Terms and Conditions
Empowered VA Services
Effective date: 01 January 2026
1. About us
Empowered VA Services provides virtual assistant, administrative, social media, and related business support services.
Throughout these Terms and Conditions:
“we”, “us”, “our” means Empowered VA Services
“you”, “your”, “client” means the person or business purchasing services from us
2. These terms
These Terms and Conditions apply to all services provided by Empowered VA Services unless otherwise agreed in writing.
By instructing us to begin work, accepting a proposal, paying an invoice, or continuing to use our services, you agree to be bound by these Terms and Conditions.
3. Services
We provide support services which may include, but are not limited to:
administrative support
diary and email management
database and document organisation
transcription
newsletter support
event support
social media content creation
post scheduling
group management
presentation support
related virtual assistant services agreed in writing
All services will be provided with reasonable care and skill and in line with the scope agreed with you.
4. Scope of work
Before work begins, we may agree with you:
the services to be provided
the expected timescales
the monthly package, retainer, or one-off project fee
any limits on revisions, hours, or tasks included
any client responsibilities needed for us to complete the work
Any work requested outside the agreed scope may be charged separately and may require a revised proposal or written confirmation before work begins.
5. Working relationship
We provide independent business support services and act as an independent contractor. Nothing in this agreement creates an employment relationship, agency, partnership, or joint venture between us.
We reserve the right to determine the method, timing, and manner of delivering the services, subject to any deadlines or requirements agreed with you.
6. Client responsibilities
You agree to:
provide accurate information, materials, and instructions in a timely manner
supply access to relevant systems, platforms, and accounts where needed
ensure you have the right to share any content, data, passwords, files, branding, images, or third-party materials with us
respond within a reasonable timeframe to requests for approvals, feedback, or clarification
review work delivered and raise any concerns promptly
We are not responsible for delays, errors, or missed deadlines caused by incomplete instructions, lack of access, delayed approvals, or inaccurate information supplied by you.
7. Fees and payment
Our fees will be set out in your proposal, package, quote, service agreement, or invoice.
Unless otherwise agreed in writing:
invoices are payable within 7 days
monthly retainers are payable in advance
one-off project invoices may require part or full payment before work begins
no work will begin until any requested upfront payment has been received
All prices are stated in pounds sterling unless otherwise specified.
8. Late payment
If payment is not received by the due date, we reserve the right to:
pause current work
withhold delivery of completed work
delay booking of future work
charge late-payment interest and any applicable recovery costs where permitted by law
For business-to-business transactions in the UK, statutory late-payment rules may allow interest and fixed recovery costs unless a different contractual arrangement applies. Under current GOV.UK guidance, statutory interest is 8% above the Bank of England base rate, and fixed recovery costs can also apply depending on the debt amount.
9. Packages, retainers, and unused time
Where services are sold as a monthly package or retainer:
the package covers only the services or hours stated in your agreement
unused time does not roll over unless we have agreed this in writing
extra work beyond the included package may be charged separately
package fees reserve capacity in our schedule and are therefore non-refundable once the service period has started
10. Turnaround times
We will use reasonable efforts to meet agreed deadlines. However, turnaround times depend on:
prompt receipt of materials and access
the volume and complexity of the work
timely approvals and communication from you
third-party platform availability
Any turnaround times given are estimates unless expressly confirmed as fixed deadlines in writing.
11. Revisions
Reasonable minor revisions may be included where stated in your package or proposal.
Unless otherwise agreed:
revisions must be requested within 7 days of delivery
revision requests must relate to the original brief
substantial changes, re-briefs, or additions may be charged as new work
12. Social media and content services
Where we provide social media or content support:
you remain responsible for the final review and approval of content unless you have expressly authorised us to publish without approval
you are responsible for ensuring your business claims, offers, and regulated content are accurate and compliant
we are not responsible for changes to third-party platform features, algorithms, outages, restrictions, or account suspensions outside our control
we do not guarantee reach, engagement, enquiries, sales, follower growth, or business results
13. Client approvals
Where approval is required, you are responsible for reviewing content, copy, graphics, captions, schedules, newsletters, and other deliverables before publication or distribution.
If you approve work, or fail to respond by an agreed approval deadline, we may treat the work as approved for the purposes of the project timeline unless otherwise agreed.
14. Access and account security
Where you provide access to email, calendars, social media accounts, cloud platforms, or other systems:
you do so at your own risk
you remain responsible for the lawful ownership and administration of those accounts
we recommend that access is provided using appropriate user permissions wherever possible
you are responsible for maintaining master account security, backup access, and recovery details
We may suspend use of an account or access route if we reasonably believe it creates a security risk.
