website, a redesign, or a migration to a new platform might seem like a purely technical job. But many website projects involve something else entirely: personal data. If a site […]
Inbox Detox GDPR risk: Why Viewing and Sorting Emails Is Processing Personal Data
Inbox detox GDPR compliance is something most businesses never think about. We all get overwhelmed and it is easy for a busy business owner or manager to start to lose important emails in the deluge of emails that hit out inbox. It is a great relief to reach the point when you can finally get […]
If I Charge for This, Will They Leave? Agree It Before You Start
Overgiving, undercharging and the simple fix most freelancers avoid You are halfway through a project. They ask for something extra. It is not tiny. It is not what you agreed. And the first thought that pops into your head is not, “That will be an extra £250.” It is, “If I charge for this, will […]
Facebook Group GDPR: What Coaches Need to Know Before Bringing a VA Into Their Community
What Is Facebook Group GDPR? Facebook Group GDPR refers to your responsibilities as a data controller when running a Facebook Group. It covers how you handle member data, who has access, how DMs are managed, whether content is reused, and how your team processes personal information. It’s easy to think it’s all down to Meta […]
Does your client want you to use a laptop provided by them?
If you’re a Virtual Assistant, OBM, freelancer or contractor working online, you may be hearing this more often: “For GDPR / Cyber Essentials / data security reasons, you’ll need to use a laptop provided by us.” It’s usually presented as sensible.Sometimes as non-negotiable.Occasionally as “required”. Before you agree, stop. Because while this request often comes […]
The Chief Elf Officer’s End-of-Year Report
As Chief Elf Officer, it is my job to present the end-of-year report for the worldwide Santa organisation. It has been a tough year, with regulatory changes and constantly shifting tariffs and borders. Somehow, we have made it through largely unscathed. Most of us are now longing to put our feet up with the mince […]
Why You Should Never Sign Two Contracts for the Same Work
If you’ve been freelancing for more than about five minutes, you’ve probably met this scenario: You send your beautifully clear KoffeeKlatch terms.Your client signs.You breathe out.And then — just as you’re about to get on with the actual work — they email: “Here’s our contract. Please sign and return.” At which point your stomach sinks, […]
Is Sharing Logins with a VA Safe? What UK Small Businesses Need to Know
Many small businesses still share logins with Virtual Assistants, OBMs, bookkeepers, web designers and outsourced team members. Sometimes it happens because software charges extra for additional users. Sometimes it is because the client is busy, overwhelmed or trying to keep costs down. And sometimes it is simply because nobody has stopped to think through what […]
Sole Trader Address & GDPR: How to Protect Your Home Address in the UK
Sole trader address & GDPR rules can come as a shock when you discover your home address is being published online. If you run your business from home, you’re probably used to juggling everything from client deadlines to the neighbour’s lawnmower. What you shouldn’t have to juggle is the worry that your home address is […]
Do Contracts Really Protect You? Why AI-Ready Contracts Matter More Than Ever
In 2025, the shift toward AI-ready contracts has exposed just how quickly old documents stop protecting you. Most small business owners treat contracts like fire extinguishers: they buy one, stash it somewhere sensible, and feel reassured — until the moment they actually need it. But here’s the truth:A contract only protects you when it reflects how […]