Terms and Conditions of Service

Definitions

‘Service Provider’ means Jenny Rogers – Virtual Assistant / PA

‘Client’ means the party who is to receive the services.

Confidentiality & Data Protection     

  • The Service Provider will not at any time, directly or indirectly, divulge or disclose any information that is the property of the client.

  • Any information will not be used for personal benefit.

  • All information and data will be treated in the strictest of confidence.

  • This provision will continue after the completion of any agreement.

  • If required by the Client, the Service Provider would be happy to sign any confidentiality or non-disclosure agreement.

  • No information will be made available to a third party.

  • On written termination of the contract, the Service Provider will delete all Client data held, excluding data held for my own tax records and contract documents.

  • The Service Provider is registered with the Information Commissioner’s Office: Reference No. ZA770974.  Your information and data will be treated in the strictest of confidence.

  • The Service Provider’s privacy policy is provided under separate cover.

Payments

  • Monthly retainer packages must be paid in advance and unused hours cannot be carried over to subsequent months.

  • There is a minimum charge of 1 hour for ad hoc work. All charges are billed in 15-minute increments thereafter and charged monthly.

  • If the Client’s original requirements change, the Service Provider reserves the right to change the original quotation following suitable consultation with the Client.

  • Payments are due strictly 7 days from receipt of invoice.

  • Payments are to be made by BACS transfer.

  • Failure to pay within 7 days may result in interest being charged (at a rate of 5% over the base rate) per month on the outstanding balance.

  • The Service Provider reserves the right to halt services and not to return work if bills are not paid.

  • Should the Client default on any payment, file for bankruptcy, execute an assignment for the benefit of its creditors, enter voluntary or compulsory liquidation, or suffer a receiver or administrator to be appointed over all or any part of its assets, the Service Provider may cancel any uncompleted/undelivered part of the Contract and stop any services/goods in progress without incurring liability in respect of such cancellation or stoppage, without prejudice to the Service Provider’s other rights or remedies including its right to claim against the Client in respect of any loss or damage sustained by reason of the non-completion of the Contract.  

  • Any and all costs incurred for chasing and/or recovering the outstanding payment will be added to the account.

  • Telephone, travel, printing, stationery, postage/courier fees and other expenses will be charged separately to the hourly rate and package costs.

  • All charges will be reviewed on 1st April of each year and clients will be notified of any new charges in writing.

  • Deposits and staged payments are payable on demand.

  • The Service Provider does not support credit for Contracts.

  • Depending on how you intend to pay, you will be submitted with a weekly timesheet detailing the work carried out and the total time payable.

  • Any non-standard office supplies are not included in our hourly rates and will be billed separately.

  • Bulk printing (over 25 pages) will be outsourced and charged at cost and will be billed separately.

Submitting Virtual Assistant Work

  • All work requests should be submitted to jenny@jennyrogersva.com. This ensures the Service Provider can schedule and track all work.

  • The Service Provider will acknowledge all work within 1 working day but usually sooner. If you have not received an acknowledgement within one working day or if the work is urgent, please check that the work has been received.

  • All details (e.g. templates, passwords, processes etc.) should be submitted along with work at the time of submission. The Service Provider will not schedule work until all the materials and necessary information to complete the work are received.

  • When submitting databases or marketing work, the Service Provider will ask you how people requested this information and ask for proof of validation in order to comply with GDPR.

Turnaround of Work and Rush Jobs Fees

  • A mutually agreed timescale for any works to be completed will be agreed upon prior to any work being started. Work that is over an hour-long will be scheduled and you will be given an ETA when the Service Provider acknowledges receipt of the works.

  • Any deadlines for the work you are handing to the Service Provider should be included in the work instructions so that the Service Provider can ensure this is considered.

  • If you have an urgent job, the Service Provider will try and accommodate it, but it will be subject to a £15 rush job fee, regardless of the size. This compensates for having to move other clients to accommodate your work. The Service Provider will always inform you of this before starting the work.

  • For non-standard or one-off jobs, turnaround times will be advised in the acknowledgement email

  • Holidays: The Service Provider takes UK Bank Holidays and between Christmas and New Year off each year. If you have urgent work to complete during these times, the Service Provider may be able to accommodate it as a rush job, but please check first. In the event of the Service Provider taking annual leave, you will be informed in writing with no less than 5 working days’ notice.

  • Without limitation, the Service Provider shall in no event be liable for any delay in or non-performance of its obligations due to any act of God, natural disasters, fire, flood, explosion, earthquake, accident, prohibition or limitation, an act of Government, war insurrection, riot, strike or labour disturbance, shortages of material, any act or omission by the Client or any other cause or event whatsoever beyond the reasonable control of the Service Provider, whether or not foreseeable. In the event of such loss, damage or delay, the Service Provider will make every effort to notify the Client immediately. In any event, the Service Provider reserves the right to suspend or cancel the Contract at any stage without liability for any loss or without prejudice to the Service Provider’s rights to receive payment for the goods or work previously done.

  • No further liability is acknowledged.

Termination

  • Either party may terminate this agreement upon 14 days written notice to the other party.

  • Either 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 of the invoice.

General

  • The responsibility for the final proofreading of documents lies with the Client, and any errors notified within 48 hours of receipt will be corrected free of charge. After 48 hours it shall be deemed that the work has been accepted as free of errors and omissions and the Service Provider will accept no liability or loss arising from the performance of any services carried out under the agreement.

  • Errors or omissions reported after 48 hours will still be corrected but the additional time spent will be charged to the Client.

  • The Service Provider recommends any original documents are sent securely,

  • A signed contract is required before the commencement of work. This indicates the Client’s acceptance of our terms and conditions.

  • The Service Provider will not be held liable or responsible for the end use of any document or work carried out by them. The Service Provider retains the right to reject work that involves material felt to be illegal, immoral or objectionable.

  • Work will be presented using Microsoft Office applications.

Digital Formats

The Service Provider uses the following programmes: Microsoft Word, Microsoft PowerPoint, Microsoft Excel, Adobe Acrobat PDF, Zoom, Microsoft Teams, Xero and QuickBooks. The Service Provider will always try to support other formats or programmes. However, please discuss this with the Service Provider prior to booking our services to ensure the Service Provider can accommodate this request.

DISCLAIMER AND Applicable law

The Service Provider will not be liable for any losses you might sustain arising directly or indirectly from the Service Provider completing work save in so far as the same arises directly from the Service Provider’s negligence.

This contract shall be governed by and construed in accordance with the laws of the United Kingdom and shall be subject to the non-exclusive jurisdiction of the court of Great Britain.