Terms and Conditions

Effective Date: January 2025
Last Updated: April 2025 

Welcome to Virtual Assistant Team! By engaging with our Managed Virtual Assistant Services, you agree to the following terms. 

For general website interactions, please refer to our Terms of Use. For details on privacy practices, see our Privacy Policy. 

1. Scope of Agreement

These Terms and Conditions govern client engagement with Virtual Assistant Team’s services and define expectations, billing processes, and compliance policies. They do not apply to website browsing, which is covered under our Terms of Use. 

By engaging our services, you acknowledge that you have read and understood the Expectations and Transparency Document, which is provided via email upon service initiation. This document complements these Terms by offering additional clarity on service quality, billing, and ethical compliance. 

 

2. Fee Structure

  • Fair Pay for Virtual Assistants: Virtual Assistants receive their full agreed pay rate, unaffected by currency fluctuations. 
  • Sustainable Margins: A modest margin of  5%–20% supports: 
  • Banking, transfer, and exchange rate fees. 
  • Administration and HR support for both clients and Virtual Assistants. 
  • Training, timely payments, and professional development resources. 
  • GST: Australian clients are subject to a 10% GST. 

 

  1. Billing and Payments
  • Post-Pay System: 
  • Invoices are sent on the  17th of each month, covering: 
  • Tasks completed up to the invoice date. 
  • Estimated charges for work expected between the 18th and the end of the month. 
  • Payments are due by the 25th. 
  • 13th-Month Payment: 
  • Applies to both permanent part-time and full-time Virtual Assistants, paid pro-rata in December to align with regional employment practices. 

 4. Definitions of Employment Types

  • Permanent Part-Time: A Virtual Assistant is considered permanent part-time when engaged for a fixed number of hours each month, typically between 80 and 120 hours, equating to 20–30 hours per week. 
  • Full-Time: A Virtual Assistant is considered full-time when engaged for 160 hours per month (approximately 40 hours per week) with a minimum commitment period of one month. 

 5. Free Website Development Offer

Clients who engage a permanent part-time or full-time Virtual Assistant are eligible for a professionally designed website, valued at up to $5,000 AUD. 

  • The offer covers the design and development of the website, excluding domain name registration and hosting fees, which are the client’s responsibility. 
  • Virtual Assistant Team offers optional hosting services at a competitive rate. 
  • Work completed on the website up to the termination date remains part of the client’s payments for the Virtual Assistant’s services. 
  • For large or complex websites, additional development beyond the capped amount may be arranged at an additional cost. 

6. Quality Assurance and Resolution Process

Virtual Assistant Team is committed to accuracy and professionalism. 

  • Resolution Process: 
  • Errors should be reported promptly, and we will collaborate to resolve them. 
  • Minor issues are corrected at no cost, while larger concerns may involve reassignment or adjustments. 
  • Service Disruption Contingency: 
  • In case of illness, resignation, or unexpected disruptions, Virtual Assistant Team will ensure a smooth transition with a replacement Virtual Assistant or other suitable alternatives. 
  • Limitations: 
  • While we prioritise client satisfaction, liability for service disruptions, data loss, or third-party actions remains limited to the scope outlined in this agreement. 

 7. Anti-Poaching and Ethical Compliance

  • Clients may not directly hire their assigned Virtual Assistant while they remain contracted with Virtual Assistant Team. 
  • If a direct hiring transition is requested, it must be coordinated through Virtual Assistant Team and is subject to a transfer fee equivalent to three months of service charges. 
  • Encouraging Virtual Assistants to bypass Virtual Assistant Team’s processes results in termination and applicable penalties. 

8. Privacy and Data Protection

Your privacy matters. By engaging our services, you acknowledge that you have read and accepted our Privacy Policy, which governs: 

  • The collection and processing of personal data. 
  • Data protection measures and confidentiality agreements. 
  • Compliance with the UK GDPR for clients based in the UK. 

9. Changes to Terms

Virtual Assistant Team reserves the right to update these Terms and Conditions at any time. Changes take effect immediately upon posting on our website. 

10. Contact Information

For questions or concerns regarding these Terms and Conditions, please visit our Contact Page.