Why You Should Never Give Your Client’s Files to a Third-Party Agency

Discover why it's crucial to prioritize direct client communication and avoid sharing client files with third-party agencies. Protect privacy, reputation, and maintain control over sensitive information.
never give digital marketing website files to third party
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As a marketer and digital marketing agency owner, it is essential to prioritize professionalism, trustworthiness, and secure client relationships. Recently, we encountered a situation where a web design agency requested client files for an old client of ours.

On a whim, we decided to research this agency and found nothing but a Facebook page. No website, no Google Business Profile, nothing. And to top it off, they emailed us from a Gmail address…

That’s right, a Gmail address.

Now I’m not saying there’s anything inherently wrong about using a Gmail address but for a web design agency? That’s a major red flag. 

After all, you’re the one who explains the importance of brand recognition and credibility to your clients.

But back to our story…

We politely declined their request since we couldn’t verify that they were a professional web design agency, let alone one that could serve as an example of trustworthiness and security (even though the previous client said we could send the project to them).

Well, the wanna-be agency owner blew her fuse!  She offered to give me names of people who could “vouch for me” internationally and nationally.

threatening email screenshot from new agency owner

With no website and the Gmail address provided, we couldn’t trust their credentials.

And then came the threats of litigation.  She spouted off about how she was just trying to help us avoid the trouble of a lawsuit from our previous client and that we should have taken her advice.

But she had no proof of any legal problems, and neither did we.

We were stuck in a difficult situation, at the mercy of an unreasonable person who was seemingly determined to make our lives difficult.  

We were able to eventually come to a resolution without needing to involve lawyers or law enforcement. Still, it made us realize how important it is to deal only with the person you have the contract with.  

Whether it’s a past, current or prospective client, always ensure that you are working with the right person and that they have the necessary credentials to prove it.  This will save time, money, and a lot of frustration.

Clearly, the need for reputation and verifiability has never been greater for digital marketing agencies to prove their legitimacy.

website isnt loading

(We’re still waiting on the agency’s website to load…)

The point is that with any business transaction, you should always take the time to ensure you are dealing with reputable firms and individuals who have legitimate credentials in the industry. If your clients are handing over valuable files and information, then they deserve nothing less than the best service possible.

The Importance of Direct Client Communication:

The incident got us thinking about the importance of direct communication with clients. Marketers and agencies must always have an open channel with their clients. This ensures trust.

However, it is crucial to understand why giving your client’s files to a third-party, especially an agency lacking a website and using a generic Gmail address, is detrimental to your business. This article will discuss nine key reasons why you should never engage in such practices and provide valuable tips for resolving similar situations with ex-clients.

1. The Client Is Who You Had the Contract With

When you enter into a contract with a client, you establish a professional agreement and a foundation of trust. The client is the primary party with whom you have legal and business obligations. Handing over their files to a third-party agency bypasses the client and undermines the existing contractual relationship, potentially damaging trust and rapport.

In our case, we sent a download link for the archive to the ex-client – the way all experts agree on .  We let her know that she was welcome to share the link and files with whoever she pleased.

ill load website for you

Mrs. Pissy Agency Owner claimed that the archive was corrupt, so we uploaded the files to a different server.  And we walked the client through downloading them.

We had her verify the download, extract it, and told her to get that archive to Mrs. Pissy Agency Owner.   At this time, the site is not back up.

2. Third-Party Agencies Without a Website and Generic Email Addresses Raise Concerns

A reputable agency should have a professional website and a dedicated email address associated with their domain. 

Experts agree – a Gmail address is unprofessional and could make potential (and existing) clients question your legitimacy.

Agencies lacking these elements raise red flags, indicating a lack of credibility, potential fraud, or a sub-par agency. Protecting your client’s files involves ensuring they are in the hands of a trustworthy and professional entity, not one that will leave your business with this (actual screenshot of the website after we’d gotten the new agency the files).

new website isnt loading third part developer sucks

3. Client Files Are Confidential and Should Be Treated as Such

Client files often contain sensitive information, including proprietary data, financial records, or personal details. Protecting the confidentiality of these files is paramount. By giving them to a third party, you risk compromising the privacy and security of your client’s data, which can have severe consequences for your reputation and potential legal liabilities.

