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Terms and Conditions Confidentiality Virtual PA follows a strict Code of Ethics and therefore guarantee confidentiality and discretion (including any client information given to our website). We are happy to sign a non-disclosure or confidentiality agreement for your company. We confirm no details will be revealed to any third party, unless deemed necessary by law. Security & Back Up Virtual PA uses anti-virus protection, performs regular system scans, and all incoming emails are scanned for viruses, however if an unexpected email containing an attachment is received we reserve the right to delete it without opening. The client is responsible for their own anti-virus protection Virtual PA has a back up system and will keep back-ups for a period of 3 months at which time all information will be destroyed. Assigned Work All work completed will be delivered to the client by email,
fax, or An Post postal services. Liability – Errors or Omissions Virtual PA cannot be held liable for errors or omissions that appear in the client's final work. Final proof reading of all completed work is the responsibility of the client however, should errors be found in the work submitted by Virtual PA then they will be corrected free of charge if we have been notified within five working days of the completed assignment. Client Agreement All clients may be asked to sign a client contract and confidentiality agreement before the commencement of any work. Payment of Invoice Before we can commence work on your behalf, a completed signed booking form along with signed terms and conditions will be required. If additional work (or changes are required to work that has already commenced) then we reserve the right to amend our original quotation at any time and will need the amended quotation to be signed by the client before work can continue. Should the client cancel the assignment before completion, the client will be liable for any completed work to date. All work is carried out at a rate of €15 per hour. This rate will not be increased without prior notification to the client. Additional on costs may be billed separately i.e. international call charges or excessive internet charges for downloads over 2 gig in size. For one off work payment will be due on receipt of invoice. For ongoing regular work invoices will be raised on completion of work and payment terms will be 7 days of receipt of invoice. Invoices will be raised initially weekly and once trust is established, usually from week 8, invoices will be raised monthly thereafter with payment terms of 7 days. When appropriate, a deposit of 30% of the estimated cost may be required before work commences on all work valued over €100. If payment is not received on-time, Virtual PA will accept no further work and reserves the right to charge 5% interest per month on the outstanding balance from the date of invoice until the date of payment. Any bank charges which may occur as a result of returned cheques or cancelled payments are the responsibility of the client and will be recovered accordingly. Payment in advance may be required for all work carried out on a retainer basis. Pre-payment guarantees a defined number of hours support, which must be used within 28 days from receipt of payment. Any unused hours at the end of the month period cannot be refunded, but may be carried over to the following month at our discretion (dependent on other client bookings and available hours). Payment can be made by cheque or electronic transfer. Invoices will be in € Euros and will include any applicable bank charges. (Clients will be asked at the time of booking which payment method they would prefer). Communications As far as feasible, communications will take place by e mail. There is no guarantee that Virtual PA will be available for telephone calls at all times, however, an e mail would normally be responded to within 6 hours of receipt and if telephone contact is requested, will be made as soon as possible thereafter. All dictation received in electronic format cannot be deemed as secure when transferred over the internet. However, once received, Virtual PA will be responsible for the security of any electronic dictation and once transcribed, will be deleted completed. Data Protection Act 1998 99.9% of information held on clients and contracts is cloud based. There fore there is very limited requirement for Virtual PA to comply with the Data Protection Act 1998. However, Virtual PA will comply with this regulation fully on all data held locally and backups held locally either PC, disc or USB based. If you have any queries with these Terms and Conditions, please contact Virtual PA |
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