Terms and Conditions

Effective Date: January 2025
Last Updated: June 2025

1. Parties

These Terms and Conditions (“Agreement”) are between Virtual Assistant Team and Syntax Marketing (“Provider”, “we”, “us”, “our”) and you (“Client”, “you”, “your”).

2. Definitions

Client: The individual or business engaging our services.
Provider: Virtual Assistant Team and Syntax Marketing, the business entity providing services.
Service Provider: The independent contractor (Virtual Assistant) assigned by us to support your business.
Agreement: This Terms and Conditions document, including all referenced policies (Privacy Policy, Terms of Use, etc.).

3. Scope of Services

We provide business support services, consulting, and technology-driven efficiencies through a hybrid model of local leadership, global talent, and AI-driven tools. Services may include, but are not limited to: administrative assistance, marketing and content creation, CRM and customer support, data management and analysis, and AI-enhanced workflow optimisation.
If you require services not listed above, please contact us to discuss custom solutions. We reserve the right to update or modify the scope of services, with reasonable notice to you.

4. Engagement Model

Service Providers are engaged as independent contractors and are responsible for their own taxes, insurance, and compliance with all applicable laws in their country of residence. We ensure quality and consistency but do not act as their employer. The Client acknowledges that Service Providers are not employees, agents, or partners of either the Client or the Provider. Neither the Client nor the Provider is responsible for any employment-related entitlements, benefits, or statutory obligations in respect of the Service Provider.
AI tools may be used to support, but not replace, human service. Only reputable AI tools are used, and client data is protected at all times.

5. Data Security & Intellectual Property

Confidentiality: All Service Providers sign strict confidentiality agreements.
Ownership: You retain full rights to all work produced for you, upon full payment of all fees.
Data Handling: We use secure, controlled-access platforms and do not store proprietary data in AI tools beyond what is required for service execution.
Compliance: We comply with the UK GDPR for UK-based clients, the Australian Privacy Act for Australian clients, and other relevant data protection laws as applicable.
Data Return/Deletion: Upon termination, we will return or delete your data within 14 days, upon written request.

6. Payment Terms & Billing

Monthly Billing: Invoices are issued from the 17th of each month, including charges for completed work and estimated charges for the remainder of the month.
Due Date: Payment is due by the 25th of each month.
Adjustments: Any changes (e.g., holidays, leave) are reflected in the next invoice.
No Lock-In: You may cancel, pause, or adjust services at any time, subject to the notice period below.
GST & Fees: Included where applicable. Any third-party costs will be communicated and approved in advance.
Late Payments: May result in service suspension. A late fee of 2% per month may apply to overdue amounts.
Payment Methods: We accept bank transfer, credit card, and PayPal.
Invoice Disputes: Any disputes regarding invoices must be raised in writing within 14 days of receipt.
Prepayment: Some project-based services (e.g., pre-purchased hour blocks) may require prepayment.

7. Pause in Services

You may request a temporary pause in services with at least 7 days’ written notice. During the pause, no service fees will accrue, and services will resume upon mutual agreement. If the pause exceeds 30 days, we reserve the right to terminate the Agreement.

8. Termination

By Client: You may terminate services at any time with at least 7 days’ written notice. All completed work up to the termination date will be invoiced and must be paid in full.
By Provider: We may terminate for breach of contract, unethical conduct, repeated late payments, prolonged inactivity, or non-payment, with written notice.
After Termination: Upon request, we will return or delete your data within 14 days. No further financial obligations will apply beyond fees for completed work.

9. Limitations & Liability

We are not liable for events beyond our control (e.g., natural disasters, outages), errors due to unclear instructions, or third-party issues. We are not liable for indirect, incidental, or consequential losses, including but not limited to loss of profits, business opportunity, or reputational damage. Our total liability is limited to the amount you paid in the 30 days prior to any claim.
You agree to indemnify and hold us harmless from any claims, damages, or expenses arising from your use of our services, except to the extent caused by our gross negligence or willful misconduct.
Nothing in this section limits any rights you may have under the Australian Consumer Law or other applicable legislation that cannot be lawfully excluded.

10. Force Majeure

Neither party is liable for delays caused by events beyond their reasonable control (e.g., pandemics, war, internet failure). If such an event continues for more than 30 days, either party may terminate this Agreement with written notice.

11. Non-Solicitation & Ethical Expectations

Exclusivity: You may not directly hire or engage our Service Providers for 12 months after the end of your engagement without our written consent.
Transfer Option: If you wish to engage a Service Provider independently, a one-time transfer fee equal to three (3) months of your most recent service charges for that Service Provider will apply.
Professional Conduct: All interactions must be respectful, inclusive, and professional. Discriminatory, unethical, or otherwise inappropriate conduct may result in suspension or termination of services.

12. Client Benefits

Clients who engage us for ongoing part-time support (minimum 40 hours/month) or full-time support (160 hours/month) may be eligible for a complimentary website development package valued at up to$5,000 AUD. Website development may commence at any point after services begin, based on mutual agreement and project readiness.
If services are discontinued before the website is completed, you will receive access to the portion of the website developed up to the termination date. No further development or refinements will be provided beyond that point.

13. Dispute Resolution

We will attempt to resolve disputes through good-faith negotiation. If unresolved, disputes will be subject to mediation or arbitration in Queensland, Australia, before any court proceedings. If still unresolved, the dispute will be subject to the exclusive jurisdiction of the courts of Queensland, Australia.

14. Acceptance & Updates

By using our services, you agree to these Terms and Conditions. Acceptance may be confirmed via written communication, digital signature, email reply, or continued use of services. We may update these Terms and Conditions from time to time; we will notify you of any material changes, and continued use of our services constitutes acceptance of the updated terms.

15. Independent Contractor Disclaimer

All virtual assistants engaged through Virtual Assistant Team are independent contractors. Nothing in these Terms and Conditions shall be construed as creating an employment relationship, partnership, or joint venture between you and any Service Provider. Service Providers are responsible for their own insurance and compliance with applicable laws. You are not responsible for any employment-related obligations, including but not limited to superannuation, leave entitlements, or tax withholdings.

16. Contact

For any questions or support, please contact us via our website contact form: https://www.virtualassistantteam.com.au/contact/

17. Related Policies

For information about how we handle your personal data, please refer to our Privacy Policy. For website usage terms, please see our Terms of Use. These documents are available on our website.