Terms & Conditions
In this Agreement, the party who is contracting to receive the services shall be referred to as the “Client” and the party who will be providing the services shall be referred to as the “Service Provider” (Virtual Executive Assistant Services)
1. SERVICES & COMMUNICATION
The Service Provider agrees to perform agreed tasks and related services to and for the Client as may be requested from time to time by the Client.
Email is to be the primary form of communication between the Client and Service Provider unless otherwise agreed. For tracking and scheduling purposes, all work requests should be submitted to
Work submitted by the Client to the Service Provider will be acknowledged within one hour, during business hours. The Client should submit any details which the Service Provider may require, at the time of work submission (e.g. templates, passwords or processes) Work will not be scheduled until all materials have been received.
The Service Providers estimated turnaround time for submitted work is next working day. The Service Provider will provide via email to the Client, an estimated completion time, once work is received.
2. SERVICE LOCATION & WORKING HOURS
The Service to be provided under this Agreement shall be performed at the Service Provider’s place of business. (i.e. Home Office) unless otherwise agreed between the Service Provider and the Client.
The Service Providers support is available during core business hours which are Monday through to Friday 09:00 to 17:00 GMT, excluding bank holidays. Should the Client have any urgent requirements which exceed the Service providers core working hours then please contact for a quotation.
3. TERM OF AGREEMENT
The Service Provider shall provide with reasonable care and skill, and otherwise in the manner customarily performed by service providers in the Virtual Service industry, services to the Client for a period of agreed by the Service Provider and the Client.
4. PAYMENT FOR SERVICES
The Client will pay compensation to the Service Provider for the Services at the agreed rate and for all reasonable and pre-approved out-of-pocket expenses that are incurred in connection with the performance of the Services.
The Service Provider will provide the Client with a final invoice which is to include a supporting timesheet detailing billable time, reimbursable expenses, and any other fees related to the assssigned work.
Pre-paid hours are non-refundable and are valid for that calendar month only. Ad-hoc hours are billed in increments of 15 minutes. All pre-paid hours are billed in actual time.
Postage/courier fees are not included in our hourly or monthly retainer rates and will be billed for separately.
Any non-standard office supplies are not included in our hourly or monthly retainer rates and will be billed for separately.
First time clients will initially be invoiced in advance of work commencing then all subsequent invoices will be at the end of every calendar month.
All invoices are to be settled within seven (7) days of invoice date unless otherwise agreed.
Payments not received by the due date will result in work cessation. The Service Provider reserves the right to refuse completion or delivery of work until past due balances are paid. All materials or property belonging to the Client, as well as work performed, may be retained as security until all just claims against the Client are satisfied.
In the event that the Client fails to make payment to the Service Provider of any amount due under this Agreement on or before the due date, unpaid invoices will incur interest in line with Government Guidelines.
Either party may terminate this agreement upon 14 days written notice to the other party. Provided, however, that each party may terminate the Agreement immediately without prior notice in the event of a breach of this Agreement by the other party. Upon Termination, the Service Provider shall invoice the Client for any payment due, and payment will be due immediately upon receipt.
6. RELATIONSHIP OF PARTIES
It is understood by the parties that the Service Provider is an independent contractor with respect to the Client and not an employee of the Client. The Client will not provide any employee benefits or paid leave for the benefit of Service Provider.
7. CONFIDENTIALITY & DATA PROTECTION
The Service Provider will not at any time or in any manner, either directly or indirectly, use for personal benefit , or divulge, disclose or communicate in any manner any information that is proprietary to the Client. The Service Provider will protect such information and treat it as strictly confidential. This provision shall continue to be effective after the termination of this Agreement. Upon termination of this Agreement, the Service Provider will return to the Client all records, notes documentation and other items that were used, created, or controlled by Service Provider during the term of this Agreement with the exception of items purchased by Service Provider and not reimbursed by the Client.
We are a registered Data Protection Controller
ICO Registration number: ZA753861
Data controller: Jane Gray
Company: Virtual Executive Assistant Services
8. LIMITATION OF LIABILITY
In no event will the Service Provider be liable for any consequential, indirect, exemplary, special, or incidental damages arising from or relating to this Agreement. The Service Providers total cumulative liability in connection with this Agreement, whether in contract or tort or otherwise, will not exceed the aggregate amount of fees owed by the Client to the Service Provider for services performed under this Agreement during the 12 months preceding any settlement or adjudication of any claim.
If any provision of this Agreement shall be held to be invalid or unenforceable for any reason, the remaining provisions shall continue to be valid and enforceable. If a court finds that any provision of this Agreement is invalid or unenforceable, but that by limiting such provision it would become valid and enforceable, then such provision shall be deemed to be written, construed, and enforced as so limited.
These terms and conditions may be updated at any time to suit the demands of the Service Providers business.