Terms and Conditions of Business
On instructing us to carry out any form of work, the client agrees to our Terms and Conditions of Business contained herein.
We accept clients worldwide, provided the output is in English and our payment terms are agreed.
1.1 Virtual Secretarial Service has a strict confidentiality policy. No details regarding our clients or information relating to work carried out will be disclosed or passed to a third party without prior consent unless we are legally obliged to do so.
1.2 Virtual Secretarial Service will sign a confidentiality agreement if requested by the client and can provide such an agreement if necessary.
2. Acceptance of Assignments
2.1 Virtual Secretarial Service will accept work by telephone, email, post or courier as hard copy or USB stick.
2.2 Completion of Virtual Secretarial Service’s Contract indicates the client’s acceptance of our Terms & Conditions.
3. Quotations & Deposits
3.1 Written quotations can be provided on request. Please see our Rates page for a guide to our service fees.
4.1 Virtual Secretarial Service rates are billed on a minute by minute basis.
4.2 Rates are meant as a guide only and can be tailored to your individual requirements.
4.3 Any additional expenses (including but not limited to: postage, printing, stationery and consumables) will be charged in addition to the quotation. It may be necessary for large amounts to be paid in advance. However these will only be charged at cost.
4.4 Where the client causes delay, changes the specification, requires extra work or meetings or changes previously accepted work, we shall be entitled to a reasonable extension of time and rate increase and/or advance payment.
4.5 Virtual Secretarial Service is not currently VAT registered.
5.1 An invoice will be produced and emailed to the Client at the end of each month.
5.2 Payment is strictly due within 14 days from the date of the invoice.
5.3 If payments are overdue, a reminder will be sent. Payments that are not received within 5 days of the reminder date will incur a 10% late payment fee.
6. Payment Methods
6.1 Virtual Secretarial Service accepts payments in the following ways:
(a) By Bank Transfer (BACS). Details will be provided on invoice.
(b) Online Banking. Details will be provided on Invoice.
(c) PayPal. A PayPal link will be provided on request from the client.
7. Completed Assignments
All completed assignments can be returned to the client by email, post or courier as hard copy or USB stick.
8.1 Monthly retainers are to be paid for in advance by the 1st day of the month whereupon an Invoice will be issued
8.2 Any unused hours of a monthly retainer package will be credited to the following month.
8.3 Hours purchased carry a rollover period of 2 months.
8.3 Clients may cancel a retainer package at any time by giving 14 days notice.
9. Loss/Damage of Client Property
9.1 Virtual Secretarial Service cannot be held responsible for any loss, damage, theft etc of data, projects, equipment or any items relating to assignments, during transit to/from Virtual Secretarial Service premises.
9.2 Virtual Secretarial Service recommend that clients obtain a proof of postage as we will not accept responsibility for loss or damage to items going through the postal service.
10. Proof Reading/Editing
10.1 Final responsibility for proofreading errors in completed work (including manuscripts, dissertations) rests with the client. Virtual Secretarial Service can accept no responsibility for errors found after submission but will gladly correct any found within a reasonable time scale. If errors are found in the work, they will be rectified free of charge but they must be notified within 24 hours of receipt of completed work or within 14 days for work of more than 3,000 words.
11.1 For insurance and safety reasons, we cannot permit personal visits to our premises.
12. Virus Protection
12.1 In the current climate of prolific computer viruses, all incoming emails, files or USB sticks will be scanned. However, even after scanning we will still not open unsolicited attachments to emails or emails containing no message alongside the attachment.
13. File Back-Up
13.1 Virtual Secretarial Service will keep all assignments for a period of 6 months after which time they will be deleted from our system. On request back-up copies can be provided on USB stick for a small fee.
14. End User Responsibility
14.1 Virtual Secretarial Service is not responsible for the end use of any document produced or edited by us. Clients are solely responsible for its appropriate use, including abiding by any copyright laws, plagiarism laws and publishing requirements. Virtual Secretarial Service is not responsible for the content of any document supplied to them. Clients should not pass off plagiarised material as their own original work. Virtual Secretarial Service will assume no responsibility for any plagiarised material supplied by a client and reserves the right to return the work, should Virtual Secretarial Service become aware of such inappropriate use. Virtual Secretarial Service retains the right to reject work for any client who involves material Virtual Secretarial Service finds to be illegal, immoral or objectionable.
14.2 Virtual Secretarial Service cannot be held responsible for price changes to quotes given by suppliers, (i.e. Travel Agents, Hotels etc.) prices given are as at the date of receipt of the assignment.
12 Oaklands Avenue
Telephone: 01980 626181
Fax: 0871 231 7278
Mobile: 07585 110163