Before any work can commence a signed contract will be issued detailing the requirements of the project, the expected completion date (where applicable) and an acknowledgement of the terms and conditions

If the client wishes to change the project requirements - for any reason - Emperor Virtual Assistant reserves the right to re-negotiate the original terms and conditions

A 25% deposit is due with the signed contract before work commences

For new clients, Emperor Virtual Assistant reserves the right to request the full amount before the project commences

The hourly rate will be billed in increments of 30 minutes, rounded to the nearest half hour.

The hourly charge is subject to a minimum of charge of 1 hour

All stationery, telephone, fax, postage, CDs, disks, printing costs and other expenses will be charged separately at cost price.  The total sum of charges may be required before work commences on your project

All time spent working on your project, including time spent communicating by telephone, email, fax etc, will be chargeable at the applicable hourly rate

For telephone and internet research, all telephone costs will be charged at the cost price, as necessary.

Any time taken to carry out experimental work, as requested by the client, will be charged at the applicable hourly rate

Time spent discussing a project with the client will also be subject to the applicable hourly rate

All work carried out between the hours of 6pm and 8am (Monday to Friday) will be subject to an additional charge of 25%

All work carried out on Saturday, Sunday or holiday periods will be subject to an additional charge of 50%

Invoices

Invoices are due for payment within 14 days of invoice date.

Emperor Virtual Assistant reserves the right to charge interest at a rate of 3% per month as long as the overdue amount remains unpaid

If required a timesheet will be provided with every invoice

The minimum invoice amount is 1 hour at the applicable hourly rate

If for any reason work must be suspended or delayed through any default of the client, Emperor Virtual Assistant is entitled to immediate payment for work carried out and any expenses incurred

Payment

Payment is to be made by bank transfer or cheque

Retainer packages (on-going projects)

For retainer packages, payment for each month is required in advance,  Invoices will be issued on the 1st of each calendar month.

Clients wishing to cancel a retainer package are asked to provide a minimum of 2 months notice

Clients wishing to change band of retainer package are asked to give a minimum of 1 months notice

Loss / damage of client property

Emperor Virtual Assistant cannot be held responsible for any loss, damage, theft etc of any data, materials, projects, equipment or any items relating to the assignment during delivery from / to the office premises

For insurance and safety reasons personal visits to Emperor Virtual Assistant premises are not permitted

Proof reading & errors

Final proof reading is the responsibility of the client. 

All errors returned within 48 hours will be corrected free of charge

Confidentiality & security

Emperor Virtual Assistant believes that security and confidentiality is of paramount importance and is happy to sign confidentiality agreements if the client requires

All incoming emails and attachments, files and disks are scanned for viruses.  Any 'suspect' documents or emails - from an unrecognised sender - with no subject heading or containing no message will remain unopened and will be deleted

Emperor Virtual Assistant scans all outgoing emails and attachments for viruses but does not accept any responsibility for viruses transmitted

Our computer system is virus and password protected. 

We encourage all clients to use a secure method to transport any documents to Emperor Virtual Assistant, for example, courier and recorded delivery methods.

Emperor Virtual Assistant endeavours to avoid any system failure and cannot be held responsible for any loss whatsoever due to computer, broadband, power or telephone failure.

Emperor Virtual Assistant is not responsible for the content of the work supplied to us.  We reserve the right to refuse anything considered to be illegal or immoral

Emperor Virtual Assistant accepts no responsibility for the end use of any documents produced by them - this remains solely the responsibility of the client

Backing up files

Emperor Virtual Assistant will retain back up files of clients work for a period of 1 year, after which all files will be deleted (unless the client specifically requests otherwise).  We encourage all clients to retain their own back up of all work completed.

Copies of all files can be provided to the client prior to being deleted by Emperor Virtual Assistant