Data Security When Working with a Remote Worker

Tips and tools to keep your sensitive information safe

Hiring a remote worker can be a game-changer for your business, but it also means sharing access to your data, accounts, and sensitive information. Protecting your business’s privacy and security is essential, so both you and your remote worker can work confidently and safely.

Here are key tips and tools to help you keep your data secure while collaborating remotely.

1. Set Clear Data Access Boundaries

Before giving your remote worker access, decide exactly what information they need — and what they don’t.

• Only share the minimum necessary data and accounts for the tasks they’ll perform.
  
  

• Avoid giving full admin or financial access unless absolutely required.
  
  

• Use separate accounts or profiles when possible (for example, a dedicated email or social media account for your worker).

This principle of “least privilege” minimizes risks.

2. Use Secure Password Management

Never share passwords via email or chat. Instead:

• Use password managers like LastPass, 1Password, or Dashlane to generate, store, and share passwords securely.
  
  

• These tools allow you to share login details without exposing the actual passwords.
  
  

• Update passwords regularly, especially after a worker’s engagement ends.
  
  

3. Enable Two-Factor Authentication (2FA)

Two-factor authentication adds an extra security layer by requiring a second verification step beyond just a password.

• Enable 2FA on all accounts your remote worker accesses, such as email, project management tools, and social media.
  
  

• Use authenticator apps like Google Authenticator or Authy for better security than SMS codes.

This reduces the risk of unauthorized access.

4. Use Secure File Sharing Platforms

Avoid sending sensitive files over unsecured channels like regular email or messaging apps.

• Use platforms with strong encryption such as Google Drive, Dropbox Business, or OneDrive.
  
  

• Set file permissions carefully — restrict editing or downloading if not necessary.
  
  

• Use expiring links or access time limits where possible.
  
  

5. Have a Clear Confidentiality Agreement (optional)

While not always necessary, if you’re concerned about protecting sensitive information—whether it’s your own business data or your clients’—you might want to have your remote worker sign a Non-Disclosure Agreement (NDA) or confidentiality clause.

This can help:

• Clearly outline what information is confidential
  
  

• Specify what happens if there’s a breach
  
  

• Ensure your remote worker understands the importance of privacy
  
  

Having this agreement formalizes expectations and provides legal recourse if needed, but it’s completely optional depending on your comfort level and the nature of the work. Keep in mind that even if you sign an NDA with your remote worker, you are still bound by all the terms of service of the Eqeepo platform and cannot hire or pay that worker directly. 

6. Regularly Review Access and Activity

Periodically check which accounts and tools your remote worker has access to.

• Revoke access immediately when a worker’s engagement ends.
  
  

• Monitor activity logs if available to spot any unusual behavior.
  
  

• Update shared passwords regularly.
  
  

Ongoing vigilance is key to security.

7. Educate Your remote worker About Security Best Practices

Make sure your remote worker knows how to handle sensitive data safely.

• Encourage strong passwords and secure device use.
  
  

• Advise them to avoid public Wi-Fi for work or use a VPN if necessary.
  
  

• Stress the importance of reporting any suspicious activity right away.
  
  

A security-aware remote worker is your first line of defense.

Final Thoughts

Data security is a shared responsibility. By setting clear boundaries, using the right tools, and fostering a culture of privacy, you can confidently work with your remote worker while protecting your business’s most valuable information.