Technology, security and confidentiality
at Virteffic
Virteffic works with sensitive information every day, including board packs, meeting recordings, minutes, statutory records, governance documents and business administration materials.
Our technology and security approach is designed to protect client information while allowing us to work efficiently and flexibly with your existing systems and processes.
We support boards, governance teams, regulated firms, professional service providers, charities and growing businesses, and we understand the importance of discretion, secure access and reliable processes.
Why security matters
The information we handle is often confidential, commercially sensitive or governance-critical.
Clients trust Virteffic with board papers, draft minutes, meeting recordings, action logs, statutory records, client files, internal procedures and business correspondence. We treat that information with care, discretion and professional judgement.
How we protect client information
We use a secure, managed technology environment to support confidential client work.
- Company-managed devices: Team members use Virteffic-issued laptops rather than personal devices.
- Microsoft 365 environment: We use secure cloud-based tools for communication, storage and collaboration.
- Multi-factor authentication: Additional login protection is used to help prevent unauthorised access.
- Device encryption: Laptops are protected using BitLocker encryption.
- Endpoint management: Devices are monitored and updated through Microsoft Intune.
- Specialist IT support: Our cyber environment is supported by Resolution IT.
- Cyber awareness training: Our team receives regular training on current cyber risks.
Secure access to your systems
Every client has different systems, policies and access requirements. We can adapt to your preferred way of working while keeping security, confidentiality and auditability in mind.
Depending on your internal requirements, we can work through secure email, Microsoft Teams, SharePoint, secure file transfer, client systems, Citrix, VDI, VPN or other agreed access methods.
| Access method | Suitable for |
|---|---|
| Secure email with password-protected files. | Smaller documents, routine correspondence and agreed workflows. |
| Microsoft Teams or SharePoint | Collaborative drafting, board packs, agendas and shared documents. |
| Secure file transfer | Larger files, board packs and meeting recordings. |
| Client systems | Clients requiring work to be completed within their own technology environment. |
| Citrix, VDI or VPN | Regulated firms or clients with stricter internal access protocols. |
Confidentiality in practice
Technology is only one part of secure working. Confidentiality also depends on good judgement, clear processes and a professional culture.
Our team understands the importance of handling board information, draft minutes, meeting recordings, governance papers and client correspondence discreetly. We follow agreed workflows, use secure systems and ensure client information is only accessed for authorised purposes.
- In-house delivery: Client work is completed by the Virteffic team rather than subcontracted.
- Controlled access: Client documents are accessed only by the team members supporting the relevant work.
- Clear workflows: We agree how documents, recordings and drafts should be shared, stored and returned.
- Professional judgement: Our team understands the sensitivity of board papers, minutes and client information.
Secure support across our services
Our security approach supports the full range of Virteffic services, including minute-taking, company secretarial support, secondment support, board effectiveness reviews, governance consultancy, training and administration.
- Minute-taking and meeting support: Secure handling of recordings, board packs, draft minutes and action logs.
- Company secretarial and secondment support: Controlled access to statutory records, entity information and governance documents.
- Board effectiveness reviews: Confidential handling of interview notes, board papers, questionnaires and review findings.
- Corporate governance consultancy: Secure review of policies, terms of reference, governance frameworks and board reporting.
- Administration and project support: Careful handling of inboxes, client files, documents and business records.
Frequently asked questions
Is Virteffic Cyber Essentials certified?
Yes. Virteffic is Cyber Essentials certified and uses company-managed, encrypted laptops within a secure Microsoft 365 environment.
Do Virteffic team members use personal devices?
No. Team members use Virteffic-issued laptops for client work.
Can Virteffic work within our systems?
Yes. We can work within client systems where required, including Citrix, VDI, VPN or other agreed access methods.
How do you handle board packs and meeting recordings securely?
We agree secure sharing and access arrangements with each client. This may include secure email, SharePoint, Teams, secure file transfer or access through the client’s own systems.
Can Virteffic sign an NDA?
Yes. Virteffic can include confidentiality provisions within engagement terms and can sign a bespoke NDA where required.
Can you adapt to our internal security policy?
Yes. We can agree a workflow that aligns with your internal policies, risk profile and document handling requirements.
Let’s work securely, together
If you need trusted support for governance work, minutes, board packs, company secretarial tasks, administration or confidential projects, Virteffic can work with you to agree a secure and practical approach.
Contact Details
For enquiries or to discuss how Virteffic can support you, please contact us:
Virteffic Limited
Norowsa
La Vallee de St Pierre
St Lawrence
Jersey JE3 1EG
E: tess.price@virteffic.com
or hello@virteffic.com
M: +44 (0)7797 716461
Virteffic Limited
Secretarial support, governance and administration services
Frequently asked questions (FAQ)
Technology, access and security
Our services
We provide professional support services with flexibility, efficiency and confidentiality at the heart of everything we do.
Minute-taking and meeting supportBoard and committee minutes, meeting administration, board packs and action logs.
Company secretarial and secondment supportInterim capacity, block hours, statutory records, governance administration and annual governance cycle support.
Board effectiveness reviewsIndependent reviews, as a one-off or a three-year programme and practical follow-up support.
Corporate governance consultancyGovernance frameworks, policies, terms of reference and governance calendars.
Virteffic Limited (Virteffic) is not regulated or licensed under the Financial Services (Jersey) Law 1998, as amended (the Financial Services Law). Accordingly, Virteffic does not provide any regulated services and does not engage in any regulated activities that would necessitate us to be a “registered person” as defined under the Financial Services Law. In cases where a regulated activity is required, you will need to engage the services of a firm that is registered under the Financial Services Law to provide such services. Virteffic may offer certain secretarial support and administration services as a virtual assistant, however, the services are of an administrative nature only. Your appointed company secretary and/or the directors of your company have full responsibility to ensure the accuracy of the work that Virteffic does for you, to have the final sign-off and to check the work before it is released, published and/or executed.