Hiring remote staff shouldn't keep you up at night. Here's every safeguard we put in place to protect your firm, your data, and your clients' confidentiality.
These commitments are built into every engagement — no exceptions.
Every placement starts with a 2-week trial. If the VA isn't the right fit — for any reason — we provide a free replacement. If you choose not to continue, you only pay for hours worked. Zero risk.
Every VA signs a legally binding NDA and Data Protection Agreement before day one. Your client files, case data, and firm information are contractually protected. Breach = immediate termination + legal action.
If your VA leaves, underperforms, or you simply need a change — we provide a replacement within 5-7 business days at zero additional cost. Includes full knowledge transfer and transition support.
Every minute is tracked via time-tracking software. You get real-time dashboards, activity levels, screenshots at random intervals, and app/URL tracking. You only pay for verified, productive hours.
Everything your VA creates belongs to you — documents, research, spreadsheets, designs, code. Full IP transfer is written into our Terms. We retain zero rights to your work product.
We comply with PIPEDA and applicable provincial privacy legislation. Your clients' data is handled with the same care required of any Canadian legal professional.
$12/hr USD. That's it. No setup fees, no recruiter commissions, no platform fees, no surprise charges. Your first invoice looks exactly like your hundredth.
You're never on your own. A dedicated account manager handles onboarding, check-ins, performance reviews, and any issues that arise. Monthly calls. Quarterly reports. Direct WhatsApp line.
Every VA goes through a rigorous 5-step screening process before they're ever presented to you.
Resume screening, education verification, work history validation. 70% eliminated here.
Timed tests in legal research, document drafting, bookkeeping, or admin tasks — depending on the role.
Written and verbal English evaluation. Grammar, clarity, accent neutrality, and professional communication.
Criminal background check, reference verification (2 professional references), and identity confirmation.
A real-world task relevant to your firm's needs. Evaluated for accuracy, speed, attention to detail, and communication.
Multiple layers of security — because your clients trust you with their data, and you trust us.
| Security Layer | What It Does | Status |
|---|---|---|
| Non-Disclosure Agreement (NDA) | Legally binding confidentiality agreement signed by every VA before placement. Covers all client data, case information, and firm operations. | Mandatory |
| Data Protection Agreement | Separate agreement covering data handling procedures, storage restrictions, and breach notification obligations. | Mandatory |
| Dedicated Workstation | VAs work on a single, password-protected computer dedicated to client work. No shared devices. | Required |
| VPN Access | VAs connect to your firm's systems through an encrypted VPN tunnel. All traffic is secured. | Available (client configures) |
| Encrypted Communication | All client communications via encrypted channels (Slack, Teams, encrypted email). No unencrypted transfers of sensitive data. | Standard |
| Screen Monitoring | time-tracking software captures random screenshots during work hours. Available for client review upon request. | Standard |
| No Local Storage | VAs do not store client data on personal devices, USB drives, or personal cloud accounts. All work stays in your systems. | Policy enforced |
| Clean Desk Policy | No client information visible on screen or paper when VA is not actively working. Screens locked when stepping away. | Policy enforced |
| Breach Notification | If any data incident occurs, we notify you within 24 hours and cooperate fully with investigation and remediation. | Contractual |
| Role-Based Access | VAs only access the systems and files necessary for their assigned tasks. No broader access than required. | Client configures |
| Exit Data Wipe | When a VA's engagement ends, all client data in their possession is returned or securely deleted within 7 days. Verified by Top Virtual. | Contractual |
Complete visibility into your VA's work hours, activity, and productivity.
Time tracking software captures screenshots at random intervals (typically every 10 minutes). You can review them anytime via your dashboard to verify what your VA is working on.
Keyboard and mouse activity levels measured throughout the day. Low activity periods are flagged and excluded from billable hours if not work-related.
See which applications and websites your VA uses during work hours. Ensures focus on your tasks, not personal browsing.
Log in anytime to see hours worked today, this week, this month. No surprises on your invoice — you track it in real time.
Optional daily end-of-day summaries and weekly status reports. Know exactly what was accomplished, what's in progress, and what's next.
You are only billed for hours verified by time tracking software. Discrepancies? We investigate within 24 hours and credit any errors immediately.
Every scenario has a plan. Your firm's operations never stop.
VA notifies you and Top Virtual immediately. For absences of 1-2 days, tasks are queued for their return. For 3+ days, we activate a backup VA from our standby pool to cover critical tasks within 24 hours. Your operations don't skip a beat.
We begin replacement matching within 24 hours. New VA presented within 5-7 business days. The outgoing VA (if available) participates in a structured knowledge transfer handoff — documenting all processes, passwords, ongoing tasks, and client preferences. You're never left stranded.
All VAs have backup internet (mobile hotspot or secondary ISP) and power backup (UPS). If outage exceeds 30 minutes, VA notifies you immediately. Lost hours are made up — you're never billed for downtime. Persistent connectivity issues trigger a workspace review.
The Philippines experiences typhoons seasonally. For major weather events, we activate our disaster continuity protocol: backup VA coverage, proactive client notification 24-48 hours before expected impact, and daily status updates until normal operations resume.
In the unlikely event of a data incident: VA is immediately suspended from all client systems. You're notified within 24 hours. Full investigation launched. Forensic analysis of what data was accessed. Remediation plan provided within 48 hours. Full cooperation with your IT team and any regulatory reporting.
If your VA's work quality drops: raise the concern with your account manager. We initiate a Performance Improvement Plan (PIP) — specific goals, 2-week timeline, daily check-ins. If no improvement, free replacement. You're never stuck with underperformance.
We understand the regulatory environment your firm operates in.
We comply with Canada's Personal Information Protection and Electronic Documents Act. Consent-based data collection, purpose limitation, appropriate safeguards, and right of access for all personal information handled by our VAs.
We understand that law firms have professional obligations beyond standard business practices. Our VAs are trained to recognize conflicts of interest, maintain solicitor-client privilege, and handle confidential information per law society standards.
Every engagement comes with: signed NDA, Data Protection Agreement, Terms of Service, SLA, and VA performance records. Complete audit trail for your compliance files.
Your VA is NOT your employee. Top Virtual handles all Philippine employment obligations — taxes, SSS, PhilHealth, Pag-IBIG, 13th month pay. No employment law risk for your firm. We provide documentation confirming independent contractor/agency relationship.
Clear, fair, and fast — because problems should be solved, not prolonged.
| Step | Action | Timeline |
|---|---|---|
| 1. Raise the Issue | Contact your account manager via email, WhatsApp, or phone. Describe the concern. | Anytime |
| 2. Acknowledgment | We acknowledge receipt and begin investigation. You receive a case reference number. | Within 24 hours |
| 3. Investigation | We review time tracking data, communication logs, work output, and speak with the VA. | 24-48 hours |
| 4. Resolution Proposal | We present our findings and proposed resolution: credit, replacement, process change, or other remedy. | Within 72 hours |
| 5. Escalation (if needed) | Not satisfied? Escalate to founder Jaycel Ruiz for direct review and final resolution. | Within 48 hours |
| 6. Follow-Up | We check in 7 and 30 days after resolution to ensure the issue is truly fixed. | 7 + 30 days |
If at any point you feel that Top Virtual has failed to deliver on the commitments outlined on this page, contact Jaycel Ruiz directly at jaycel@topvirtualph.com. We will make it right — whether that means a full refund, a free replacement, or whatever it takes to earn back your trust. Our reputation is built on keeping these promises.
Start with a risk-free 2-week trial. No contracts, no commitments, full protection.
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