Advance Virtual Assistants are committed to protecting and respecting your privacy
For the purpose of the Data Protection Act 1998 (the Act), the data controller is Paula Edwards, firstname.lastname@example.org.
Information we may collect from you
We may collect and process the following data about you:
Information that you provide by filling in forms on our site www.advancevirtualassistants.co.uk. This includes information provided at the time of registering to use our site, subscribing to any services or newsletters, posting material or requesting further services.
If you contact us, we may keep a record of that correspondence.
We may also ask you to complete surveys that we use for research purposes, although you do not have to respond to them.
Details of your visits to our site including, but not limited to, traffic data, location data, weblogs and other communication data, whether this is required for our own billing purposes or otherwise and the resources that you access.
We may collect information about your computer, including where available your IP address, operating system and browser type, for system administration and to report aggregate information to our advertisers. This is statistical data about our users’ browsing actions and patterns, and does not identify any individual.
A cookie is a small file of letters and numbers that we put on your computer if you agree. Our website uses 5 cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse our website and also allows us to improve our site.
Some of the cookies we use are “analytical” cookies. They allow us to recognise and count the number of visitors and to see how visitors move around the site when they are using it. This helps us to improve the way our website works, for example by ensuring that users are finding what they are looking for easily.
Some of the cookies we use are required for the operation of our website. They include, for example, cookies that hold navigation, page id/information and variables crucial to the running of the website.
You block cookies by activating the setting on your browser that allows you to refuse the setting of all or some cookies. However, if you use your browser settings to block all cookies (including essential cookies) you may not be able to access all or parts of our site.
Where we store your personal data
Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
Uses made of the information
We use information held about you in the following ways:
• To ensure that content from our site is presented in the most effective manner for you and for your computer;
• To provide you with information, products or services that you request from us or which we feel may interest you, where you have consented to be contacted for such purposes;
• To carry out our obligations arising from any contracts entered into between you and us;
• To allow you to participate in any interactive features of our service, when you choose to do so;
• To notify you about changes to our service.
If you are an existing customer, we will only contact you by electronic means (e-mail or SMS) with information about goods and services similar to those which were the subject of a previous sale to you.
If you are a new customer, and where we permit selected third parties to use your data, we (or they) will contact you by electronic means only if you have consented to this.
Disclosure of your information
We may disclose your personal information to associates of Advance Virtual Assistants, where they are engaged to provide support to you as per your agreement.
We may disclose your personal information to third parties:
You have the right to ask us not to process your personal data for marketing purposes. We will usually inform you (before collecting your data) if we intend to use your data for such purposes or if we intend to disclose your information to any third party for such purposes. You can exercise your right at any time by contacting us at email@example.com.
Our site may, from time to time, contain links to and from the websites of our partner networks, advertisers and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.
Access to information
The Act gives you the right to access information held about you. Your right of access can be exercised in accordance with the Act. Any access request may be subject to a fee of £10 to meet our costs in providing you with details of the information we hold about you.
Terms & Conditions
An initial consultation for all new clients is free of charge. For each new project, Advance Virtual Assistants will provide 30 minutes of free consultation.
You are deemed to have accepted these Terms and Conditions when you accept our quotation or from the date of any performance of the Services (whichever happens earlier) and these Terms and Conditions and our quotation (the Contract) are the entire agreement between us.
Advance Virtual Assistants is not responsible for the end use of any document produced or edited. Clients are solely responsible for its use, including abiding by any copyright laws, plagiarism laws and publishing requirements.
Responsibility of final proof reading of documents lies with the client and any errors notified within 48 hours of receipt will be corrected free of charge. After 48 hours, it shall be deemed that the work has been accepted as free of errors and omissions.
Errors or omissions reported after 48 hours will still be corrected but the additional time spent will be charged to the client at normal rates.
Work can be accepted from the client by email, post, CD-Rom, USB drive or courier. Advance Virtual Assistants recommends any original documents to be sent via secure post.
Advance Virtual Assistants retain the right to reject work which involves material we feel is illegal, immoral or objectionable.
