1. INTRODUCTION

These Terms & Conditions govern the provision of services by K&C Virtual PA ("we", "our", "us") to our clients ("you", "your").

By engaging our services, you agree to be bound by these Terms & Conditions.

2. SERVICES

K&C Virtual PA provides professional virtual assistant and business support services, including but not limited to:

• Administrative support

• Diary and calendar management

• Email management

• Customer service support

• Event administration

• Project coordination

• Document preparation

• Research

• Supplier liaison

• Process improvement

• Website content updates

• Business support services

Services will be agreed before work commences.

3. CLIENT RESPONSIBILITIES

The client agrees to:

• Provide accurate information.

• Supply all necessary documents and materials.

• Respond promptly to requests for information.

• Ensure instructions are lawful and accurate.

• Review work provided within a reasonable timeframe.

Delays caused by incomplete information or late responses may affect agreed deadlines.

4. QUOTATIONS

All quotations remain valid for 30 days unless otherwise stated.

Any additional work outside the agreed scope may be quoted separately.

5. FEES

Fees are agreed before work begins.

Additional work requested after a project has commenced may incur additional charges.

Unless otherwise agreed, all prices are quoted in Pounds Sterling (£).

6. INVOICES AND PAYMENT

Invoices will normally be issued:

• Before work begins (where applicable)

• At agreed project milestones

• On completion of work

• Monthly for ongoing support

Payment terms are 15 days from the invoice date unless otherwise agreed in writing.

Late payments may result in:

• Suspension of work

• Delayed delivery

• Interest and recovery costs where permitted under applicable UK legislation

7. RETAINERS

Clients on a monthly retainer agree to reserve a specified number of hours each month.

Unless otherwise agreed:

• Unused hours do not roll over.

• Additional hours are charged at the agreed hourly rate.

• Retainers renew monthly until cancelled in accordance with these Terms.

 
8. URGENT REQUESTS

Work requested with unusually short notice may be accepted at our discretion.

Where additional resources or out-of-hours working are required, an additional fee may apply.

9. CHANGES TO SCOPE

Any significant change to the agreed project scope may require:

• A revised quotation

• Revised timescales

• Additional fees

Work will only proceed once any revised agreement has been accepted.

10. CONFIDENTIALITY

We treat all client information as strictly confidential.

Confidential information will not be disclosed unless:

• Required by law

• Authorised by the client

• Necessary for approved service providers assisting in the delivery of services

Confidentiality obligations continue after our working relationship ends.

11. DATA PROTECTION

Both parties agree to comply with applicable UK data protection legislation, including the UK GDPR and the Data Protection Act 2018.
Please refer to our Privacy Policy for further information.

12. INTELLECTUAL PROPERTY

Unless otherwise agreed:

• The client retains ownership of materials supplied to K&C Virtual PA.

• Ownership of completed work transfers to the client once full payment has been received.

• K&C Virtual PA retains ownership of any templates, systems, processes or methodologies developed independently unless specifically assigned in writing.

13. LIMITATION OF LIABILITY

K&C Virtual PA will exercise reasonable skill, care and diligence in providing its services.

To the fullest extent permitted by law, we shall not be liable for:

• Indirect or consequential losses

• Loss of profits

• Loss of business opportunities

• Delays caused by third parties

• Information supplied incorrectly by the client

Nothing in these Terms limits liability where such limitation is prohibited by law.

14. THIRD-PARTY SERVICES

Where we liaise with third-party providers on your behalf, we are not responsible for:

• Their services

• Their pricing

• Their delays

• Their decisions

• Their contractual obligations

15. CANCELLATIONS

Either party may cancel a project by providing written notice.

Where work has already been completed, payment remains due for work undertaken up to the cancellation date.

Any expenses already incurred on behalf of the client remain payable.

16. SUSPENSION OF SERVICES

We reserve the right to suspend services where:

• Invoices remain unpaid.

• We are unable to obtain necessary information.

• Instructions are unlawful or inappropriate.

• The working relationship becomes abusive or unsafe.

17. FORCE MAJEURE

Neither party shall be liable for delays caused by circumstances beyond their reasonable control, including but not limited to:

• Natural disasters

• Internet outages

• Power failures

• Government restrictions

• Serious illness

• Industrial action

18. COMPLAINTS

We aim to provide an exceptional standard of service.

If you are dissatisfied with any aspect of our service, please contact us in writing so that we can work towards a prompt resolution.

19. TERMINATION

Either party may terminate an ongoing agreement by providing 30 days' written notice, unless otherwise agreed.

Outstanding invoices remain payable following termination.

20. GOVERNING LAW

These Terms & Conditions shall be governed by and interpreted in accordance with the laws of England and Wales.

Any disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.

21. CONTACT

K&C Virtual PA
Email: contact@kcvirtualpa.co.uk
Website: www.kcvirtualpa.co.uk

If you have any questions regarding these Terms & Conditions, please contact us using the details above.