Terms & Conditions
1. Introduction
These Terms & Conditions set out the basis on which Grey VA ("we", "us" or "I") provides virtual assistant services to its clients ("you" or "the Client").
By engaging Grey VA's services, you agree to these Terms & Conditions.
If you have any questions, please get in touch before commencing our working relationship.
2. Services
Grey VA will provide virtual assistant and administrative support services as agreed between both parties.
The specific tasks, responsibilities and scope of work will be discussed and confirmed on an ongoing basis, in line with your business requirements.
Any significant changes to the agreed scope of work will be discussed and agreed in advance.
3. Retainer Hours & Fees
Monthly Retainer
Clients agree to a set number of retainer hours per month, at an hourly rate agreed before services commence.
The monthly retainer reserves dedicated time and availability for the Client and is payable in full regardless of whether all allocated hours are used, except as outlined in Section 9 (Annual Leave & Availability).
The agreed retainer hours and hourly rate will be confirmed separately in writing.
Additional Hours
Any work requested beyond the agreed monthly retainer hours will be charged at the agreed hourly rate, unless otherwise agreed.
Additional hours must be approved by the Client in advance and will be invoiced separately.
Unused Hours
Retainer hours are allocated on a monthly basis and cannot be carried forward to subsequent months, except where alternative arrangements have been agreed in writing.
If insufficient work is provided to utilise the full monthly allocation, the retainer remains payable in full.
It is the Client's responsibility to provide sufficient tasks and information to make use of their allocated hours.
4. Invoicing & Payment
Monthly Retainer Payments
All clients are invoiced monthly in advance for their agreed retainer hours.
Invoices will be issued on the 25th of each month for services to be provided during the following calendar month.
Payment is due within 7 days of the invoice date.
Additional Hours
Any approved additional hours worked during the month will be invoiced in arrears, normally alongside the next monthly retainer invoice.
Late Payments
Grey VA reserves the right to pause services if payment is not received by the due date. Services may resume once the outstanding balance has been settled.
Any pause in services due to late payment does not remove the Client's obligation to pay the agreed retainer.
5. Notice Period & Termination
Either party may terminate the working relationship by providing a minimum of one calendar month's written notice by email.
The agreed monthly retainer remains payable throughout the notice period, regardless of whether the full allocation of hours is used, subject to the annual leave provisions in Section 9.
Services will continue as normal during the notice period, provided all outstanding invoices have been paid.
Any additional hours worked during this period will be charged separately.
6. Confidentiality
Grey VA will treat all client information as strictly confidential.
Business information, documents, personal details and other confidential materials will not be disclosed, shared or discussed with third parties outside the agreed working relationship, unless authorised by the Client or required by law.
This obligation continues after the working relationship has ended.
7. Working Relationship
Grey VA operates as an independent contractor and not as an employee of the Client.
Nothing in these Terms & Conditions creates an employment, partnership or agency relationship between the parties.
Grey VA reserves the right to provide services to other clients concurrently, unless a separate exclusivity arrangement has been agreed in writing.
8. Client Responsibilities
To enable Grey VA to provide an efficient and reliable service, the Client agrees to provide:
- Clear instructions and relevant information for assigned tasks.
- Access to any necessary systems, documents or platforms.
- Timely responses and approvals where required.
- Sufficient work to utilise their agreed monthly retainer hours.
Grey VA cannot be held responsible for delays resulting from incomplete information, unavailable access or delayed responses from the Client.
9. Annual Leave & Availability
Grey VA will provide as much advance notice as reasonably possible of any planned annual leave or periods of unavailability.
Where annual leave falls within a Client's agreed retainer hours, alternative working hours will be offered within the same calendar month, wherever possible and subject to mutual agreement.
If alternative arrangements are not convenient for the Client, the hours affected by Grey VA's annual leave will not be charged, and the relevant amount will be deducted from the Client's retainer invoice or credited against a subsequent invoice if payment has already been made.
Any alternative working arrangements will be discussed and agreed in advance to minimise disruption to the Client's business.
10. Liability
Grey VA will carry out all work to a professional standard, exercising reasonable care and attention.
Grey VA will not be responsible for losses or delays arising from circumstances beyond its reasonable control or from decisions made by the Client based on work completed in accordance with their instructions, except where liability cannot lawfully be excluded.
Nothing in these Terms & Conditions excludes or limits liability where doing so would be unlawful.
11. Changes to Services or Terms
Any changes to the agreed retainer hours, hourly rate or scope of services must be discussed and agreed in writing.
Grey VA may propose updates to these Terms & Conditions from time to time. Any changes affecting an existing working arrangement will be communicated in advance and agreed between both parties.
12. Acceptance of Terms
By confirming an engagement with Grey VA in writing and proceeding with services, the Client acknowledges and agrees to these Terms & Conditions.
The agreed retainer hours, hourly rate and commencement date will be confirmed separately in writing.
Grey VA | Virtual Assistant Services
Professional, reliable and flexible support for your business.