TERMS AND CONDITIONS
1. PA Virtual Services requires a signed Booking Form from a client
before undertaking any assignment on their behalf. The Booking Form
outlines the work required, delivery method, agreed timescale, price
quotation and payment terms together with a confidentiality clause,
all of which when signed indicate the client’s acceptance
of these Terms & Conditions. If the client’s original
requirements change, PA Virtual Services reserves the right after
discussion with the client to amend the original quotation.
2. In urgent cases, PA Virtual Services will accept confirmation
by email without a signature, with a signed confirmation letter
to follow by post or email as soon as possible.
3. If, on receipt of the assignment, it is found to differ significantly
from the information originally provided, PA Virtual Services reserves
the right, after consultation with the client, to submit an amended
4. Where applicable, 30% of the estimated costs set out in the Booking
Form is to be paid in advance with the balance/full payment to be
paid strictly within 14 days of completion of the assignment. If
the bank returns a cheque, the client will be responsible for all
bank charges resulting from the returned cheque.
5. Receipt and delivery of work can be by post, courier, fax, hard
copy, email attachment, CD-ROM or memory stick. Whilst every effort
is made to ensure that all incoming and outgoing files, emails,
CDs and memory sticks are scanned for viruses (using continually
updated McAfee Anti-Virus and Firewall protection software) no guarantee
can be provided. It remains the ultimate responsibility of the client
to ensure that they have their own computer virus protection in
place. All incoming emails, files, CDs and memory sticks will be
scanned. However, even after scanning PA Virtual Services will not
open unsolicited attachments to emails or emails containing no message
alongside an attachment and reserves the right to delete/return
these without opening.
6. All original materials sent to PA Virtual Services remain the
property of the client and will be returned to the client on completion
of the assignment unless the client instructs otherwise. Postal
or courier costs incurred by PA Virtual Services when returning
these materials/assignments are to be borne by the client. Any information
requested to be held by PA Virtual Services on behalf of a client
will be kept in accordance with the Data Protection Act.
7. It is the client’s ultimate responsibility to ensure that
material provided does not contravene any copyright, plagiarism
or Data Protection laws. PA Virtual Services will not be held liable
for any contravention and reserves the right to refuse any assignment
PA Virtual Services believes to be illegal, immoral or objectionable
or considered by PA Virtual Services to be beyond their skill set.
8. PA Virtual Services will not be held liable for the misuse of
any completed assignment after despatch to the client. The sole
responsibility for its use lies with the client at all times.
9. All work is proofread and checked prior to despatch to the client.
Final responsibility for proofreading errors in completed work rests
with the client. PA Virtual Services accepts no responsibility for
errors found after submission but will correct any found by the
client within a reasonable time scale. If errors are found in the
work, they will be rectified free of charge but they must be notified
within 48 hours of receipt of the completed work or within 14 days
for work of more than 3000 words. Should any errors be found in
the work, PA Virtual Services will be liable for the cost of correcting
the work only – no further liability is acknowledged.
10. All written work is generally delivered by electronic mail in
Word format. Any other means of delivery or format must be agreed
between the parties.
11. PA Virtual Services is not responsible for the end use of any
document produced or edited by PA Virtual Services. The client is
solely responsible for its appropriate use, including abiding by
any copyright, plagiarism and Data Protection laws and any publishing
requirements. PA Virtual Services is not responsible for the content
of any document supplied to them. The client should not pass off
plagiarised material as their own original work. PA Virtual Services
will assume no responsibility for any plagiarised material supplied
by a PA Virtual Services client and reserves the right to return
the work should they become aware of such inappropriate use.
12. Normal working hours are 08:00 - 18:00 Monday to Friday
and assignments are generally processed within 48-72 hours unless
otherwise agreed with the client. A 25% surcharge will be levied
on any project or work required to meet an urgent deadline or involving
evening or weekend work. A 50% surcharge will apply to any work
required over a Bank Holiday period.
13. In the event the client gives PA Virtual Services written notice
of cancellation, for whatever reason, of an order on which work
has already begun, the client will pay PA Virtual Services the full
contractual amount of the price quoted on the Booking Form or as
subsequently amended, for the portion completed and 50% for that
14. If by an reason of any event of force majeure PA Virtual Services
shall be delayed in or prevented from undertaking any assignment
on behalf of a client, then such delay or prevention from undertaking
any assignment shall not be deemed to be a breach of these Terms
& Conditions by PA Virtual Services and no loss or damage shall
be claimed by the client by reason thereof. The expression “event
of force majeure” shall mean and include any event which prevents
or hinders PA Virtual Services from complying with its obligations
under these Terms & Conditions which is beyond its reasonable
control including but without limitation, strikes, lockouts, labour
disputes, industrial action of any kind, acts of God, war, riot,
civil commotion, malicious damage, compliance with any law or government
order, rule, regulation or direction, accident, breakdown of equipment,
plant or machinery, fire, flood or storm.
15. Back-up copies of client files are kept for a period of one
year only. After that time, they will be deleted, unless otherwise
agreed with the client.
16. Original documents are recommended to be sent via a traceable
method of delivery, either by Post Office Special Delivery or Courier.
17. PA Virtual Services will not at any time or in any manner, either
directly or indirectly, use for the personal benefit of PA Virtual
Services, or divulge, disclose, or communicate in any manner any
information that is proprietary to a client. PA Virtual Services
will protect such information and treat it as strictly confidential.
This provision shall continue to be effective after the termination
of any agreement. Original documents containing such information
will be returned to the client on request. PA Virtual Services may
not be held liable in the event that information is intercepted
or used by a third party during transfer, in particular in the case
of transmission by internet. Before the provision of services or
at the time the signed Booking Form is returned to PA Virtual Services,
the client is to inform PA Virtual Services of the means of transmission
of sensitive information.
18. PA Virtual Services will sign any non-disclosure or confidentiality
agreement a client may require.
19. Personal visits to PA Virtual Services’ premises cannot
be permitted for insurance and safety reasons.
20. These Terms & Conditions are to be governed by and complied
in accordance with English Law whose Courts shall have exclusive
All prices quoted are exclusive of VAT which is not applicable.
Payment (in GB£ sterling or Euros) can be made by BACS or
by cheque (made payable to Jane Bell). For those clients wishing
to use an online payment service, such as PayPal, please contact
PA Virtual Services.
Any bank transfer/exchange charges occurring from overseas payments
are to be borne by the client.
An invoice will be submitted on the completion of an assignment
and payment is to be received no later than
14 days from the date of the invoice.
Where PA Virtual Services is utilised on a retained basis, an invoice
will be sent to the client approximately two weeks prior to each
calendar month end. Invoices must be settled in full prior to the
commencement of the next assignment.
Where an hourly rate is quoted, a minimum charge, equal to 30 minutes,
will be applied in all cases. Charging will then be in 15 minute
increments, with time rounded up to the nearest quarter of an hour.
For translations, fees are based on the number of words counted
in the source text, reflecting the complexity of the task, unless
a fixed rate has been agreed.
All materials will be itemised and charged at cost.
All additional costs incurred in relation to an assignment will
be invoiced and recharged to the client as and when they arise and
are subject to immediate settlement unless otherwise agreed prior
to the assignment starting – these costs include telephone
calls, faxing, booking/reservation deposits/cancellation fees, travel
costs, couriers, etc.
PA Virtual Services reserves the right to charge interest at 3%
per month on any overdue amounts.