How to Work Safely with Polyworkers, Contractors and Freelancers

More and more of the people you hire will be polyworkers, contractors, or freelancers—often juggling multiple clients on the same laptop. Whether they have a full-time job plus a side gig or serve several clients at once, they may handle your files alongside other work.

This guide shows you how to work safely with them, so you protect your business, your clients, and your documents without adding a lot of complexity.

What is “polyworking”

Polyworking means someone works for two or more employers or clients at the same time, often remotely and on a personal device. It’s growing because living costs are outpacing pay in many places, remote work gives people more control over their time, and many want to build new skills or test ideas without leaving their main job.

Recent surveys show the trend is widespread: more than half of U.S. millennials report holding more than one job to boost income, with about a quarter juggling three roles and a third running four or more income streams. Other reports find roughly 28% of workers say they have at least one extra job, and official labor data shows the same direction: the U.S. Bureau of Labor Statistics counted multiple-jobholders at 5.1% of workers in July 2025—about 8.24 million people.

How polyworking creates risk

One device, many jobs. When the same laptop is used for several clients, files, logins, and browsing histories sit side by side. It’s easy for a document to land in the wrong place or for malware from one project to impact another.

Passwords and logins everywhere. People juggling roles often reuse passwords or skip extra checks when they’re tired or rushed. If one account is compromised, attackers can try the same sign-in elsewhere and chain their way into your tools.

Data mixing by accident. A file meant for your shared drive gets saved to a personal Dropbox, or a link is left on “Anyone with the link—Editor.” Small misclicks like these expose client work to people who shouldn’t see it.

Message overload. With email, chat, and calendar alerts flying in from multiple teams, fake messages are harder to spot. Look-alike invoices, urgent calendar invites, or “quick” chat links often get a click during context switches.

Unapproved apps and extensions. Free note-takers, screen recorders, or browser add-ons can quietly collect more data than expected. Some transmit snippets of meetings, screens, or text to third parties without clear controls.

AI copy-paste leaks. Drafts and client documents pasted into AI tools may be stored or used to improve the service. That can expose sensitive details you’re responsible for protecting.

Access that lingers. When a polyworker rolls off a project, old logins, shared folders, and open links can stay active. Weeks later, someone who no longer works with you can still read—or edit—your files.

Lost or shared devices. A laptop used in cafés, co-working spaces, or at home can be lost or borrowed. Without strong protection, whoever picks it up can open documents and accounts.

Everyday slip-ups. Autofill grabs the wrong email address, the wrong file gets attached, or permissions are set too broadly. These are ordinary human errors that become more likely when people are multitasking across jobs.

Why small businesses should care

Polyworkers are great for flexibility and budget, but they usually use their own laptop and apps. That means your emails, drafts, and client files sit next to work for other clients you don’t control.

Here’s how trouble starts, even when everyone means well. A collaborator syncs a project folder from their laptop into your shared drive; hidden in that folder is malware picked up elsewhere, and now it’s in your space too. Or a password they reused on another platform gets leaked; an attacker tries the same combo on your project tool and walks in. Or they paste your draft contract and a customer list into a free AI tool to “polish” it—only to discover the service keeps that text.

The fallout is real: lost time, shaken client trust, delayed payments, and awkward conversations about NDAs and privacy. The fix is simple and doable: set a few rules at the start (where files live, how to sign in, which tools are okay) and use basic protections on devices and accounts. That keeps the work and the relationship on track.

Work with polyworkers safely (use these 3 short checklists)

There are two levers you control: protect your business (devices, accounts, storage) and protect the people who touch it (your team and regular collaborators). If you use Bitdefender Ultimate Small Business Security, you can cover up to 25 people—including freelancers you work with on a longer-term basis. For one-off gigs, keep it simple: guest access, shared folders with expiry, and no extra seats.

A) Before you hire (5 quick questions)

Do you use a password manager and two-step sign-in?
Is your laptop encrypted and set to auto-update?
Do you run up-to-date antivirus/endpoint protection?
Where will you store my files? (Answer: only in my shared space.)
Can you keep a separate account or browser profile just for my project?\

B) When they start working with you (10-minute onboarding)

Give guest or project-only access—not admin.
Keep work in your cloud folder; set link expiry; default to Viewer.
Turn on two-step sign-in/passkeys for the accounts they’ll use.
Agree which apps and AI tools are allowed—and what must not be pasted into them.
Share a one-page “How we handle data” guide and what to do if something looks phishy.

C) When the project ends (same-day offboarding)

Remove access to folders, docs, and tools (email, chat, PM).
Rotate any shared passwords/API keys.
Get a final handover link and ask them to delete local copies—confirm in writing.

Start your free trial of Bitdefender Ultimate Small Business Security. It’s built for small teams and covers up to 25 people, including long-term freelancers and contractors.

FAQs

Is polyworking illegal?

No. It depends on contracts and conflicts of interest. Your job is to set clear rules for data handling, access, and tools—and make sure collaborators follow them. If NDAs or client agreements apply, spell out what’s allowed and what isn’t.

How can I make sure that my collaborators use their own laptops safely?

Ask them to confirm a few basics: the laptop is encrypted and auto-updates, reputable endpoint protection is installed, a password manager and screen lock are in use, and two-step sign-in is turned on for your tools. Require a separate OS account or browser profile just for your project, and keep all work in your shared drive with viewer-by-default and expiring links. Avoid unapproved apps or browser extensions for your project.

Should I let my collaborators use AI tools on my content?

Only if you approve the tool and settings. Don’t paste sensitive documents or client details into AI tools unless data retention/training is disabled or you’ve agreed on redaction. Keep drafts in your shared workspace and treat AI outputs as drafts that you review before sharing.

Should I add freelancers to my security product?

If you work with them regularly, yes—add them so their device has the same protection as the rest of your team. Bitdefender Ultimate Small Business Security covers up to 25 people, including long-term freelancers. For one-off gigs, keep it simple: guest access, your shared folders with expiring links, and no extra seats.