Please take time to read the terms and conditions set out below as these form the terms of conditions of business with Virtual Secretary Solutions. They are there to protect both myself, my company and my clients.
Quotations & Deposits
Before Virtual Secretary Solutions will commence any work a contract will be issued for signature detailing the requirements of the project, if applicable an expected and agreed completion date and acknowledgement of these terms and conditions. This document must be signed by both parties and returned via email or post.
If you the client wishes to change the project requirements – for any reason - Virtual Secretary Solutions reserves the right to re-negotiate the original terms and conditions and issue a revised contract.
A 25% deposit is due with the signed contract before work commences. For new clients, Virtual Secretary Solutions reserves the right to request the full amount before the project commences.
Rates & Charges
The hourly rate will be billed in increments of 15 minutes, rounded to the nearest quarter hour.
Audio transcription work is charged per audio minute. When appropriate (i.e. large or unclear transcription files), a deposit of 50% of the estimated cost will be required before work commences.
All stationery, telephone, fax, postage, CDs, disks, printing costs and other expenses will be charged separately at cost price. The total sum of charges may be required before work commences on your project.
All time spent working on your project, including time spent communicating by telephone, email, fax etc, will be chargeable at the applicable hourly rate
For telephone and internet research, all telephone costs will be charged at the cost price, as necessary.
Any time taken to carry out experimental work, as requested by the client, will be charged at the applicable hourly rate.
Each client is entitled to a 1 hour FREE consultation to discuss the project prior to commencement. Further meetings will be billed at the hourly rate.
All work carried out on Saturday, Sunday or holiday periods will be subject to an additional charge of 30%.
Work required by the same day must be submitted no later than 11am unless otherwise agreed by Virtual Secretary Solutions.
Invoices
Invoices are due for payment within 7 days of invoice date.
Virtual Secretary Solutions reserves the right to charge interest at a rate of 2% per month as long as the overdue amount remains unpaid.
If for any reason work must be suspended or delayed through any default of the client, Virtual Secretary Solutions is entitled to immediate payment for work carried out and any expenses incurred.
Payments
Payment for invoices and services is to be made by bank transfer or cheque as indicated on invoices issued.
All payments must be made within the agreed payment terms.
Virtual assistance packages (retainer agreements)
For retainer packages, payment for each month is required in advance. Invoices will be issued on the 15th of each calendar month for the following month allowing time for payment within the agreed terms, before the next month commences.
Retainer packages have a minimum contract tie-in of 2 months. After the 2 month period any client wishing to terminate their package must provide one calendar months notice.
Clients wishing to change up or down a band of retainer package are asked to give a minimum of 1 months notice.
Limitation of Liability
We shall use reasonable skill and care in providing Virtual Secretary Solutions to you. Except as expressly provided in these terms and conditions, we expressly disclaim, to the extent permitted by law, any further representations (except misrepresentations made fraudulently), warranties, conditions or other terms, express or implied, by statute, collaterally or otherwise, including but not limited to implied warranties, conditions or other terms of satisfactory quality, fitness for a particular purpose or reasonable care and skill. In particular, we shall not be liable to you for any mistakes made in connection with the Call Answering and Secretary services. We shall not be liable in contract, tort (including negligence), statutory duty or collaterally or otherwise arising out of or in connection with these terms and conditions or Virtual Secretary Solutions for consequential, indirect or special loss or damage or any economic od (including loss of revenues, profits, contracts, business or anticipated savings), in each case whether or not advised of the possibility of such loss or damage and howsoever incurred. Our maximum liability in contract, tort (including negligence), statutory duty or collaterally or otherwise arising out of or in connection with these terms and conditions and/or Virtual Secretary Solutions, shall, in respect of one or more events or series of events (whether connected or unconnected) taking place within any twelve month period be limited to the lesser of £50 or the sums paid by you in such period. Notwithstanding any provision of these terms and conditions: (i) your statutory rights as a consumer are not affected; (ii) we will be liable to you without limit for any death or personal injury caused by our negligence and to the extent that liability arises be liable to you without limit for any death or personal injury caused by our negligence and to the extent that liability arises under Part 1 or section 41 of the Consumer Protection Act 1987 and for liability arising from statements made fraudulently by us.
Privacy & Security Policy
Our latest privacy and security policy can be viewed online here.
