GG-VA Virtual Assistant Services - Terms and Conditions

Effective Date: 22nd of September 2024

1. Introduction

1.1 These Terms and Conditions govern the provision of virtual assistant services ("Services") by GG-VA ("we," "us," or "our") to the client ("you," "your," or "Client"). 1.2 By engaging our Services, you agree to comply with and be bound by these Terms and Conditions in full. 1.3 These Terms and Conditions apply to all agreements for Services between you and GG-VA unless otherwise expressly stated in writing.

2. Definitions

2.1 “Agreement” refers to the written contract, proposal, or email correspondence between you and us detailing the scope of Services and payment terms. 2.2 “Confidential Information” means any information shared between the parties that is marked or deemed confidential and that is not publicly known. 2.3 “Work Product” refers to all materials, documents, reports, and other deliverables created by us in the performance of the Services. 2.4 “Force Majeure” refers to events beyond our control, including but not limited to natural disasters, acts of God, pandemics, or governmental actions. 2.5 “Fees” means any and all sums due under the Agreement from you to us, as specified in the Agreement and as set out in the Package. 2.6 “Package” means the package of hours agreed to be purchased by you at the price stipulated on our Website or agreed orally or in writing.

3. Services

3.1 Scope of Services: We will provide the Services as specified in the Agreement. Services may include, but are not limited to, administrative tasks, calendar management, travel arrangements, mailbox organisation, data entry, and other business support activities. 3.2 Changes to Services: Any requests to modify the scope of Services must be agreed upon in writing. Additional fees may apply for changes outside the original scope. 3.3 Non-Exclusivity: We provide Services to multiple clients and are under no obligation to provide exclusive Services to you unless explicitly agreed upon in the Agreement.

4. Fees and Payment Terms

4.1 Rates: Our rates for Services will be outlined in the Agreement and may be based on hourly rates, fixed project rates, or retainer agreements. 4.2 Invoicing: Agreed packages are invoiced in advance and must be paid in full by you at least 72 hours before the agreed work start date. Agreed project work will be invoiced in two parts, 50% of the total project cost must be paid before the agreed work start date and the other 50% will be invoiced upon completion of the work and must be paid by you within 7 working days. 4.3 Payment Methods: Payments to be made by bank transfer only. 4.4 Late Payments: Any invoice not paid within the stated payment terms will be subject to a late fee of 20% per month. In addition, we reserve the right to suspend Services until all outstanding invoices are paid. 4.5 Retainer Fees: If you engage our Services on a retainer (package) basis, the retainer fee must be paid in advance. Retainer hours must be used within the specified period and do not carry over from month-to-month and any additional hours are charged at the agreed hourly rate. Time is tracked and rounded up or down to the nearest 15 minutes. 4.6 Refunds: Due to the nature of our services, all fees are non-refundable. GG-VA takes pride in delivering high-quality work tailored to your specific needs, and we invest significant time and resources to ensure your satisfaction. As a result, once work has commenced or been delivered, we are unable to offer refunds. Please note that cancellations may be eligible for a partial refund. Any cancelation made less than 72h or delay made for more than a week of the agreed start date will result in GG-VA loss of business and will be only partly refunded 50% of the amount paid. 4.7 GG-VA reserves a right to change our pricing at any time, but such changes will not affect existing package agreements until they are renewed.

5. Confidentiality and Data Protection

5.1 Confidential Information: Both parties agree to keep all Confidential Information disclosed during the course of the engagement private and confidential. Confidential Information shall not be shared with any third parties without prior written consent, except where required by law. 5.2 Data Protection: We will handle all personal data in accordance with the Data Protection Act 2018 and the UK General Data Protection Regulation (UK GDPR). Our Privacy Policy outlines how we collect, use, and protect your personal data. 5.3 Client Responsibilities: You are responsible for ensuring that you have the legal right to share any personal data with us. You must also ensure that any sensitive or confidential information is appropriately encrypted or protected before being shared.

6. Intellectual Property

6.1 Ownership of Work Product: All intellectual property rights in the Work Product shall remain with GG-VA. 6.2 License to Use: After full payment, you are granted a non-exclusive, perpetual license to use the Work Product for your internal business purposes. This license does not include the right to resell or distribute the Work Product to third parties unless explicitly agreed in writing. 6.3 Use of Client Name: You grant us permission to include your name and logo in our portfolio and marketing materials unless you request in writing that we refrain from doing so.

7. Client Responsibilities

7.1 Timely Communication: You agree to provide timely responses to our inquiries and requests for information. Delays in communication may impact our ability to provide Services within the agreed-upon timeframe. 7.2 Provision of Access: You agree to provide all necessary access to tools, platforms, accounts, or resources needed to perform the Services. Failure to provide access may result in delays or the inability to complete the Services. 7.3 Accuracy of Information: You are responsible for the accuracy of any information or materials you provide to us. We will not be liable for any errors or omissions resulting from inaccurate or incomplete information.

8. Limitation of Liability

8.1 No Guarantee of Results: While we will perform the Services with reasonable skill and care, we do not guarantee specific results or outcomes. 8.2 Limitation of Liability: Our liability for any claims arising out of the performance of the Services is limited to the amount paid by you for the Services in the preceding 6 months. We are not liable for any indirect, consequential, or special damages, including loss of profits, data, or business opportunities. 8.3 Exclusions: Nothing in these Terms and Conditions shall exclude or limit our liability for death or personal injury caused by our negligence, fraud, or any other liability that cannot be excluded under UK law.

9. Termination

9.1 Termination by Notice: Either party may terminate the Agreement for any reason with 7 days' written notice. 9.2 Immediate Termination: We may terminate the Agreement immediately if you fail to make payments when due, materially breach these Terms and Conditions, or engage in any conduct that we deem unlawful, unethical, or damaging to our reputation. 9.3 Effect of Termination: Upon termination, you will be responsible for paying for any Services provided up to the date of termination. Any outstanding invoices must be paid within 7 days of termination. 9.4 Return of Property: Upon termination, you agree to return any property, materials, or documents belonging to us, including any Confidential Information in your possession.

10. Amendments and Changes

10.1 Amendments to Terms: We reserve the right to amend these Terms and Conditions at any time. Any amendments will be communicated to you in writing and will take effect after such communication. 10.2 Continued Use: Your continued use of our Services after the effective date of any amendments constitutes your acceptance of the revised Terms and Conditions.

11. Force Majeure

11.1 Force Majeure Events: We shall not be liable for any failure to perform our obligations under the Agreement where such failure is due to Force Majeure events, including but not limited to natural disasters, acts of God, pandemics, strikes, government restrictions, or other unforeseen events beyond our control. 11.2 Notice of Force Majeure: If a Force Majeure event occurs, we will notify you as soon as reasonably possible and make efforts to resume performance of our obligations once the event has subsided.

12. Severability

12.1 Severability Clause: If any provision of these Terms and Conditions is found to be invalid or unenforceable, the remaining provisions shall continue in full force and effect.

14. Entire Agreement

14.1 Entire Agreement: These Terms and Conditions, along with the Agreement, constitute the entire understanding between you and GG-VA and supersede any prior agreements, representations, or understandings, whether written or oral.

15. Contact Information

15.1 Contact Details: If you have any questions or concerns regarding these Terms and Conditions, please contact us at contact@gg-va.uk or the contact form provided on our website.

16. ICO (Information Commissioner’s Office)

16.1 GG-VA ICO (Information Commissioner’s Office) registered.