Terms & Conditions

Please read these Terms of Use ("Terms") carefully as by commencing work with VA-VOS ("Business") indicates that you accept these Terms as being the basis of the agreement between VA-VOS ("Us", "We") and you ("you") covering the use of all our services and packages ("Services") and you agree to be bound by these terms

These Terms may be updated or changed from time to time. Registered clients will be made aware of any changes.

General Terms

These terms & conditions apply to any work done for the Client by Lisa Wiggins t/a VA-VOS.

  • VA-VOS will provide service(s) as mutually agreed, confirmed in writing by the Client

  •  The work will be carried out unsupervised at such times and places as determined by VA-VOS using VA-VOS's own equipment

  • VA-VOS confirms that there will be no claim or responsibility by the Client for income tax and National Insurance contributions and will not claim benefits granted to the Client's employees

  • Initial consultation and quotations are free and carried out by email, telephone or video call (generally limited to 30 minutes)

  • Work can be accepted from the Client by email, post, USB Drive, file share or courier

  • All work carried out will be proofread, however final proofreading of the work is the responsibility of the Client

  • Any errors must be reported within three (3) days of receipt of completed work. Errors generated by VA-VOS will be rectified in the Company’s own time and at the Company’s expense but amendments or alterations requested by the Client thereafter will be charged at the standard hourly rate

  • VA-VOS does not accept liability or responsibility for the end use of any documents or materials produced or edited by us on behalf of the Client

  • VA-VOS reserves the right to reject any work with which we believe to be unlawful or immoral

  • In the event that scheduled work is unexpectedly not possible on the proposed date (for example due to illness), VA-VOS will contact the client immediately

  • Any annual leave will be planned and the Client notified with reasonable notice

Payment Terms

  • Payment can be made by bank transfer or cheque

  • Plans must be paid for in advance. Thereafter, a monthly plan will be valid for 4 weeks from the date of the signed contract. The first request for services must be made within 2 weeks of the date of the signed contract

  • Project work (pay as you go & all-inclusive plans) payments will be invoiced on completion of the work (unless deposit payments are agreed) and payment is due 14 days from the date of invoice

  • Any additional expenses ie postage, printing, stationery etc will be added to the invoice for reimbursement and will be agreed in writing with the client prior to usage

  • If project work is lengthy, staged payments may be invoiced periodically

  • If the project is on an hourly rate, the minimum invoice amount will be for 1 hour. Additional time will be billed in increments of 15 minutes, with time rounded up or down to the nearest 15 minutes

  • For monthly, retainer plans, a maximum of 10% of unused hours can be rolled over to the following month

  • A time report will be issued with the clients invoice, unless the client requests otherwise

  • Billable time includes meetings and calls, and includes writing and/or reading any correspondence sent in any manor

  • Overdue invoices may result in interest charges (at the rate of 8%) for the total outstanding per month

  • No further work will be undertaken once an invoice becomes overdue

  • In the event of a contract being cancelled/terminated, the client agrees to pay for all the work completed, including any reimbursable expenses inured up to that point

  • A fee of £20 will be charged for any returned cheques

Agreed Work and Changes

  • Written confirmation accepting the terms and conditions and service contract is required before any work can commence

  • A formal quotation will be provided outlining VA-VOS's hourly fee structure and the scope of work you are requiring

  • The completed work will be delivered on or before the date agreed, for the agreed fee, which will be based on the description of the work required and the brief, both supplied by the Client

  • If, however, on receipt of the item to be worked on or at an early stage, it becomes apparent that significantly more work is required than had been anticipated in the preliminary discussion/brief, then VA-VOS may renegotiate the fee and/or the deadline

  • Similarly, if, during the term of the contract, additional tasks are requested by the Client, VA-VOS may renegotiate the fee and/or the deadline

  • An additional fee or hourly rate may be requested if a fast turnaround is required. This will be discussed and approved by the Client before any work is undertaken

  • Should ongoing project work be suspended or delayed through any default of the Client, VA-VOS shall be entitled to immediate payment for work already carried out and expenses incurred

  • My retained clients get priority. If you know you will be needing a set amount of hours every month, a specific task completed every month or there's a possibility any of your tasks will need attention within three (3) working days then a monthly retain plan is your best option and start at only 5 hours per month

  • My preferred method of contact is email

  • My normal working hours are Monday to Friday until 6pm, any communication outside of these house may be dealt with on the next working day - unless agreed in advance

Confidentiality & Rights

  • Any content created by the VA-VOS as part of a copy-editing/proofreading/project management process will become the copyright of the Client, unless otherwise agreed

  • All images supplied by the client remain their responsibility, with regards to obtaining rights for use. All images supplied by VA-VOS will be sourced with permission

  • The nature and content of the work will be kept confidential and not made known to anyone other than the Client and its contractors without prior written permission. If required the Client’s confidentiality agreement can be signed

  • Under the terms of the Data Protection Act 1998 and GDPR, the Client and VA-VOS may keep on record such information (e.g. contact details) as is necessary. Either may view the other's records to ensure that they are relevant, correct and up to date

  • VA-VOS will take all reasonable precautions to safeguard the property belonging to its clients. VA-VOS cannot be held responsible for any loss, damage, theft of data, projects, equipment or other items relating to assignments during its transit to, from or whilst at VA-VOS's premises

  • Clients must make copies of all data and information prior to sending to VA-VOS

  • Either the client or VA-VOS have the right to terminate a contract for services if there is a serious breach of its Terms

  • This agreement is subject to the laws of England and Wales and both Platinum VA Ltd and the Client agree to submit to the jurisdiction of the English and Welsh courts

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Useful Links

Lisa Wiggins | 0773-9352320 | Lisa@va-vos.co.uk | Harrogate, North Yorkshire.

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