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Terms Of Business - Virtual Flow Company 

These Terms of Business outline the agreement between Virtual Flow Company (*we/us*) and the Client (*you*). These Terms take effect on the Effective Date and continue until terminated in accordance with Section 7.

 

By engaging our services, you agree to the following:

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1.  Services

  • We provide online business management & virtual assistant services including (but not limited to): administrative support, customer and client support, business management, marketing, social media and executive/strategic support.

  • Services outside the agreed scope will be quoted separately.

  • We do not provide legal, financial, or medical advice.

  • Please note a separate "Proposal of Services" forms part of the contract

  • Please note we reserve the right to refuse tasks that fall outside our ethical or professional competence.

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2. Client Responsibilities

  • You agree to provide accurate and complete information needed for services.

  • You are responsible for granting timely access to accounts, tools, and systems.

  • You remain responsible for all final business decisions.

  • You acknowledge that delays in providing necessary information or approvals may affect delivery timelines, for which we are not responsible.

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3. Payment

  • Services are charged as detailed on the proposal of services.

  • Invoices for hourly rate work are issued in advance; payment is due prior to work commencing.

  • Invoices for monthly retainer packages are issued in advance, and payment is due on the 1st of each month to secure your dedicated hours.  

  • Retainer or package hours must be used within 30 days of purchase unless otherwise agreed in writing. Unused hours do not roll over to the following period unless otherwise agreed in writing.

  • Payment should be made by bank transfer - please include the invoice number as reference when making payment.

  • If payment is not received within 14 days a late payment may be applied.
Late payments could incur a £25 fee and 1.5% monthly interest on the outstanding balance after a 7-day grace period. Please note continued late or non-payment may result in work being paused until payment is received. We reserve the right to apply interest and recovery costs in accordance with the Late Payment of Commercial Debts (Interest) Act 1998.

  • Where the client is a limited company, the director(s) hereby personally guarantee payment of all amounts due to Virtual Flow Company and agree to be jointly and severally liable with the company for such amounts.

4. Travel

  • Should there be a need to travel for your business the time to travel will be charged at the hourly rate and mileage will be based upon 45p per mile this will be detailed on your invoice.

  • All travel must be pre-approved by the client in writing.

5. Confidentiality & Data Protection

  • All client information is treated as strictly confidential.

  • Sensitive data will be handled securely.

  • We comply with applicable data protection laws (including GDPR, if relevant).

  • We will act as a data processor where applicable, and you remain the data controller.

  • You are responsible for ensuring that any personal data shared with us complies with applicable data protection laws.

  • We will not share or disclose any confidential information without your written consent, except where required by law.

6. Communication & Availability

  • Our working hours are 8.30am – 5.30pm Monday – Thursday & 8.30am – 4.30pm Friday.

  • Standard response time is within 2-3 hours during business hours unless an emergency response is required.  In the event that an emergency response is needed please call so that this can be reacted to immediately with no delays.

  • Urgent requests outside of agreed hours may incur additional fees.

7. Cancellations & Termination

  • Either party may terminate this agreement with 30 days written notice. All

  • outstanding invoices become due immediately upon termination. If terminated mid-month, work completed to date will be invoiced pro rata.

  • No refunds will be issued for unused retainer hours.

  • We may terminate immediately in cases of nonpayment, abuse, or breach of terms.

  • Upon termination, we will deliver any completed work to date and securely delete any client data after 30 days unless otherwise required by law.

8. Cancellations & Termination

  • We are not liable for indirect, incidental, or consequential losses.

  • We are not responsible for errors caused by incomplete, delayed, or inaccurate client information.

  • Our total liability shall not exceed the total amount paid by you for the services in the 3 months preceding the event giving rise to the claim.

9. Governing Law

These Terms are governed by the laws of England and Wales.

Disputes will be resolved exclusively in the courts of England and Wales.

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* Please note a separate Terms of Business for Direct Recruitment Services is available upon request*

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