Client Terms and Conditions

Confidentiality & Data Protection

  • I only work with UK based clients, due to insurance reasons.

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

  • We use secure email and ISO 27001 compliant cloud storage.

  • We are a registered Data Protection Controller (ICO Registration: ZA543838). Data controller is: Mrs Claire Louise Chatterton, Clear Skies VA, Suite 26373, P.O. Box 92, Cardiff, CF11 1NB email: info@clearskiesva.co.uk tel: 029 2166 0195 and all information requests should be made via email in the first instance.

  • All original work will be returned to clients as soon as work is completed, unless otherwise requested.

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

  • Our privacy policy is viewable here.

Payments

  • Payments are due within 7 days of receipt of invoice.

  • Clear Skies VA reserves the right to stop services and not to return work if bills are not paid.

  • Pre-paid hours are non-refundable and are valid for that 4-week billing period only

  • Ad-hoc hours are billed in increments of 15 minutes.  All pre-paid hours are billed in actual time.

  • Postage/courier fees are not included in my hourly rates and will be billed separately.

  • Any non-standard office supplies are not included in my hourly rates and will be billed separately.

  • Bulk printing (over 25 pages) will be outsourced and charged at cost and will be billed separately.

Submitting Virtual Assistant Work

  • All work requests should be submitted to via email info@clearskiesva.co.uk.  This ensures I can schedule and track all work.

  • I will acknowledge all work within 2 hours during business hours of Monday-Friday 9am-5pm.  If you haven’t received an acknowledgement, please call 029 2166 0195 and check we have received the file.

  • All details (e.g. templates, passwords or processes etc.) should be submitted along with work at time of submission.  I will not schedule work until all the materials are received.

  • When submitting databases work, I will ask you how people requested this information and ask for proof of validation in order to comply with GDPR.

Turnaround of work and rush jobs fees

  • Our usual turnaround of work is next working day, for all work under one hour long received and acknowledged by us before 5pm.  The reason behind this is that at 5pm each evening I schedule the following day’s work.  E.g. Work sent during the day on Monday would be returned on Tuesday.  Work sent after 5pm on Monday would be scheduled for Wednesday.  This helps me schedule my day and complete work on deadline.

  • If you have an urgent job I will try and accommodate it but it will be subject to a £30 rush job fee, regardless of the size.  This compensates me for having to move other clients in my schedule to accommodate your work.  We will always inform you of this before completing the work.

  • Work which is over an hour long will be scheduled and you will be given an ETA when we acknowledge receipt of the job.

  • For non-standard or one-off jobs turnaround times will be advised in the acknowledgement email.

  • It is up to you to check work which we return and raise any queries forthwith thereafter.

  • Holidays: I take UK Bank Holidays and between Christmas and New Year off every year.  If you have urgent work to complete during these times, I might be able to accommodate it as a rush job, but please check first.

Digital Formats for virtual assistants

  • We use the following programmes: Microsoft 365, Adobe Acrobat PDF, Express Scribe.DSS, MP3, MP4, WAV. We cannot support other formats or programmes. However, if you have a source file in another format, it may be possible to convert it; please call me for advice.

  • I can accommodate file sizes up to 15MB. If you have a larger file than this, please call me and I can advise on the best way of transferring it to us.

  • Please note I do not accept audio tape dictation, but happily accept dictation in a digital format and handwritten notes which can be scanned across to me.

Data and Privacy

  • Please note that I only work with UK based clients due to insurance reasons.

  • My privacy policy can be viewed here.

Disclaimer and Applicable law

  • Clear Skies VA will not be liable for any losses you might sustain arising directly or indirectly from my completing work save in so far as the same arises directly from my negligence.

  • This contract shall be governed by the Laws of England & Wales.

Please help me to continue providing exemplary business support by sticking to these rules.

Thank you,

Clear Skies VA