Terms & Conditions

CW Virtual PA Services

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Last Updated: 10 August 2026

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These Terms & Conditions set out the basis on which CW Virtual PA Services provides virtual PA and business support services.

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By engaging CW Virtual PA Services, you confirm that you have read and agree to these Terms & Conditions.

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1. Services

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• CW Virtual PA Services provides remote administrative and business support to therapists, healthcare professionals, creatives, entrepreneurs and small businesses.

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• Services may include diary and email management, client administration, CRM, invoicing, research, social media administration, newsletter support, event administration, document preparation and general business support.

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• The specific services and priorities will be agreed with you before work begins.

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2. Fees and Payment

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• Our current rates and packages will be confirmed before work commences. Unless otherwise agreed, our standard hourly rate is £35 per hour.

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• Retainer packages are paid in advance and provide a set number of hours each month. Unused hours do not automatically carry forward unless agreed in writing.

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• Ad hoc work is charged at the agreed hourly rate and invoiced through Xero.

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• Payment is due within the timescale shown on your invoice. We reserve the right to suspend services where invoices remain unpaid.

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3. Time Recording

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• Time spent on your work is recorded using Clockify.

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• Billable time may include completing tasks, research, meetings, emails, planning, preparation and project administration.

Time is recorded and charged in accordance with our current billing arrangements.

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4. Client Responsibilities

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• You agree to provide accurate information, clear instructions and reasonable deadlines, together with any system access required to complete the work.

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• You remain responsible for checking and approving work where appropriate and for ensuring that information you provide to us can lawfully be processed.

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• We cannot be responsible for delays caused by incomplete information, lack of access or delayed responses.

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5. Confidentiality

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• We understand that we may have access to confidential business, financial, personal or creative information.

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• We will treat your information as confidential and will not disclose it except where authorised by you, necessary to provide our services or required by law.

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6. Data Protection

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• We take the security of personal information seriously and comply with applicable UK data protection legislation, including the UK GDPR and Data Protection Act 2018.

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• Where we process personal data on your behalf, a separate Data Processing Agreement may be required.

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• You remain responsible for ensuring that you have the appropriate lawful basis and permissions for any personal data you provide to us.

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• Our Privacy Policy explains how we collect, use and protect personal information.

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7. Software and Systems

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• We may use trusted platforms including Microsoft 365, Google Workspace, iCloud, Xero, Clockify, MailerLite and Calendly when providing our services.

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• We will take reasonable steps to protect information accessed through these systems. Third-party platforms are also subject to their own terms and privacy policies.

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8. Creative Work

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• For creative clients, you remain responsible for your creative direction, content and final approval of work.

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• Where we create templates, documents, social media content or other materials specifically for your business, these may be used for your business once payment has been made in full.

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• Our existing templates, systems, processes and know-how remain the property of CW Virtual PA Services unless otherwise agreed in writing.

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9. Associates

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• Where appropriate, we may use trusted associates or subcontractors to assist with your work.

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• Any associate involved will be expected to maintain appropriate confidentiality and data protection standards.

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10. Availability and Holidays

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• Our working hours are generally Monday to Friday, with specific working hours agreed with each client according to their requirements and our availability.

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• Working hours are negotiable within the working week and may vary depending on the nature of the services being provided.

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• We will provide reasonable notice of planned holidays or periods of absence where possible.

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• We aim to respond to communications within two working days, although urgent matters will be prioritised where possible.

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11. Cancellation and Termination

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• Either party may end an ongoing arrangement by providing the notice period agreed when services commence.

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• Any outstanding invoices remain payable.

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• We reserve the right to suspend or terminate services immediately in cases of serious breach of these Terms, non-payment, inappropriate behaviour or requests to undertake unlawful activity.

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12. Liability

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• We will provide our services with reasonable care and skill but cannot guarantee any particular business, financial, marketing or commercial outcome.

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• To the extent permitted by law, CW Virtual PA Services will not be liable for indirect or consequential losses, loss of profits or loss of business opportunities.

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• Nothing in these Terms excludes or limits liability where doing so would be unlawful.

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13. Complaints

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• If you are unhappy with any aspect of our service, please contact us as soon as possible so we have the opportunity to resolve the matter.

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• Data protection complaints will be handled in accordance with our Data Complaints Policy.

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14. Changes to These Terms

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• We may update these Terms & Conditions from time to time to reflect changes to our business, services or legal requirements.

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• Where changes materially affect an existing client relationship, reasonable notice will be provided.

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15. Governing Law

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These Terms & Conditions are governed by the laws of England and Wales, and any disputes will be subject to the jurisdiction of the courts of England and Wales.

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16. Contact

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CW Virtual PA Services

Email: info@cwvirtualpa.co.uk

Website: www.cwvirtualpa.co.uk

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By engaging CW Virtual PA Services, you confirm that you have read, understood and agree to these Terms & Conditions.