Terms & Conditions

These terms and conditions apply to any work carried out for the Client by Julia Clark Virtual Assistant.

Virtual Assistant Projects
  • Please submit all project requests to julia@juliaclark-va.com.
  • All requests will be acknowledged within 24 hours of receiving the request (providing they are received during the stated working hours, unless I am on annual leave). 
  • Please note the working hours are 9am-5pm, Monday to Thursday, and 9-2pm on Fridays (excluding bank holidays).
  • Work will not commence until all appropriate materials are received. When submitting databases, please also send validation/proof of GDPR.
  • Services/deliverables will be mutually agreed and confirmed in writing by the Client.
  • The completed work will be delivered on the date agreed, for  the agreed fee. 
  • Time/cost estimates are based on the brief/information supplied by the Client. If it becomes apparent that significantly more work is needed than originally anticipated from the original brief/information, then the fee/deadline will have to be re-negotiated.
  • The above is also applicable if, during the term of the contract, additional tasks are requested by the Client.
  • If a long term project is postponed/delayed by the Client, payment will still be due for the work already carried out and for any expenses incurred.
  • All tasks will be completed remotely, using personal equipment.
  • In the unfortunate event that scheduled work is unexpectedly no longer possible (e.g. due to illness), the Client will be notified immediately. The Client will be informed of any planned annual leave with reasonable notice.

Payments
  • All payments to be made by bank transfer or PayPal.
  • Payments are due 14 days from date of invoice.
  • No further work will be undertaken once an invoice becomes overdue.
  • Pre-paid retainer/project fees are non-refundable.
  • In the event of a contract being cancelled/terminated, the Client agrees to pay for all the work completed up to that stage.
  • Minimum booking of 1 hour. Any time thereafter is billed in 30 minute increments.
  • Any additional outgoing costs (such as postage/courier fees/printing fees/project specific office equipment) will be billed on top of the hourly rate.

Confidentiality & Data Protection
  • Work will be completed for UK based clients only.
  • The Client's information is held securely and is backed up in accordance with UK Data Protection Laws, including GDPR.
  • Julia Clark Virtual Assistant uses ISO 27001 compliant cloud storage and secure email.
  • Julia Clark Virtual Assistant is a registered Data Protection Controller (ICO Registration: ZB199004). Full details are available upon request. 
  • When a contract is terminated in writing, all client data (excluding data for tax records) will be deleted.
AI Policy

Julia Clark Virtual Assistant incorporates the use of Artificial Intelligence (AI) tools to support and enhance the services provided. These tools may be used in areas such as content creation (e.g. blog articles, social media posts), image generation, and transcription of audio or video material. Julia Clark Virtual Assistant is committed to using AI responsibly and transparently, in accordance with the following principles:

1. Transparency
AI is used by Julia Clark Virtual Assistant as part of the service delivery process. This includes, but is not limited to, tasks such as content generation, transcription, and image creation.

2. Permission
By agreeing to these Terms and Conditions, the Client acknowledges and accepts that AI tools may be used as part of the work process. If a task involves particularly sensitive or proprietary information, explicit consent may be sought prior to using AI for that specific purpose.

3. Responsibility
While AI tools may assist in the execution of certain tasks, Julia Clark Virtual Assistant retains full responsibility for the quality, accuracy, and appropriateness of all deliverables. All AI-generated content is reviewed, edited, and approved before being submitted to the Client.

4. Data Safety
Client data used in conjunction with AI tools is treated with strict confidentiality and in compliance with UK Data Protection Laws, including GDPR. Where possible, Julia Clark Virtual Assistant uses AI platforms that adhere to robust security standards (e.g. ISO 27001 compliance). Data is anonymised where feasible and only shared to the extent necessary to complete the task.

5. Disclosure
Julia Clark Virtual Assistant is committed to ethical and honest use of AI. Any content that has been significantly generated using AI will not be misrepresented as entirely human-authored.

This policy is reviewed regularly and may be updated to reflect changes in technology, client needs, and best practices.

The Privacy Policy can be viewed here.