Note:
Virtual Assistant Extraordinaire has the right to update and make changes to the General Terms and Conditions, Privacy Policy, Payment Policy & Termination / Cancellation Policy documents. All relevant CLIENTS will be emailed advising said updates and changes and the date of each document will be updated.
Date of Policies: 23/08/2024
GENERAL TERMS & CONDITIONS
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Virtual Assistant Extraordinaire referred to hereafter as VAE.
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Written quotations will be provided upon request, a signed confirmation or booking agreement will be required prior to commencement of the project.
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The rates and charges payable by the CLIENT will be detailed in the contract. VAE will invoice by the total of hours / minutes taken to complete the works, details of which will be provided with the invoice in the form of a time-tracking report.
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If the original requirements of the project are changed following agreement, VAE reserves the right to consult with the CLIENT and amend the quotation appropriately.
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Final responsibility for proofreading errors in completed work rests with the client. Any errors will be rectified free of charge if notified with 5 working days of receipt of completed work.
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VAE does not accept liability for any errors or omissions and will only be responsible for rectifying the work. No further liability is acknowledged.
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CLIENTS are solely responsible for the appropriate uses of all work undertaken by VAE including abiding by Copyright Laws, Plagiarism Laws and Publishing requirements.
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VAE does not have Public Liability Insurance and therefore cannot permit visits to the premises.
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VAE will retain backup copies of all CLIENTS work for a period of 5 years.
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VAE advises CLIENTS to send documents by traceable methods of delivery for example, Royal Mail Special Delivery or Courier.
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Please refer to the Payment Policy for payment methods.
PRIVACY POLICY
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VAE and the CLIENT agree that all information provided by each to the other will be treated as strictly Private and Confidential and safeguarded in line with the UK Data Protection Act 2018. https://www.gov.uk/data-protection
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VAE will not share any personal information to any third-party companies without the CLIENTS permission. If criminal activities are suspected, then Virtual Assistant Extraordinaire retains the right to evoke data disclosure relating to those involved.
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VAE may also be obliged to disclose data if a request is received from the appropriate authorities.
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VAE retains the right to reject any work for any client that involves material which VAE finds to be illegal, immoral or objectionable.
PAYMENT POLICY
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The minimum charge for work undertaken is one hour; after that work will be charged in 15-minute increments.
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A deposit of 30% may be requested before work commences for new clients.
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Payments to be made by bank transfer only.
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Payment terms are strictly 7 days from date of invoice unless agreed otherwise within the CLIENTS contract.
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Work projects up to 2 weeks in duration, will be invoiced on completion of the work and payment is due 7 days from date of invoice.
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Retainer projects are invoiced the first day of each month in advance and payment is due 7 days from date of invoice.
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Retainer hours cannot be carried over to the following month.
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Any additional costs incurred, for example postage, telephone charges and non-standard stationery used, will be charged at cost and shown on the invoice as separate expenses.
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Charges will be incurred by the CLIENT for any payments returned by the bank unpaid.
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Failure to pay any invoices due can result in all work being paused until payment is received.
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Failure to pay on time may result in a late payment charge being applied to the account. The late payment charge is set at 6% above the base rate, in accordance with the Late Payment of Commercial Debts Act 1998. https://www.legislation.gov.uk/ukpga/1998/20/contents
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Overdue accounts may be passed to a debt recovery agent for collection.
TERMINATION / CANCELLATION POLICY
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VAE and the CLIENT have the right to terminate / cancel the contract for material breach, change in circumstances, insolvency or by mutual agreement.
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To terminate / cancel the contract, the terminating party must provide 30 (thirty) calendar days written notice (email notification will not be acceptable) to the other party.
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In the event of a contract being terminated / cancelled, the CLIENT agrees to pay for all work completed up to that point.
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All Intellectual Property is owned by the CLIENT and VAE has no rights to this proprietary information. All Intellectual Property shall be returned to the CLIENT within the 30 (thirty) calendar day notice period.