The Virtual PA Club Terms & Conditions
Confidentiality & Data Protection
All our virtual assistants are UK based and are required to sign confidentiality agreements before joining.
Your information is held securely and backed up in accordance with UK Data Protection Laws, including GDPR.
We use secure email and ISO 27001 compliant cloud storage.
We are a registered Data Protection Controller (ICO Registration: ZA831904). Data controller is: Sophie Obergan email: firstname.lastname@example.org
On written termination of contract, we delete all client data held, excluding data held for our own tax records.
By accessing or using the Site, you agree to use the Site in accordance with the following conditions.
You agree not use the Site for any purpose that is unlawful under any applicable law or prohibited by this Policy or our website terms and conditions of use; not to use the Site to commit any act of fraud; not to use the Site to distribute viruses or malware or other similar harmful software code; not to use the Site for purposes of promoting unsolicited advertising or sending spam; not to use the Site to simulate communications from us or another service or entity in order to collect identity information, authentication credentials, or other information (‘phishing’); not to use the Site in any manner that disrupts the operation of our Site or business or the website or business of any other entity; not to promote any unlawful activity; not to represent or suggest that we endorse any other business, product or service unless we have separately agreed to do so in writing; not to use the Site to gain unauthorised access to or use of computers, data, systems, accounts or networks; to comply with the provisions relating to our intellectual property rights and software contained in our website terms and conditions of use. Any disputes will be dealt with in UK Courts.
The Virtual PA Club will invoice for Services provided one month in arrears. Payment is due within 14 days of receipt.
Payments not received by the due date will result in work cessation. The Virtual PA Club reserves the right to refuse completion or delivery of work until past due balances are paid.
In the event the Client fails to remit payment of any amount due, the payment will accrue interest from that date due at the annual rate of 8% above the base lending rate set by The Bank of England, accruing on a daily basis and being compounded quarterly until payment is made.
The Virtual PA Club shall be reimbursed for all reasonable and pre-approved out-of-pocket expenses that are incurred in connection with the performance of the Services. This includes postage/courier fees, bulk printing and any non-standard office supplies.
Location of Services & Working Hours
Services shall be performed and provided virtually via email, fax, phone or other virtual means from the Virtual Assistant’s home location, or any suitable workplace location worldwide.
Our office hours are Monday through Friday, 9:00 am to 5:00 pm. Email is to be the primary form of communication. Our Virtual Assistants are available for phone calls, text message or Whatsapp Messaging during office hours only. Occasional calls of only a few minutes in duration are not typically billed to the Client. However, the time of both parties must be respected, and calls lasting over 15 minutes will be billed. Telephone meetings must be prescheduled.
If you request Services outside of the above specified hours, this is at the Virtual Assistant’s discretion and they reserve the right to charge an additional fee.
Holidays: We take all UK bank holidays.
Materials and Information
We use the following programmes as standard: Microsoft Exchange, Microsoft Word, Microsoft Powerpoint, Microsoft Excel, Google Mail, Google Slides, Google Docs, Google Sheets, Pages and Adobe Acrobat PDF. We are happy to work with other programmes within our scope of services and expertise, providing a licence is issued and paid for in advance.
Please note; we do not accept dictation in non-digital format. This includes audio tapes and handwritten notes. We can arrange for these to be dictated into digital format and transcribed, for an additional fee.
Our Virtual Assistants
The Virtual PA Club has the right, in its sole discretion, to assign, transfer, charge, delegate or subcontract its rights and responsibilities to any third party, provided you are reasonably satisfied that the substitute is adequately skilled, experienced and qualified to carry out the services, and that we remain responsible for their performance.
It is acknowledged that The Virtual PA Club will be able to determine how best the services are provided and our Virtual Assistants will have autonomy over their working methods.
For a period of 9 months immediately following your final invoice, you must obtain prior written consent before proposing, soliciting, or accepting any direct or indirect engagement with our Virtual Assistants. It is at The Virtual PA Club’s sole discretion as to whether or not to grant consent, which may be subject to financial conditions (equal to 100% of charges payable to the The Virtual PA Club for services fulfilled by the Virtual Assistant in question in the 12 months preceding).
Disclaimer and Applicable law
In no event will The Virtual PA Club, nor any of our Assistants, be liable for any consequential, indirect, exemplary, special, or incidental damages arising from or relating to the services we provide. Insurance. Both parties affirm that the appropriate insurance coverage has been obtained.
This contract shall be governed by the laws of England and Wales. Our business is registered at: 85 Great Portland Street, London, England, W1W 7LT