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Office Lifeline Terms of Business
- Office Lifeline undertakes to provide a quotation of all proposed charges in writing, preferably via email, but otherwise by facsimile or letter.
- Signed acceptance of our Terms and Conditions must be received by us, preferably in writing before work commences.
- Where instructions from the client are taken by telephone, email or facsimile, use of the service by the client shall be deemed as acceptance of these Terms and Conditions of Service.
Setup Fees & Charges
- A one-time set up charge of £50 applies to all Virtual PA and
Secretarial/Admin services. This does not apply to our Call Partner
Call Answering Service and one-off typing or miscellaneous admin tasks.
- The client will pay to Office Lifeline the sum of charges detailed in our written quotation, or agreed changes.
- Costs incurred by Office Lifeline for sundry items such as printing,
faxing, copying, postage and telephone calls made during the course of
the work, will be charged in accordance with our schedule of Standard
Sundry Costs.
- Miscellaneous client expenses such as purchases, packing, couriers, etc
will be charged at cost. Any transactions paid for and processed
through Office Lifeline's accounts are subject to a £10 Admin Charge.
- Travel to/from client premises, or other locations on the client's
behalf, will be charged at cost and mileage for travel by car will be
charged at 60p per mile.
- Virtual Assistant travel time is charged at normal rates.
- Urgent deadlines and special requests may be liable to a surcharge.
Service Limitations
- Office Lifeline is not responsible for the end use of any document
produced or edited by us. Clients are solely responsible for its
appropriate use.
- The client shall be fully responsible for
final proofreading and accuracy of documents, final product or service.
Any errors or omissions brought to our attention within 24 hours of
receipt will be amended free of charge. Any other additions or
amendments made by the client will be charged as extra.
- We reserve the right to change turnaround times and prices quoted due to changes in specifications, quantities, legibility and/or quality of original source material, delivery arrangements, unforeseen problems or other circumstances, including but not limited to illness, terms, conditions or circumstances that were not part of the original verbal or written quotation.
- Office Lifeline cannot guarantee or insure any tapes/CDs or material
sent to us as files via the internet. This remains the client’s
responsibility and we cannot accept liability for any loss or damage.
- Backup copies of client files will be kept for one year and then deleted or disposed of securely and confidentially.
- Where Digital Pocket Memos have been hired by the client, any loss,
damage or non return will be charged at the full replacement cost.
- Temporary loss of our Telephone Service or the need to change a number
arising from an internet or telephone service provider failure is not
our liability.
Confidentiality
- In accordance with the Data Protection Act, all personal data will
be treated in the strictest of confidence. Our policy is not to reveal
any client information to a third party unless with express permission
of the client.
- All client assignment work undertaken by
Office Lifeline will be treated in the strictest of confidence. We can
offer a formal Confidentiality Agreement if required.
Invoicing & Payment
- Invoices will be submitted upon completion of an assignment or at the end of the month for all PAYG services. All retainers and package deals will be invoiced monthly in advance.
- Full payment is due strictly within 30 days. Interest will be payable at 2% per month on all overdue invoices.
- In the event of any cheque from a client being refused by the bank the
client will be responsible for all bank charges resulting from the
returned cheque.
- We will exercise our statutory right to claim interest and compensation for debt recovery costs under the late payment legislation if we are not paid according to agreed credit terms.
Cancellation
- If the client decides to cancel an assignment once work has started, 24 hours notice must be given in writing, via email or via facsimile. Office Lifeline will charge the client for work already undertaken in accordance with the quote.
- We reserve the right to return, or refuse to undertake any work, which involves material we believe to be illegal or immoral.
General
- Unless otherwise agreed in writing, these terms shall apply to all agreements between Office Lifeline and the client. Any variations to these terms must be accepted in writing by Office Lifeline.
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