Client Terms and Conditions

Operating Hours
We are available for services Monday to Friday and weekend work can be pre agreed if necessary. 
We recommend email be the main form of contact between the customer and client to ensure that information is passed on quickly and avoid any unnecessary distruptions to the clients day.

Engagement to work
After an initial discovery call we shall issue the Client with a copy of an agreement that will outlay the work agreed, the duration that the work is expected to take and the estimated cost for the services provided.

Starting work
We shall not commence working on any project until we receive confirmation from the client that they are happy with the terms in the contract and are happy to proceed.

Extension to contract or changing of services
Should a client require to make adjustments to their contract or add additional items to it, we shall provide a new one that will cover the new period of work and tasks required.

Expenses 
We shall not incurr any additional expenses required to perform the job without prior consent from the client.  For example stationery or stamps.

Early Termination. Either Party may terminate this Agreement:
1.1. Immediately in the event that either Party breaches this Agreement; or
1.2. At any time written notice to following email address: letty@keystrokevss.co.uk.
2. Payment Upon Early Termination. In the event of such termination, The Virtual Assistant shall be paid for any portion of the Services that have been performed prior to the termination in accordance with the Statement of Work.

SUBCONTRACTING. In the performance of its obligations hereunder, the Virtual Assistant shall have the right, in its sole discretion, to assign, transfer, charge, delegate or subcontract its rights and responsibilities to any third party, provided that the Virtual Assistant shall remain responsible for the performance of any such third party. The Client shall not, without the Virtual Assistant’s prior written consent, assign or transfer in any other manner with all or any of the Client’s rights or obligations under the Agreement.

LOCATION OF SERVICE PERFORMANCE.  Services shall be performed and provided virtually via email,  phone or other virtual means from the Virtual Assistant’s location in Strathdon, Aberdeenshire.

OFFICE HOURS AND COMMUNICATION.  Office operating days are Monday through Friday, Email is to be the primary form of communication between the Client and Service Provider. The Virtual Assistant is available for phone calls during office hours only.  Occasional calls of only a few minutes in duration are not typically billed to the Client. However, the time of both parties must be respected, and calls lasting over 10 minutes will be billed to the Client. Telephone meetings must be prescheduled. Cancellation requires a minimum of 24 hour advance notice. Missed meetings or cancellations without sufficient notice will be billed to the Client.

If the Client requests Services outside of the above specified hours please allow for a delay at these times.

MATERIALS AND INFORMATION.  The Client will provide all content, outlines, photos, product images, etc., necessary for any special projects. Source material must be clear and legible. The Client is responsible for furnishing all pertinent information, and for furnishing accurate, truthful and complete information necessary for the Virtual Assistant to perform or complete the Services. The Client ensures that the necessary permissions to use provided materials have been obtained.

GDPR COMPLIANCE. Both Parties hereby insure that they are in full compliance with their respective obligations under the General Data Protection Regulation, (GDPR) (EU) 2016/679. Each Party will, if applicable, notify the other Party in a timely manner in the event of a data breach that involves the other Party’s data.

INDEPENDENT CONTRACTOR RELATIONSHIP. The Virtual Assistant’s relationship to the Client shall be that of an independent contractor.  Nothing in this Agreement shall be construed to create any partnership, joint venture, employer-employee or agency relationship between Client and Virtual Assistant. The Virtual Assistant shall not represent to any third party that any such relationship exists. The contractor relationship shall be non-exclusive. The Virtual Assistant shall be free to work with other companies so long as such work does not present a conflict of interest with regards to this Agreement or result in the disclosure of Confidential Information (defined below).

OWNERSHIP.  All deliverables, ideas, inventions, improvements, methods, processes, works of authorship and other forms of intellectual property that the Virtual Assistant conceives, reduces to practice or develops during the term of the Agreement, alone or in conjunction with others, in connection with performance of the Services, including designs, data, software code, ideas, inventions, know-how, materials, marks, methods, procedures, tools, interfaces, and other forms of technology as well as any intellectual property rights of any kind therein (collectively, the “Work Product”), will be the sole and exclusive property of the Client.  The Virtual Assistant hereby irrevocably assigns to the Client all right, title and interest worldwide in and to the Work Product and all intellectual property rights therein.

CONFIDENTIALITY.  The Virtual Assistant may obtain access to information related to Client’s business (including trade secrets, technical information, business forecasts and strategies, marketing plans, customer and supplier lists, personnel information, financial data, and proprietary information of third parties provided to the Client in confidence) that the Client considers to be confidential or proprietary or the Client has a duty to treat as confidential.. The Virtual Assistant will, unless having the written consent of the Client, (a) hold all Confidential Information in strict trust and confidence; (b) not use or permit others to use Confidential Information in any manner or for any purpose not expressly permitted or required by this Agreement; and (c) not disclose or permit others to disclose any Confidential Information to any third party without obtaining the Client’s express prior written consent on a case-by-case basis.

  • 1. Exceptions. The Virtual Assistant’s obligations with respect to any portion of the Client Information as set forth above shall not apply when Virtual Assistant can document that (i) it was in the public domain at the time it was communicated to the Virtual Assistant by the Client; (ii) it entered the public domain subsequent to the time it was communicated to the Virtual Assistant by the Client through no fault of the Virtual Assistant; (iii) it was in the Virtual Assistant’s possession free of any obligation of confidence at the time it was communicated to the Virtual Assistant by the Client; or (iv) it was rightfully communicated to the Virtual Assistant free of any obligation of confidence subsequent to the time it was communicated to the Virtual Assistant by the Client.
  • 2. Passwords. Should the Client decide to grant the Virtual Assistant access the Client’s business and/or personal accounts, the Client does so entirely at their own risk, and the Client is fully responsible for ensuring the security of the Client’s data. The Client will be solely responsible for any loss, liability or violations that might occur as a result of such access as long as any such loss can be directly tied to the work carried out under this agreement.

