Terms and Conditions

Please read these terms and conditions carefully.


Definitions and Interpretation

1. The following definitions are used in these terms and conditions:

CLIENT: the individual or organisation that buys or agrees to buy the Services from the Virtual Admin Assistance;

CONTRACT: the contract between Virtual Admin Assistance and the Client for the provision of Services incorporating these Terms and Conditions;

SERVICES: the services that the Client agrees to buy from Virtual Admin Assistance;

SUPPLIER: Virtual Admin Assistance of 7 Bell Yard, London, WC2A 2JR;

TERMS AND CONDITIONS: the terms and conditions for the provision of Services set out in this agreement and any special terms and conditions agreed in writing by Virtual Admin Assistance;

WEBSITE: the website that you are currently using, www.virtualadminassistance.com, and any sub-domains of this site unless expressly excluded by their own terms and conditions.

VA: Virtual Assistant

Confidentiality and Data Protection

  • Virtual Admin Assistance works with UK based clients only.

  • Our VAs are UK based and sign strict confidentiality contracts before starting any projects.

  • Your information is held securely and backed up in accordance with UK Data Protection Laws, including GDPR.

  • We are a registered Data Protection Controller (ICO Registration: ZA558194).

  • On written termination of contract, we delete all client data excluding data held for our own tax records.

  • Our privacy policy is viewable here.


  • The price of services will be stipulated on the contract between Virtual Admin Assistance and the Client. Any customised rates and services will be agreed between the two parties prior to entering into the contract.

  • Payments are to be made by bank transfer on receipt of invoice.

  • Clients will be invoiced either after an individual assignment is completed or on an ongoing monthly basis.

  • Invoices are to be settled within 7 days upon delivery, unless otherwise agreed between Virtual Admin Assistance and the Client. The final invoice shall include billable time, reimbursable expenses, and any other related fees (for example, postage/courier costs and outsourced bulk printing).

  • If an invoice becomes overdue, no further work will be completed until receipt of said invoice.

  • Virtual Admin Assistance are entitled to charge interest daily on overdue invoices, as per the government guidelines. Interest will accrue from the last payment due date until the actual date of payment at a rate of 4% per annum above the base rate of HSBC bank from time to time in force.

  • Any errors spotted in the work provided must be reported within 2 days of receipt. Errors at the fault of Virtual Admin Assistance will be rectified free of charge, however amendments requested by the Client at no fault of Virtual Admin Assistance will be charged at the standard hourly rate. 

  • Refunds are available solely at the discretion of Virtual Admin Assistance.

  • Unused pre-paid hours are non-refundable. Virtual Admin Assistance will honour any unused pre-paid hours within the following calendar month.

  • Billable time includes meetings, calls, writing and/or reading of correspondence sent by text/email.

  • If, at any stage, it becomes apparent that significantly more work is required than previously agreed, Virtual Admin Assistance reserves the right to renegotiate the deadline.

  • Virtual Admin Assistance and/or the Client reserve the right to terminate the contract early if there is a serious breach of these terms and conditions.


  • All requests should be submitted through our central email and discussed via email/telephone/online meeting/in-person meeting. This ensures Virtual Admin Assistance can schedule all Client requests efficiently.

  • If the Client’s request requires sharing of documents and data, Virtual Admin Assistance reserves the right to ask how the data was collected and ask for proof of validation to comply with GDPR regulations.

  • A turnaround/deadline will be agreed between Virtual Admin Assistance and the Client upon receiving the work request.

  • Any urgent jobs will be prioritised, however last-minute urgent requests will be subject to a £25 rush job fee to compensate moving other Clients in our schedule.


  • Virtual Admin Assistance may terminate the contract for any reason by providing adequate notice (some or all service provided).

  • The Client may terminate the contract for any reason by providing written notice 14 days prior to the termination date (some or all service purchased).

  • Any payments due following the termination date will remain payable.

  • Virtual Admin Assistance may terminate the contract if the Client fails to pay their invoice within the contracted payment deadline. 

Rights of Virtual Admin Assistance

  • Virtual Admin Assistance will not be liable for any losses the Client might sustain arising directly or indirectly from the services given.

  • Virtual Admin Assistance may periodically update prices shown on the Website. Every effort will be made to ensure any prices shown are correct at the time at which the Client enters a contract of service. If Virtual Admin Assistance updates the prices paid by existing Clients, notice will be provided to the email addresses held on record, no less than one full month prior to the price changes.

  • Virtual Admin Assistance reserves the right to withdraw particular services from the Website at any time.

These terms and conditions may be updated at any time to suit the demands of business. If you have any questions, do not hesitate to contact us.

Created 01 June 2017 (Reviewed 24 June 2020)


Melanie Poole

Virtual PA and Lifestyle Assistant



+44 (0) 7583 523554






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