Terms & 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 quotation.

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 not completed.

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 jurisdiction.

Payment Terms

1. All prices quoted are exclusive of VAT which is not applicable.

2. 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.

3. Any bank transfer/exchange charges occurring from overseas payments are to be borne by the client.

4. 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.

5. 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.

6. 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.

7. All materials will be itemised and charged at cost.

8. 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.

9. PA Virtual Services reserves the right to charge interest at 3% per month on any overdue amounts.

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