INDEMNIFICATION. Both parties agree to defend, protect, indemnify and hold one another harmless from any and all lawsuits, claims, damages, demands, liabilities or losses, including reasonable attorney fees and costs, brought, made or claimed as a result of any acts, including omissions, which are not outlined in this agreement.

WARRANTIES AND REPRESENTATIONS. Each Party hereby warrants and represents that such Party is free to enter into this Agreement, and that this Agreement does not violate the terms of any agreement between such Party and any third party.

LIMITATION OF LIABILITY.  In no event will the Virtual Assistant be liable for any consequential, indirect, exemplary, special, or incidental damages arising from or relating to this Agreement. The Virtual Assistant’s total cumulative liability in connection with this Agreement, whether in contract or tort or otherwise, will not exceed the aggregate amount of Fees owed by the Client to the Virtual Assistant for Services performed under this Agreement during the 12 months preceding any settlement or adjudication of any claim.

Insurance. Both parties/The Virtual Assistant affirm/affirms] that the appropriate insurance coverage with regards to the Services agreed upon has been obtained.

WORK PRODUCT CONFORMITY. The Virtual Assistant further warrants that the Work Product will fully conform to the specifications, requirements and other terms set forth in this Agreement (the “Specifications”) and the attached Exhibit A. If the Client determines in its sole discretion that the Work Product does not conform to the Specifications, the Client shall inform the Virtual Assistant, within 3 working days of the Work Product delivery, of such nonconformity and the Virtual Assistant will repair or replace the Work Product without extra charge. If the Client does not voice any concerns within 3 working days, the Virtual Assistant is not obligated to do any remedial work free of charge. If the Client’s request goes beyond the Specifications, the request will not be considered a remedial request and the Virtual Assistant will inform and bill the Client with regards to the requested changes.

AMENDMENTS AND WAIVERS.  Any term of this Agreement may be amended or waived only with the written consent of both Parties.

FORCE MAJEURE. The Virtual Assistant shall not be considered in breach of this Agreement to the extent that performance of the obligations outlined herein is prevented by an event of Force Majeure, including but not limited to:

1. natural disasters (such as, but not limited to, fires, explosions, earthquakes, drought, tidal waves and floods);

2. war, hostilities (whether war be declared or not), invasion, act of foreign enemies, mobilisation, requisition, or embargo;

3. rebellion, revolution, insurrection, or military or usurped power, or civil war;

4. contamination by radioactivity from any nuclear fuel, or from any nuclear waste from the combustion of nuclear fuel, radioactive toxic explosive, or other hazardous properties of any explosive nuclear assembly or nuclear component of such assembly;

5. riot, commotion, strikes, go slows, lock outs or disorder

DISPUTE RESOLUTION.  The validity, interpretation, construction and performance of this Agreement shall be governed by the laws of Scotland.  Without giving effect to the principles of conflict of laws. The Parties may agree to alternative methods of dispute resolution, including negotiation, mediation and arbitration. Unless any alternative dispute resolution procedure is agreed between the parties, the parties agree to submit to the exclusive jurisdiction of the Courts of Scotland.  In respect of any dispute which arises out of or under this Agreement.

SEVERABILITY.  If one or more provisions of this Agreement are held to be unenforceable under applicable law, the parties agree to renegotiate such provision in good faith. In the event that the parties cannot reach a mutually agreeable and enforceable replacement for such provision, then (i) such provision shall be excluded from this Agreement, (ii) the balance of the Agreement shall be interpreted as if such provision were so excluded and (iii) the balance of the Agreement shall be enforceable in accordance with its terms.

Complaints Procedure

 

We pride ourselves on our service.  However, should you find that you are not happy with any training product provided by us and wish to complain you should contact KeyStroke Virtual Secretary Services Ltd at:

Letty Scrimgeour
KeyStroke Virtual Secretary Services Ltd
Denbigh
Roughpark
Strathdon, Aberdeenshire
AB36 8XS

By telephone on 0044 7808 084 038
Or by email on info@keystrokevss.co.uk

What will happen next?

We will firstly acknowledge receipt of your complaint and then please allow us up to five working days to look into your complaint.  If for any reason we feel it will take longer than five days we will advise you as to why we are not able to provide you with a full answer to your complaint and when we expect to be able to do so.

If you are not satisfied with the final response from KeyStroke Virtual Secretary Services Ltd, you also have the right to refer your complaint to Trading Standards. For more information regarding the scope of Trading Standards, please refer to https://www.tradingstandards.uk/

Please be aware that Trading Standards will not deal with your complaint until you have given us the opportunity to reply first.

Data Protection

Our Data Protection Officer is Elizabeth Scrimgeour and can be reached at info@keystrokevss.co.uk

Contacting Us

 This website is owned and registered by KeyStroke Virtual Secretary Services Ltd.  Registration number 516033.

Our registered address is:

Elizabeth Scrimgeour
KeyStroke Virtual Secretary Services Ltd
Denbigh
Roughpark
Starthdon, Aberdeenshire
AB36 8XS

Last reviewed May 2020

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