Terms and Conditions

Effective date: [Insert date]

These Terms and Conditions set out the rules for using services provided by Hire VA (“we”, “us”, “our”). By requesting, purchasing, or using our services, you agree to these Terms and our Privacy Policy. If you do not agree, please do not use our services.

Company details

Legal name: Hire VA
Registered office: [Insert address in the UK]
Email: [Insert contact email]
Phone: [Insert phone number]

Definitions:

“Client”, “you”, or “your” means the person or company that purchases or uses our services.
“Services” means virtual assistant services including but not limited to admin support, customer service, content and copywriting, social media, sales support, website management, data entry, project coordination, and other agreed tasks.
“Agreement” means these Terms, the order or proposal we issue, and any documents referenced in them.
“Business Day” means Monday to Friday, excluding UK public holidays.

Scope of Services:

We provide the Services described in your proposal, order, or plan. Tasks outside that scope need written approval and may require a revised fee.
We will use reasonable care and skill and will work during agreed hours with UK friendly coverage unless otherwise stated.
We may update processes and tools where it improves quality, security, or efficiency. Any material change that affects deliverables will be discussed with you in advance.

Onboarding and Access:

You will provide timely access to the platforms, information, and brand guidelines we need.
You remain responsible for the accuracy and legality of all materials you supply.
We recommend shared credentials or role based access. We may decline to proceed if access methods are insecure.

Client Responsibilities:

Provide clear instructions, priorities, and deadlines.
Review and approve work within reasonable timeframes.
Maintain licenses for any third party tools used on your account.
Ensure any data you share complies with applicable laws.

Fees, Billing, and Payment:

Fees are set out in your plan or proposal and are exclusive of VAT unless stated otherwise.
Plans are billed in advance. Project work may require a deposit and staged invoices.
Invoices are due within 7 days unless we agree otherwise.
Late payment may result in suspension of Services and may accrue interest at the statutory rate. You agree to pay reasonable costs of collection if required.

Plans, Hours, and Changes:

Retainer plans include a set number of hours per billing cycle. Unused hours do not roll over unless we agree in writing.
You may change plan tier at the next billing cycle. Mid cycle increases can be accommodated pro rata.
Emergency or out of hours work may be billed at an agreed uplift.

Cancellations and Refunds:

You can cancel a retainer plan for the next cycle by giving at least 14 days’ written notice before renewal.
Fees already paid for the current cycle are non refundable once work has started, except where required by law.
For fixed fee projects, cancellation triggers payment for work completed up to the cancellation date, including any committed third party costs.

Term and Termination:

This Agreement starts on the date you accept a proposal, pay an invoice, or begin using our Services.
Either party may terminate with immediate effect if the other party materially breaches this Agreement and does not fix the breach within 10 days of written notice.
We may suspend or end Services if your account is overdue, if access is unsafe, or if continuing would breach law or third party terms.

Data Protection and Privacy:

Each party will comply with UK data protection law, including UK GDPR and the Data Protection Act 2018.
We act as a processor when handling personal data on your documented instructions.
We implement appropriate technical and organisational measures to protect personal data.
If data sharing requires a data processing agreement, we will provide one on request.

Confidentiality:

Each party will keep the other party’s confidential information private and use it only to deliver or receive the Services.
Confidentiality obligations continue for five years after the Agreement ends, or longer where required by law.

Intellectual Property:

You own your pre existing materials and data.
Subject to full payment, you own the deliverables we create specifically for you, excluding our pre existing know how, templates, and tools.
We retain the right to reuse generic, non confidential process improvements and templates that do not reveal your confidential information.

Acceptable Use:

Do not ask us to engage in unlawful, misleading, or harmful activities.
We may refuse tasks that involve harassment, spam, misrepresentation, or infringement of third party rights.
For outreach or paid ads, you are responsible for compliance with platform policies.

Third Party Tools and Services:

We may use third party tools to deliver the Services. Where tools are provisioned under your accounts, you are responsible for their licences and terms.
We are not liable for outages or changes made by third party platforms.

Service Levels and Support:

We aim to acknowledge new requests within the agreed response window and deliver according to the plan.
We will notify you promptly of issues that may affect timing and propose a new schedule where needed.

Warranties and Disclaimers:

We warrant that we will provide the Services with reasonable care and skill.
Except as stated in these Terms, we do not give any other warranties. Results can vary due to factors outside our control, including market conditions, platform changes, and third party systems.

Limitation of Liability:

Nothing limits liability for death or personal injury caused by negligence, fraud, or any liability that cannot legally be limited.
Subject to 16.1, we are not liable for loss of profit, revenue, goodwill, data, or any indirect or consequential loss.
Our total liability for all claims in a 12 month period will not exceed the total fees paid by you to us in that period.

Indemnity:

You agree to indemnify us against claims, losses, and costs arising from materials or instructions you supply that breach law or infringe third party rights.

Non Solicitation:

During the term and for 12 months after, you will not directly employ or contract any member of our team who worked on your account without our written consent. If you do, a fee equal to three months of the employee’s annualised cost becomes payable as a reasonable estimate of our loss.

Subcontracting:

We may use vetted subcontractors to deliver parts of the Services. We remain responsible for their work and for compliance with this Agreement.

Force Majeure:

Neither party is liable for delays caused by events beyond reasonable control, including outages, strikes, or natural events. The affected party will notify the other and resume performance as soon as possible.

Changes to These Terms:

We may update these Terms to reflect legal, security, or service changes. We will post the new version on our website and note the effective date. If a change materially reduces your rights during a paid period, you may object within 14 days and we will work to resolve or allow early termination for that reason.

Notices:

Notices must be sent by email to the addresses in the proposal or to another address confirmed in writing. Notices are deemed received on the next Business Day after sending if no bounce is returned.

Governing Law and Jurisdiction:

This Agreement is governed by the laws of England and Wales. Courts of England and Wales have exclusive jurisdiction.

General:

Entire Agreement. This Agreement forms the entire agreement between the parties and replaces all prior discussions on the subject.
Assignment. You may not assign your rights without our written consent. We may assign to a successor in connection with a merger or sale.
Severability. If any part is found invalid, the rest remains in effect.
No Waiver. A delay in enforcing rights is not a waiver.
Survival. Sections that by their nature should survive termination will do so, including confidentiality, IP, fees, limitation of liability, and governing law.