How do you safely deploy client AI systems without taking login credentials?

I’ve been helping a few friends with small businesses design lightweight AI/automation “operating systems” for their workflows, but I’m trying to get clearer on the right way to handle deployment and access.

For example, if a system needs to connect to Gmail, Google Drive, files, calendars, CRMs, MCP servers, or other business tools, what is the best-practice way to set this up without asking for or handling their actual login credentials?

Is the usual approach to use OAuth, service accounts, scoped permissions, shared workspaces, client-owned API keys, or some kind of formal access/consent agreement? And from a legal/compliance perspective, are people typically using a basic service agreement, data processing agreement, or access authorisation form for this kind of work?

I’m still learning the deployment and permissions side of building these systems, so I’d really appreciate any practical advice on how others are doing this properly and safely for small-business clients.

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How do you safely deploy client AI systems without taking login credentials?