4. Lack of Control Over File Usage and Security

Once your client’s files are in the hands of a third-party agency, you relinquish control over how those files are utilized and secured. This lack of control exposes you to potential risks, such as unauthorized access, data breaches, or misuse of the files. You can ensure proper handling and security by maintaining direct communication and control over the files.

5. Preservation of Professional Reputation

Maintaining a professional reputation is crucial in the digital marketing industry. By handing over client files to an unprofessional or questionable agency, you risk tarnishing your reputation as a reliable and trustworthy business. Protecting your reputation, including safeguarding your clients’ files, should be a top priority.

6. Potential Legal Consequences

If a third-party agency misuses or mishandles your client’s files, you may be liable for any resulting damages or breaches. Legal repercussions can be expensive, time-consuming, and severely impact your business’s financial stability. By avoiding transferring files to third parties, you minimize the risk of legal entanglements and protect your agency’s interests.

7. Direct Communication Strengthens Client Relationships

Engaging in direct communication with your clients, even if they are ex-clients, fosters stronger relationships and demonstrates your commitment to their needs. When clients see that you prioritize their interests by directly handling their files and addressing their concerns, it builds trust and increases the likelihood of future collaborations.

8. Resolving Situations with Ex-Clients

When dealing with ex-clients who have transitioned to new agencies, it is essential to approach the situation with professionalism and clarity. Instead of giving files directly to the new agency, guide your ex-client on how to securely manage the transfer and usage of the files. Provide assistance and advice, ensuring a smooth transition while maintaining control over your agency’s involvement.

9. Emphasize the Importance of Direct Client Dealings

As digital marketing agency owners, we must educate ourselves and our industry peers about the significance of direct client dealings. Encourage other agencies to prioritize client relationships, control sensitive files, and act professionally and responsibly. By collectively upholding these standards, we elevate the reputation of our industry and foster a culture of trust and transparency.

1. Lack of Direct RelationshipEmphasize the importance of having a direct relationship with the client, as they are the ones you contract with. Handing files to a third party bypasses the client and undermines the established relationship.
2. Privacy and ConfidentialityDiscuss the sensitive nature of client files and the importance of protecting their privacy and confidentiality. Highlight that sharing files with a third-party compromises this aspect and puts the client’s data at risk.
3. Security ConcernsAddress potential security risks associated with sharing files with a third-party agency. Explain how entrusting files to an external entity may result in unauthorized access, data breaches, or misuse of sensitive information.
4. Lack of AccountabilityPoint out that when files are transferred to a third party, you lose control and accountability over their handling. If any issues arise, it becomes challenging to determine who is responsible for potential mishaps or breaches.
5. Legal ImplicationsHighlight the legal consequences of sharing client files without proper safeguards. Discuss potential liabilities and the risk of facing legal action if the third-party agency misuses or mishandled the files.
6. Reputational RisksExplain the negative impact on your agency’s reputation when working with untrustworthy or questionable third-party agencies. Emphasize the importance of maintaining a solid reputation built on professionalism and trust.
7. Client Relationship ErosionDiscuss the potential damage to the client relationship caused by involving third-party agencies. Even if the client initially approves, they may question your commitment and ability to protect their interests, leading to the erosion of trust and future business opportunities.
8. Client File OwnershipAddress the file ownership issue, emphasizing that the files belong to the client, not the third-party agency. As the agency, you are responsible for ensuring the client’s files are treated with care and returned to them directly when requested.
9. Professional ResponsibilityEmphasize the professional responsibility of digital marketing agency owners to prioritize client interests and handle files securely. Advocate for direct communication and involvement to maintain professionalism and protect client data.

In conclusion, it is imperative to never give your client’s files to a third-party agency, particularly when red flags such as the lack of a website and generic email addresses are present. Protecting client confidentiality, preserving your professional reputation, and avoiding legal consequences are all critical reasons for maintaining direct client communication.

By following these guidelines and prioritizing direct client dealings, we can collectively establish a trustworthy and reliable digital marketing industry.

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client files,third-party agency,direct communication

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Clint Sanchez

Clint Sanchez excels as the Chief of Information and Technology at the Baton Rouge Fire Department and as a digital marketer at BlakSheep Creative. With over two decades in public service, he expertly manages technological infrastructures while also applying his creative skills in web, graphic design, and video at BlakSheep. His dual role demonstrates a unique blend of technical acumen and creative innovation.
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