Work will be presented using Microsoft Office applications.
Contracts can be terminated with 30 days written notice by either party. We reserve the right to charge for any work carried out prior to cancellation.
Although every effort will be made to ensure reliable service, in event of equipment failure, Advance Virtual Assistants cannot be held liable for any loss of information.
All original work will be returned to clients as soon as work is completed, unless otherwise requested.
Charges & Payments
Monthly retainer packages must be paid in advance, are non-refundable and are valid for that calendar month only, e.g. hours bought in January are only valid for January. All pre-paid hours are billed in actual time.
Ad-hoc hours are billed in increments of 15 minutes, with a minimum of one hour charge.
Quick turnaround items will incur an additional £50.00 charge.
Payment can be made by cash or BACS transfer.
All telephone calls, Skype meetings, face-to-face meetings (including travel time) and any other use of my time (other than the initial free consultation) is fully chargeable.
Bulk printing will be outsourced and charged at cost and will be itemised and charged separately.
Any costs incurred such as postal costs, special stationary items or anything specifically required to complete the terms of the contract will be charged at cost and itemised and charged separately.
New clients may be asked to pay a deposit of 30% before work can commence. The balance will be invoiced when all work has been completed.
Should the client cancel the assignment before completion they will be liable to charges for work already undertaken.
Payment is strictly 15 days from receipt of invoice. Failure to pay within 15 days may result in a £10 penalty charge.
Any costs incurred for recovering the outstanding payment will be added to account.
All charges will be reviewed on 1st April of each year and clients will be notified of any new charges in writing.
Confidentiality & GDPR
Confidentiality is guaranteed at all times. If required, we are happy to sign a confidentiality agreement
We do not pass or sell client information on to 3rd parties unless requested to do so by the client.
We are a registered Data Protection Controller (ICO Registration: ZA269193). We comply with the new GDPR regulations and ask all clients to complete a Processor Agreement.
Data is protected from onsite/offsite disaster via cloud storage.
All work will be kept on file for a period of 12 months. After this time, work will be deleted unless specifically instructed
We aim to communicate with you by such methods as you may reasonably request. You may need to virus check electronic media and emails as, although we take reasonable precautions, we cannot guarantee that all electronic data is virus free. We will communicate with you and others when appropriate by email, but we cannot be responsible for the security of correspondence and documents sent by email. By accepting these Terms of Business, you give informed consent to enable us to communicate with you on confidential matters by email, unless you have asked us not to do so.
Submitting virtual assistant work
Work will not be accepted until the contract has been signed and initial invoice paid.
All work requests should be submitted to our central email firstname.lastname@example.org or via Trello. This ensures we can schedule and track all work.
We will acknowledge all work within 24 hours during business hours of Monday-Friday 9am-5pm. If you haven’t received an acknowledgement, please call 07885 274858 and check we have received the file.
All details, e.g. templates, passwords or processes should be submitted along with work at time of submission. We will not schedule work until all the materials are received.
Any changes to the assignment will require written clear details and confirmation of acceptance, both of which must be agreed and signed for by the client before work is continued.
Turnaround of work and urgent jobs fees
We will agree deadlines to complete retainer work during the consultation.
If you have an urgent job we will try and accommodate it, but it will be subject to an ‘urgent job’ fee, regardless of the size.
For non-standard or one-off jobs turnaround times will be advised in the acknowledgement email.
Advance office working hours:
Monday to Friday 9am-5pm.
We take the following holidays:
• UK Bank holidays
• Between Christmas and New Year
• Up to a further 5 weeks, to be notified in advance
All images required for a project must be sourced by the customer.
The customer is responsible for ensuring that the appropriate rights to use in the imagery have been obtained.
Any liability for any copyright infringement falls on the company displaying the imagery, which is considered the end user.
Please help us provide excellent business support by adhering to these terms.
Call us, email us or contact us on social media
Registered with the Information Commissioners Office Reg ZA269193
Professional Indemnity Insured CD05247
Anti Money Laundering Registered with HMRC - XGML00000124438