Our Terms and Conditions...
Below is an overview of Forsyth VA Services' standard terms and conditions. New clients will be sent a contract outlining the agreed services and rates plus my complete terms and conditions to sign before work commences.
1. Services, fees, invoicing, expenses and payment
Hourly rate Fees
A minimum invoice amount is for one hour (60 minutes) and the hourly rate is billed in increments of 15 minutes, with time rounded up or down to the nearest quarter of an hour.
First-time clients will initially be invoiced after two (2) weeks. All subsequent invoices will be issued on the final Monday of each month (unless this is the last working day of the month, in which case it will be the penultimate Monday).
Retainer package Fees
Unused hours may not be rolled over into the following month, unless otherwise agreed.
The full monthly retainer fee will be invoiced (and must be paid) in advance, prior to any Services being undertaken. For the purposes of a retainer invoice, month end is the final Friday of the month.
If the Client exceeds the retainer level, billable time will be charged on an hourly rate. However, The Client understands that the Consultant may not be able to complete Services over and above the agreed retainer hours.
50% of the fee will be invoiced by the Consultant (and must be paid by the Client) prior to the Consultant commencing Services in order to secure the Consultants time. The remaining 50% will be invoiced by the Consultant following completion of the project.
If the Client requires additional Services outside of the agreed original project scope, then a rate of £25 per hour of billable time will be charged (and £45 per hour for urgent services). The completion of Services outside of the scope of the agreed Project is subject to the Consultant’s availability.
Billable time includes time spent on the agreed Services, all face-to-face, telephone and Skype meetings and writing and/or reading of correspondence sent by mail or email.
The Client shall reimburse the following Expenses if incurred on their behalf.
- Non-standard office supplies required specifically to carry out the Services requested by the Client
- Bulk printing or photocopying (over 25 copies)
- Postage, courier services, photocopying
- Telephone calls that would incur additional cost to the Consultant over and above their standard monthly telephone contract
- Other reasonable expenses (e.g. gifts)
Any and all outstanding balances shall be due within seven (7) calendar days from the date on the invoice.
Payment should be made by bank transfer using the details provided by the Consultant.
Payment is accepted as being made when cleared funds appear in the Consultant’s bank account.
Once an invoice becomes overdue, no further Services will be undertaken or Deliverables delivered.
A late payment fee of 10% of the total invoice amount will be incurred for each seven (7) calendar days that payment is not received.
2. Sole Trader and VAT
The Consultant operates as a sole trader and is not VAT registered.
The Consultant shall deduct and pay over to HMRC the required tax and national insurance
3. Use of Associates
The Consultant may need to use an Associate Virtual Assistant on certain occasions, to provide continuity of cover. Any need to use an Associate will be reviewed and agreed with the Client when necessary.
The Consultant adheres to strict confidentiality practices (outlined in full terms and conditions). The Consultant will not use, commercialise or disclose confidential information to any person or entity.
Upon termination, or at any time upon the request of the Client, the Consultant shall return all Client confidential information.
5. Data storage and protection
Forsyth VA Services is a registered Data Protection Controller (ICO Registration: ZA265220)
The Consultant will treat data provided by/created for the Client in accordance with Data Protection Laws.
The Consultant uses secure email cloud storage.
Any passwords given to the Consultant by the Client will be treated confidentially and stored securely.
The Consultant will keep all work will be on file for a period of 12 months. After this time, work will be deleted unless specifically instructed.
The Consultant will not be liable for data that is not securely transmitted to them.
6. Conflict of interest
The Consultant shall not accept any work from the Client or work from any other business organisations or entities which would create an actual or potential conflict of interest for the Consultant or which is detrimental to the Client’s business interests.
7. Inspection and Acceptance
Final proofreading and checking of work
While the Consultant will do everything they can to ensure accuracy, final proofreading and checking of all Services performed and Deliverables delivered is the responsibility of the Client.
Non-Conforming Services and Deliverables
Any errors in the Services performed or Deliverables delivered must be reported within three (3) working days of receipt of the completed Services or Deliverables. Errors generated by the Consultant will be rectified free of charge, but amendments or alterations requested by the client thereafter will be charged at the standard hourly rate.
8. Changes to the service schedule and compensation
The Client understands that the Consultant's estimated time and cost for completing the Services is an informal calculation and that any adjustments to the amount of Services, schedule and/or the number of hours and fees is subject to review and renegotiation with the Client when necessary.
9. Suspension, delay and termination
Suspension and delay
Should ongoing project Services be suspended or delayed through any default of the Client, the Consultant shall be entitled to payment for Services already carried out, and expenses incurred, within seven (7) calendar days of suspension/delay.
Rights to Terminate
The Client or Consultant may terminate this Contract and/or an individual project, at any time. They must give two (2) weeks written notice to terminate this Contract and/or an individual project.
If either party terminates the Contract, the Client shall pay the Consultant for the completed Services provided up to the date of termination.
The Consultant maintains adequate insurance, including public liability and professional indemnity insurance. Details of the insurance cover are available on request.
11. Limitation of Liability
In no event will the Consultant, be personally liable in any way as a result of the performance or non-performance of the Services or relating to the supply of products.
The Consultant shall have no liability for any indirect or consequential losses or expenses suffered by the Client, however caused.
The Consultant’s aggregate financial liability to the Client shall in no circumstances exceed the fees paid for the Services which gives rise to such liability.
12. Independent Contractor
The Consultant is an independent contractor and at no time will an employer-employee relationship be formed.
13. My details
Forsyth VA Services is owned by Laura Forsyth (Consultant) and can be contacted at firstname.lastname@example.org