15. Confidentiality
We will treat your confidential information as private and will not knowingly disclose it to third parties unless:
you have authorised us to do so
it is necessary for service delivery
disclosure is required by law
the information is already public through no fault of ours
You agree to keep our confidential information, processes, pricing, and business materials confidential as well.
This clause continues after the end of our working relationship.
16. Data protection
Both parties agree to comply with applicable data protection law, including UK GDPR and the Data Protection Act 2018 where relevant.
In many cases, you will be the data controller because you decide what personal data is used and why, and we may act as a processor when handling that data on your instructions. The ICO explains that controllers decide the purposes and means of processing, while processors act on the controller’s instructions.
You confirm that:
you have a lawful basis for any personal data you ask us to process
you have provided any required privacy information to your own contacts, customers, or staff
you will not ask us to process data unlawfully
We will take reasonable steps to protect personal data and confidential business information, but no electronic system can be guaranteed to be completely secure. The ICO recommends appropriate technical and organisational measures for data security.
Where needed, a separate data processing agreement can be put in place.
17. Intellectual property
Unless otherwise agreed in writing:
you retain ownership of materials you provide to us
we retain ownership of our pre-existing templates, systems, processes, methods, and know-how
once all invoices relating to the work have been paid in full, you will have the right to use the final deliverables for your own business purposes
We reserve the right to reuse general skills, knowledge, experience, and non-confidential working methods developed during the project.
18. Third-party tools and platforms
We may use third-party tools, software, scheduling platforms, cloud storage, communication systems, or design platforms in delivering services.
We are not responsible for:
outages or failures of third-party systems
changes in third-party pricing or policies
loss caused by platform restrictions, suspensions, or technical issues outside our control
Any third-party subscription fees are your responsibility unless expressly stated otherwise.
19. Non-solicitation
During our working relationship and for 6 months after it ends, you agree not to knowingly solicit or hire any subcontractor or team member introduced to you through Empowered VA Services without our written consent.
20. Limitation of liability
To the fullest extent permitted by law:
we are not liable for indirect or consequential loss
we are not liable for loss of profit, revenue, business opportunity, reputation, or anticipated savings
we are not liable for losses arising from inaccurate information, delayed approvals, third-party failures, or events outside our reasonable control
our total liability in relation to any claim arising from the services will not exceed the total amount paid by you to us for the specific services giving rise to the claim in the previous 3 months
Nothing in these Terms and Conditions limits liability where it cannot legally be excluded.
21. Indemnity
You agree to indemnify and hold us harmless against claims, losses, damages, or costs arising from:
materials or instructions supplied by you
infringement claims relating to content, images, branding, or documents you provide
unlawful, misleading, or non-compliant statements approved or supplied by you
your misuse of any deliverables after handover
22. Term and termination
Either party may end an ongoing monthly service by giving 30 days’ written notice, unless a different minimum term has been agreed.
We may terminate or suspend services immediately if:
invoices remain unpaid
there is abusive, inappropriate, or threatening behaviour
continued work would be unlawful or unethical
you repeatedly fail to provide the information or access needed for us to deliver the service
On termination:
all outstanding invoices become immediately payable
work completed up to the termination date must be paid for
any reserved time already committed may still be chargeable
access to systems and accounts may be removed once handover is complete
23. Refunds
Because our services involve time, scheduling, and bespoke work:
fees already paid are generally non-refundable once work has started
no refund is due for time spent, work completed, or retained diary capacity already allocated to you
any refund offered will be entirely at our discretion unless required by law
24. Force majeure
We are not liable for delay or failure to perform our obligations where this is caused by events beyond our reasonable control, including illness, internet outage, power failure, cyber incident, severe weather, government restrictions, or third-party service interruption.
25. Complaints
If you are unhappy with any part of our service, please contact us in writing as soon as possible so we can try to resolve the issue fairly and promptly.
26. Changes to these terms
We may update these Terms and Conditions from time to time. The latest version will apply to new bookings and, where legally permitted, to ongoing services after reasonable notice has been given.
27. Governing law and jurisdiction
These Terms and Conditions are governed by the laws of England and Wales.
Any dispute arising in connection with these Terms and Conditions will be subject to the exclusive jurisdiction of the courts of England and Wales, unless otherwise required by law.
28. Contact details
Empowered VA Services
Swindon, UK
hannah@empoweredvaservices.co.uk
07710 240609
www.empoweredvaservices.co.uk
