Privacy and Security

Process Documentation: Security and Privacy Protocol During Offboarding

Objective

To ensure data security, client confidentiality, and proper transfer of information when a team member exits the organization. This process aims to safeguard sensitive client and company data by systematically revoking access, verifying data deletion, and ensuring all documentation is complete and up to date.

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Scope

This process applies to all team members, contractors, and freelancers who have access to client accounts, internal tools, or company data, regardless of tenure or role.

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Process Overview

The offboarding procedure consists of three key stages:

Access Relinquishment and Documentation Handover

Security Verification via Zoom Call

Process Documentation and Account Finalization

Each stage ensures full compliance with company security and privacy policies.

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1. Relinquishing Access, Documents, and Client Instructions

Objective: To revoke all digital and system access from the departing team member and ensure all client materials are properly transferred.

Steps:

Client Notification (if applicable):

Notify the client of the offboarding at least 24–48 hours prior to the team member’s exit.

Request confirmation of which assets, tools, or credentials the departing team member had access to.

Access Revocation:

Immediately remove or disable the team member’s access to:

Client email accounts (e.g., Google Workspace, Outlook, etc.)

Project management tools (e.g., Asana, ClickUp, Trello, Slack, etc.)

Social media platforms or scheduling tools (e.g., Meta Business Suite, LinkedIn, Canva, Hootsuite, etc.)

Company shared drives or folders (Google Drive, Dropbox, etc.)

Internal communication channels (Slack, MS Teams, etc.)

The Operations or IT team must confirm access has been fully revoked before proceeding to Step 2.

File and Document Handover:

The departing team member must ensure all relevant files, templates, credentials, and active deliverables are transferred to their direct supervisor or replacement.

Verify that all folders are up to date and organized within shared company drives (no local-only storage).

The supervisor must confirm file completeness and accuracy.

Client Instruction Summary:

The team member must provide a written summary of all active tasks, client-specific processes, and pending follow-ups.

This document should be shared in the official handover file and reviewed by the supervisor before sign-off.

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2. Zoom Call: Verification of Data Deletion

Objective: To ensure the departing team member permanently deletes any company- or client-related data from their personal and work devices.

Steps:

Schedule Security Verification Call:

Conduct a Zoom call with the team member on their last working day.

The call should include the supervisor and/or an HR representative.

Live Verification Process: During the call, the team member must:

Share their screen to show:

Deletion of saved logins and passwords related to company/client accounts.

Removal of downloaded files, folders, or backups containing company or client data.

Emptying of the Recycle Bin or Trash folder.

Uninstall any software, apps, or extensions used specifically for client work (if not personal).

Verification Checklist:

A standardized Security Deletion Checklist should be used to ensure no step is missed.

The supervisor must mark each item as complete before closing the session.

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