Terms and Conditions 

• We only work with UK Clients due to insurance reasons
• On written termination of a contract, we delete all client data held except from for our own tax records and in accordance with the AML Act 2002
• Our privacy policy is viewable on our website

And is governed by the following term of use

• We only work with UK Clients due to insurance reasons
• On written termination of a contract, we delete all client data held except from for our own tax records and in accordance with the AML Act 2002
• Our privacy policy is viewable on our website

Payments  

• Final proofreading and checking of all work supplied is the responsibility of the client.
• The Client understands Orchid Virtual Assistant or their associate’s estimated time and cost for completing the Work is an informal calculation and that any adjustments to the amount of work, schedule and/or the number of hours and fees is subject to review and renegotiation with the Client when necessary.
• Any errors must be reported within two (2) days of receipt of completed work. Errors generated by Orchid Virtual Assistant or their associates will be rectified free of charge, but amendments or alterations requested by the client thereafter will be charged at the standard hourly rate.
• If, however, on receipt of the item to be worked on or at an early stage, it becomes apparent that significantly more work is required than had been anticipated in the preliminary discussion/brief, Orchid Virtual Assistant may renegotiate the fee and/or the deadline.
• Similarly, if, during the term of Orchid Virtual Assistant’s work, additional tasks are requested by the Client, Orchid Virtual Assistant may renegotiate the fee and/or the deadline.
• Should ongoing project work be suspended or delayed through any default of the client, Orchid Virtual Assistant shall be entitled to immediate payment for work already carried out and expenses incurred.
• An agreement, in writing or by email, of a set number of hours a week or month may not be carried over to subsequent periods by the client, without prior written agreement from both parties.
• If the project is based on an hourly rate, then a minimum invoice amount is for one hour and the hourly rate is then billed in increments of 30 minutes, with time rounded up to the nearest half of an hour.
• Clients will be invoiced either after an individual assignment is completed or on an ongoing monthly basis.
• First time clients will initially be invoiced in advance of work commencing. All subsequent work will be invoiced will be at the end of every calendar month.
• Invoices are to be settled within seven (7) days upon the delivery unless otherwise agreed. The final invoice shall include billable time, reimbursable expenses, and any other fees related to the Work.
• Once an invoice becomes overdue, no further work will be undertaken.
• Unpaid bills will incur interest, as per government guidelines. It is at Orchid Virtual Assistant’s discretion whether work continues after a bill remains unpaid beyond my 7 day payment period.
• Billable time includes meetings and calls outside of contracted hours, and includes the writing and/or reading of correspondence sent by mail or email.
• A time report will be provided with the invoice unless the client requests otherwise.
• All postage, printing and other stationery expenses bought on behalf of the Client’s business will be added to the invoice for reimbursement.
• Payment to be made by bank transfer.
• Under the terms of the Data Protection Act 1998 / GDPR, the Client and the Delegate VA – Virtual Assistant Limited or their associates may keep on record such information (e.g. contact details) as is necessary. Either may view the other’s records to ensure that they are relevant, correct and up to date.
  
• Either the Client, Orchid Virtual Assistant or their associates have the right to terminate a contract for services if there is a serious breach of its terms. 
• Payments are due on receipt of the invoice
• Orchid Virtual Assistant reserves the right to halt services and not to return work if bills are not paid.
• Pre-paid hours are not refundable and are only valid on that calendar month E.g., hours bought in June must be used in June.
• Adhoc hours are billed on 15-minute intervals.
• All pre-paid hours are billed in actual time.
• Postage/courier fees are not included in our hourly rates and will be billed separately.
• Any non-standard office supplies are not included in our hourly rates and will be billed for separately.
• Bulk printing over 20 pages will be outsourced and charged at cost and will be billed for separately.

NOTICE PERIOD

The notice period is ideally one month and in writing, but I appreciate this isn’t always possible.

BOOKKEEPING

A bookkeeper does not replace the need for an accountant. It remains the Client’s responsibility to ensure their taxes are in order and that they pay all fees due to HMRC.

MY WORKING HOURS

Family and relaxation time is from 17:00 Monday to Friday and all weekend; any communication outside of these hours will normally be dealt with on the next working day unless agreed in advance.

COMMUNICATION

I prefer to receive all communication and instructions via email only.

Holidays

• We take UK Bank Holidays and between Christmas and New Year the office will close on the 20th of December and reopen 3rd January or if Christmas lands on a weekend the first clear Monday
• There will be a 2-week summer holiday taken separately in 1-week blocks clients will be given 14 days’ notice of this prior to
• However, of you have urgent work to be completed at these times please contact us as we may be able to accommodate but please check first and acknowledgement will be put in the form of writing via email.