Terms & Conditions for the Provision of Services by Virtually Assist Ltd
1. Virtually Assist Ltd agree that they will, consistent with their other obligations, provide such independent secretarial and administrative office support services as the Client may request. They shall act as an independent party and not as an agent or employee of the Client, and shall make no representation as an agent or employee of the Client. Virtually Assist Ltd shall be responsible for all taxes as an independent party and shall have no authority to bind the Client or incur other obligations on behalf of the Client.
2. After a full discussion about the work required, a letter of agreement outlining assignment requirements and payment terms will be submitted to the client before any work commences. After work has begun, if it appears that the estimate may be exceeded, no further work will take place until a consultation has taken place between Virtually Assist Ltd and the Client.
3. The client is required to give cancellation notice of no less than 48 hours prior to commencement of any project; or, in the case of retained clients, any reduction in allocated hours for that particular week must be agreed no later than close of business on the Thursday of the preceding week. If this cancellation period is not kept to then Virtually Assist will invoice for the full cost of the project or hours reserved.
4. In the event the Client discloses to Virtually Assist Ltd information considered to be secret or proprietary and so notifies Virtually Assist Ltd, Virtually Assist Ltd agrees to hold the Proprietary Information in confidence and to treat the Proprietary Information with at least the same degree of care and safeguards that they take with their own Proprietary Information. Virtually Assist Ltd shall use this information only in connection with services rendered under these Terms & Conditions. Proprietary Information shall not be deemed to include information that: a) is in or becomes in the public domain without violation of these Terms & Conditions by Virtually Assist Ltd, or b) is already in the possession of Virtually Assist Ltd, or c) is rightfully received from a third entity having no obligation to the Client and without violation of these Terms & Conditions by Virtually Assist Ltd.
5. The Client will not control, nor have any right to control, in any detailed manner how Virtually Assist Ltd is to fulfil their work and will not set hours to be worked. Virtually Assist Ltd will use their own initiative and choose how and when to complete the services to be rendered so long as targets are fulfilled and is entitled to hire assistance at their own expense.
6. The client must pay for and provide software and relevant licenses for any programs that they wish Virtually Assist Ltd to use other than Microsoft office programs.
7. In the event of sickness or other short-term absence, where Virtually Assist Ltd is not able to deliver the agreed services, Virtually Assist Ltd and the Client shall mutually agree how and when Virtually Assist Ltd's services will be provided. Virtually Assist Ltd will be entitled to supply a substitute or delegate at their absolute discretion to undertake the service provided.
8. The Client agrees to reimburse Virtually Assist Ltd at the agreed hourly rate and pro rata for any part thereof. A minimum of one hour will be charged for; thereafter, charges will be made for every 30 minutes. A deposit or full payment in advance may be required, depending on the length of the business relationship and the size of the project.
9. Payments for Clients with a Retainer agreement are due at the beginning of each month. Any hours exceeding the agreement will be invoiced separately at the normal rate and payment must be made within 7 days.
10. Virtually Assist Ltd will produce finished works according to the agreed brief. The Client must submit any requests for amendments or revisions within 5 working days of receipt of the finished works. Failure to do so will constitute the Client’s approval of the finished works, and Virtually Assist will invoice the full contract fee. Any revisions or amendments requested after the date of invoice will incur an additional charge.
11. Virtually Assist Ltd will submit invoices on the completion of each project, detailing the hours worked and the agreed hourly rate. All invoices will be submitted electronically in keeping with Virtually Assist’s Paperless Office Environmental Policy. Invoices shall be payable within 14 days of receipt. If such sums are not so paid then Virtually Assist Ltd shall be entitled to interest on the outstanding amount at 3% above Bank of England base rate prevailing at the date of such non payment.
12. Upon adequate substantiation the Client will reimburse Virtually Assist Ltd for a) all travel and related expenses incurred by Virtually Assist Ltd in connection with any travel undertaken on the Client's behalf and b) any specialist materials or equipment requested by the Client in order to complete a project. Specialist Company stationery (such as letterhead) will be supplied by the Client. Rates do not include telephone, fax, postage, travel, courier and materials, which will be itemised on the invoice and charged at the appropriate cost. Additional expenses incurred for special projects are payable in advance, unless otherwise agreed, this includes postage costs for bulk mailings.
13. The agreed hourly rate for services will be subject to annual review. Prices quoted on Virtually Assist Ltd rate card for printing and materials are effective while stocks last and subsequently subject to market forces. Virtually Assist Ltd will inform the Client of any increase prior to purchase.
14. The Client is responsible for the final proof reading of all documents. Any errors made by Virtually Assist will be corrected free of charge, provided that notification is received within 48 hours of the work being completed and returned to the Client.
15. Original paper copies can be returned when the work is completed, or Virtually Assist Ltd will shred and dispose of them in accordance with their environmental policy.
16. Storage of data will be the responsibility of the Client in accordance with the Data Protection Act. Virtually Assist Ltd does not accept liability for accidental damage, theft or destruction by fire of any data held at any given time.
17. Virtually Assist Ltd warrants that they are under no obligation to any other entity that in any way conflicts with these Terms & Conditions and that they are free to enter into these Terms & Conditions. Virtually Assist Ltd shall have the right to perform Secretarial and Administrative services for others outside the specification of the Client.
18. These Terms and Conditions may be subject to change. Please refer to the latest draft on the company website: www.virtuallyassist.co.uk.
19. These Terms & Conditions do not give rise to a Contract of Employment.
