As businesses increasingly rely on virtual assistants (VAs) for tasks like managing calendars and organising data, artificial intelligence (AI) is becoming a key tool for efficiency. But if it’s not used properly, AI can introduce serious risks, especially when handling personal data.

Whether you’re outsourcing VAs or running your own VA service, it’s crucial to ensure AI complies with data protection regulations like those outlined by the Information Commissioner’s Office (ICO). Failing to follow these rules can expose your business to data breaches, fines, and reputational harm. Here’s how to ensure your VA uses AI responsibly and protects your business.

1. Verify Lawful and Fair Data Processing

If your VA uses AI tools to process personal information, such as managing your email or scheduling, it’s important to ensure the data is processed lawfully. Your VA must have a legitimate legal basis for using AI to handle your business’s data.

Key Considerations:

• Client Consent: Ensure the VA provider has obtained consent to use AI when handling your data.

• Clear Contracts: Confirm that contracts explain how AI is involved and state that data processing complies with regulations like GDPR.

2. Demand Transparency and Explainability

Transparency is key. You need to know when AI is being used by your VA, what data it processes, and how it influences outcomes. This is particularly important when AI tools are automating tasks that impact your business.

Key Considerations:

• Know When AI is Used: Your VA provider should inform you if AI tools assist with managing tasks like scheduling, organising data, or customer communications.

• Understand AI Outputs: Ensure that AI’s role in decision-making or automating tasks is clearly explained, so you know its impact.

3. Ensure Accountability from Your VA Provider

Your VA provider must be accountable for how AI processes your data. If a data breach occurs or the AI is used improperly, your provider should be able to demonstrate compliance with data protection regulations.

Key Considerations:

• Review Compliance: Make sure the VA provider has internal policies around data handling with AI and complies with GDPR or relevant laws.

• Check Data Handling: Ask how your data is processed by AI and what safeguards are in place.

4. Limit Data Collection and Ensure Accuracy

AI tools should only process the minimum amount of data needed for the tasks at hand. Additionally, the data used must be accurate to avoid errors.

Key Considerations:

• Minimize Data Usage: Ensure your VA uses AI tools that limit data collection to what’s necessary for each task.

• Keep Data Updated: Confirm that your VA regularly updates the data AI systems use to avoid inaccuracies.

5. Request a Data Protection Impact Assessment (DPIA)

If your VA handles sensitive or high-risk data using AI, a Data Protection Impact Assessment (DPIA) should be conducted to identify and mitigate potential risks.

Key Considerations:

• Risk Assessment: Ask for a DPIA to ensure potential data risks are identified and safeguards are put in place.

• Extra Security: For sensitive data, ensure additional security measures, such as encryption, are implemented.

6. Avoid Bias and Discrimination in AI Outputs

AI systems can sometimes unintentionally introduce bias, leading to unfair treatment of your business’s data or clients. Make sure your VA’s AI tools are tested for bias.

Key Considerations:

• Test for Fairness: Ask your VA provider to prove that their AI systems are regularly tested to ensure they provide fair and unbiased results.

7. Demand Privacy and Security by Design

Your VA’s AI tools must be designed with security and privacy in mind to prevent breaches and protect sensitive business data.

Key Considerations:

• Encryption: Ensure that AI systems use encryption to protect data.

• Security Audits: Make sure your VA provider regularly reviews and updates security measures.

8. Maintain Human Oversight

While AI can automate many tasks, human oversight is still crucial for important decisions that impact your business.

Key Considerations:

• Human Review: Ensure human assistants review AI-managed tasks that could significantly impact your business before final decisions are made.

• Escalation Options: You should be able to escalate AI-handled tasks to a human if needed.

9. Handle Sensitive Data with Extra Caution

If your VA handles sensitive data using AI, extra precautions are needed to protect this information and comply with legal requirements.

Key Considerations:

• Explicit Consent: Make sure your VA provider obtains explicit consent before processing sensitive data with AI.

• Advanced Security: Request higher security standards for sensitive data.

Ensure AI is Used Responsibly

While AI can enhance your VA’s efficiency, it also introduces risks if used irresponsibly. Make sure your virtual assistant provider uses AI tools that comply with ICO guidelines to protect your business. By demanding transparency, security, and human oversight, you can ensure AI helps your business without exposing you to unnecessary risks.