Legal Must-Haves for UK VAs
Getting Your Business Foundations in Place
Let’s be honest, when you’re starting or growing your VA business, this probably isn’t the bit that lights you up. Legal stuff can feel a bit dry, a bit overwhelming, and maybe even a bit “I’ll sort that later…”
But here’s the thing - getting your legal foundations in place is what sets you apart from the dabblers. It’s what gives you confidence to show up like the business owner you are. And it’s what protects both you and your clients if anything ever goes off-track.
So if you’re a UK-based Virtual Assistant and want to make sure you’ve got your bases covered, this guide is for you.
Register as Self-Employed
If you’re being paid for your work, you’re running a business and you’ll need to register with HMRC as self-employed.
Most VAs start out as sole traders, which is simple and straightforward. You keep your profits after tax, manage your own finances, and file a Self Assessment once a year.
If you decide to go limited later, you can absolutely make that move — but to begin with, sole trader status is spot on.
You can register online via the HMRC website.
Always Work With a Contract
This one’s non-negotiable. Every single time you take on a new client, even for a small job, you need a contract.
It doesn’t have to be complicated, but it should clearly set out:
- What you’re doing
- What you’re charging
- When you’ll be paid
- How things end if either of you wants to step away
- What’s confidential, and how data will be handled
It protects you. It sets expectations. It helps your client feel secure in the working relationship. It also means that if anything gets murky, you’ve got something to fall back on that’s already been agreed.
Even if you know the client. Even if you trust them. Even if they’re your cousin’s neighbour’s friend. Use a contract.
Get Your Insurance Sorted
You don’t need a stack of policies or anything over-the-top. But having the right insurance in place is a key part of protecting yourself and showing your clients that you’re taking your business seriously.
Here’s what to consider:
✅ Professional Indemnity Insurance
This one’s essential. It covers you if a client claims they’ve lost money due to something you did (or didn’t) do. Whether it’s an oversight, miscommunication, or mistake. It helps cover legal fees, compensation, and keeps things from spiralling.
✅ Public Liability Insurance
If you ever meet clients face-to-face, even just once, this protects you if someone gets hurt or property is damaged while you’re working.
✅ Cyber Insurance
As a VA, you’re working online every day - logging into client systems, managing inboxes, handling sensitive info. Cyber insurance covers you if something goes wrong, like a data breach, hack, or accidental loss of client data. It helps cover recovery costs and protects your reputation too.
💡 We recommend Policy Bee - they make it easy to get the right cover without the jargon.
Be Smart About Data
As a VA, you’re handling personal data all the time. Think client login details, customer email addresses, CRM systems, even just a basic spreadsheet can count.
Which means, yes, GDPR applies to you and you need to be set up properly.
✅ Register with the ICO
If you process personal data (and you do), you need to register with the Information Commissioner’s Office. It takes minutes, costs around £40–£60 a year, and confirms you’re doing things properly. Register HERE.
✅ Understand the Basics of GDPR
Only collect what’s needed. Store it securely. Don’t share it. Make sure people can access or delete their info if they ask. It’s really just about being respectful and responsible.
✅ Privacy Policy
If you’ve got a website or collect emails through lead magnets or contact forms, you need a privacy policy explaining how data is stored and used.
✅ Data Processing Agreement (DPA)
Here’s the bit many VAs miss - and it matters.
If your client hasn’t collected or stored their data properly, and you access it, guess what? You’re the one responsible as the data Processor.
A DPA outlines your responsibilities and confirms that your client is managing their data compliantly. It protects you from being held liable for something that’s actually outside of your control.
One Last Thing...
Getting your legal and professional setup sorted isn’t just about being legit. It’s about being proactive. It’s about treating your business with the respect it deserves and creating a space where you (and your clients) can feel confident.
The sooner you get these pieces in place, the more solid and sustainable your business becomes.
