Your executive assistant works inside your inbox, your calendar and your documents. That takes trust, and trust needs more than a promise. Here is exactly how access works, what our agreement covers, and what happens to your information at every stage.
See how access works
Handing over your inbox comes down to six questions: how access is granted, where your data lives, where logins are kept, what the agreement commits us to, who the person is, and what happens when it ends. If your company runs its own security review, start with this page and send us the rest.
You grant access through Google Workspace or Microsoft 365, and you can remove it at any time.
Your assistant works from an email address on your own company domain.
Never sent by email or chat. If you already use one, your assistant works inside yours.
Our agreement covers GDPR, intellectual property and confidentiality.
The same person every day, with an account manager and a quality manager behind them.
If your assistant changes or you leave, there is a set process for your logins and files.
Google Workspace and Microsoft 365 both let you give another person access to your mailbox and calendar without sharing your login. Your assistant never needs your password, and your own security settings, including two-step verification, stay in place.
Removing access is a single change that you or your IT team can make. During onboarding we share the recommended setup with your IT team, and if you do not have one, our IT team walks you through it.
You set the pace. Some clients start with the inbox, the calendar and a shared folder, and as trust grows, more confidential accesses are added. Others hand over everything in the first week. Both work. Calendar access and inbox access are separate permissions, so you can give one without the other, and you can keep any folder, account or topic out of scope.
If there is something you want kept strictly between you and your assistant, say so, and it stays that way.
Your assistant works from an email address on your company domain, and your files stay in your own Google Drive, OneDrive or other tools. You keep ownership and control of all of it.
What we keep on our side is how you like to work: your preferences, recurring processes and working notes. We document these so your support never depends on one person's memory.
If your assistant needs to pay for things, a virtual or second card with a set limit works well. You set it up on your side, so your assistant never holds your main card details and you can freeze the card at any time.
Every engagement runs under a written agreement that covers data protection under GDPR, intellectual property and confidentiality. It sets out what we do with your information, and what we do not. All our assistants are based in the European Union, so their work falls under EU data protection law.
If your company needs its own NDA, we review it and sign it as the agency, so the commitment comes from the company, not only from one person. If your legal or security team needs specific wording, we can adjust the agreement with them.
Your assistant keeps a separate work environment for each client they support, so your accounts and files never mix with those of other clients. If your company requires everyone with access to its systems to work on company-issued hardware, you can provide a device and your assistant will work from it.
Illness, a life event, a change of assistant: whatever the reason, the handover is already prepared. Logins, working files and your documented processes move across together, so your support carries on instead of being rebuilt.
If you end the engagement instead, everything held on our side is deleted within the period set in your agreement, and we can help your IT team remove our access in one step.
For anything that cannot use delegated access, logins live in an enterprise password manager, never in email, chat or a document.
Microsoft 365
We use AI, and we would rather say so than let you wonder. Assistants draft, summarise and research with it every day, which is part of what makes them quick. Behind that sits a written policy on which tools are allowed and what may never go into one, and everyone is trained on it.
Assistants work in DonnaPro's own business AI accounts, or in one you give them. Never a personal account. On our company plan the provider does not train on what goes in, and that is checked on every other tool before any work goes near it.
Plugging an AI tool into a mailbox or a drive hands it standing access that outlives the task. So your assistant does not do it on their own. It goes through our IT and through you first, every time, including when you are the one who asked.
Which tools are allowed, what may never go into one, and what to strip out of a document first are written down rather than left to habit. Passwords and access codes are on the never list, under any account. Everyone is trained on it when they join, and again each time it changes.
Before anyone reaches a client inbox, they come through this. All our assistants are based in the European Union and work for DonnaPro full time.
They do not take clients through other platforms or run side businesses, so the person in your inbox answers to one company.
You work with the same named assistant every day. Behind them are an account manager and a quality manager, and what you share stays within the team that supports you.
Yes, when access is delegated rather than shared and the assistant works under an agreement with confidentiality and data protection terms. Delegated access in Google Workspace or Microsoft 365 lets your assistant read and send email for you without knowing your password, and you can withdraw it at any time.
No. Your mailbox and calendar are shared through delegated access. Any other logins your assistant needs are kept in a password manager, never in email or chat.
Yes, and we would rather say so plainly than let you wonder. Assistants use AI for drafting, summarising and research, always from a DonnaPro business account or one you provide, never a personal one, and on terms where the provider does not train on what goes in. Passwords and access codes never go into a tool at all. Nothing is connected to your mailbox or drive without our IT and you approving it first. We keep a written policy covering all of this and train everyone on it, and we will send it to your security team if they want to read it.
Yes. Our agreement already includes confidentiality terms. If your company needs its own NDA, we review it and sign it as the agency.
Yes. Calendar access and inbox access are separate, and you decide which folders, accounts and topics are in scope. Many clients start small and add access over time.
The logins, files and documents held on our side are deleted within the period set in your agreement, and you remove our access to your own accounts. Your email and files never left your accounts in the first place.
Yes. Send it to us before you sign and we will work through it with you. We can share more detail about our internal controls as part of that review. If your legal or security team needs specific wording in the agreement, we can adjust it with them, and settling that before the engagement starts is far easier than retrofitting it afterwards.
Our agreement with you covers data protection under GDPR, and the way we work is built around it: your data stays in your accounts, access is delegated and can be withdrawn, and everyone who supports you is bound by confidentiality. All our assistants are based in the EU.
If you have questions this page does not answer, bring them to a free 30-minute strategy session. We will walk you through how access, confidentiality and onboarding would work for your company, and you are not committing to anything.
Book your free strategy sessionMore on handing work over safely, and on how DonnaPro compares with the alternatives.
