Website Terms

AskTiffany is the business of Tiffany Coleman, virtual assistant providing online business and personal administrative support. These Website Terms (“Terms”) form the Agreement (“the Agreement”) between you (“you”, “your”) and AskTiffany (“I”, “me”, “my”, “Tiffany”, “Tiffany Coleman”, “AskTiffany”). By visiting or using the AskTiffany website you agree to be bound by these terms. If you do not agree with the website terms please do not use the website.

1. Website owner: 

Tiffany Coleman (Company name: AskTiffany)

Mailing address: Suite 1, 7 Wellington Hill West, Bristol, BS9 4SP

va@asktiffany.co.uk       07734 566 364

2. The website is for informative purposes only. No information included on the website may be copied or used for any other purpose without prior agreement from AskTiffany. AskTiffany website is intended to be useful and informative. I make no guarantee that the information is fully accurate or useful to you and the information is subject to change at any time. Please contact me directly to confirm any information included on the website.

3. AskTiffany does not accept any liability for any delay, loss, cost, expense or damage which you may suffer as a result of visiting or using my website.

4. AskTiffany accepts no responsibility or liability for any third-party advertisements placed on the website.

5. AskTiffany website may contain links to other internet websites. I do not accept any liability for the content of any linked website or for any delay, loss, cost, expense or damage which you may suffer as a result of visiting any linked website.

6. AskTiffany website may not be available at all times.

7. AskTiffany’s privacy policy can be found here on the website.

8. AskTiffany website uses website cookies and a pop-up window for all visitors to the website will outline current details of what information is collected and stored. AskTiffany website cookie policy can be found here on the website within the privacy policy.

9. Please contact me directly to obtain AskTiffany current Terms of Business which are separate to the Website Terms. A recent version of the Terms of Business is provided below.

10. Your use of this website and any dispute arising out of such use is subject to the laws of England, Wales, Scotland and Northern Ireland.

 

 

Terms of Business

AskTiffany is the business of Tiffany Coleman, virtual assistant providing online business and personal administrative support. These Terms of Business (“Terms”) and the attached Booking Confirmation Form [personalised Booking Confirmation Forms will be supplied to each client] together form the Agreement (“the Agreement”) between AskTiffany (“I”, “me”, “Tiffany”, “Tiffany Coleman”, “AskTiffany”) and the party (“client”, “you”) contracting to receive the services provided by AskTiffany.

1. Engagement

a. These Terms of Business and the attached Booking Confirmation Form together form the Agreement between AskTiffany and the client.

b. The attached Booking Confirmation Form sets out the exact scope of work to be undertaken, agreed hours and cost.

c. For future Agreements and ongoing bookings, the exact scope of work to be undertaken, agreed hours and cost can subsequently be agreed via email in place of the Booking Confirmation Form and the same terms of business will apply, unless otherwise specified.

d. Prior to commencing any work these Terms of Business and attached Booking Confirmation Form must be read and signed to indicate the client’s acceptance of the Agreement, including acceptance of the work to be undertaken and payment terms. A signed copy must be returned to AskTiffany via va@asktiffany.co.uk . Electronic signatures will be deemed as acceptance of the Agreement. I will then return a signed copy to the client to confirm AskTiffany’s agreement to the work details agreed on the Booking Confirmation Form. Please note to establish the scope of work for the Booking Confirmation Form an initial Booking Request Form and/or meetings and phone calls between both parties may be used.

e. AskTiffany is an independent service provider and not an employee of the client. The client will not provide employee benefits including holiday pay, sick pay or pension contributions.

f. I will not undertake any work I believe to be illegal or unethical.

2. Payments & billing

a. Invoices will be emailed directly to the client via FreeAgent invoicing and payment may be made by PayPal, online credit card payment or direct bacs transfer payment.

b. For new clients the total cost of requested ad hoc hours/packages will be invoiced and full payment must be received prior to work commencing for the first 60 hours of work.

c. After the first 60 hours of ad hoc hours invoices will be issued on completion of work and payment must be received within 14 days of invoice received (see below for “packages”).

d. If an invoice remains unpaid 14 days after the invoice date AskTiffany retains the right to cease all agreed activity. Overdue invoices may result in interest fees as per the rights afforded under the Late Payment of Commercial Debts (Interest) Act 1998. Unpaid invoices may be forwarded to a small claims court and any costs incurred in chasing and recovering unpaid invoices may be charged as billable hours.

e. All work is tracked and rounded up to the nearest 15 minutes of work undertaken. All requests for time records must be made in writing. These will then be included alongside invoices. A minimum of one hours’ work will be charged (or logged within the agreed “package”, if applicable) on days where work is required.

f. All communication, including phone calls and email, with or on behalf of the client will be charged as billable hours and/or logged within the agreed “package” hours of work.

g. All expenses relating to the agreed work to be undertaken will be pre-approved and invoiced to the client accordingly.

h. If the agreed work requires payment to a supplier or other third party the client must pay this to the supplier.

i. Cost of access to payable systems and licences/tools not already in regular use by AskTiffany and required to undertake the agreed work will be invoiced to the client with prior agreement.

j. AskTiffany reserves the right to review package and hourly rates when appropriate and clients will be made aware of any changes to costs in advance of any further work being undertaken. AskTiffany wll notify clients of any changes to hourly rates in writing with at least one month’s notice.

k. AskTiffany is not currently VAT registered.

Retainer hours (“packages”)

l. Packages are a set number of hours per month that are pre-paid for. Payment for packages will be invoiced and need to be paid in full in advance of work commencing.

m. Packages work on a calendar-month basis, commencing on the 1^st of the upcoming month until the end of the calendar month, unless otherwise specified on the Booking Confirmation Form. Where a package commences part-way through a month the exact dates of the package and exact payment details will be outlined on the Booking Confirmation Form.

n. Packages will apply to work carried out between the dates specified in the Booking Confirmation Form only and cannot be carried forward without prior agreement and a monetary refund will not apply.

o. Package hours will usually be divided up approximately equally per week. If you require more work to be carried out during a particular week please specify this on the initial Booking Request Form to ensure availability, including notifying me of any specific deadlines to ensure the work can be undertaken and completed in time. Where specific deadlines have not been specified on the Booking Confirmation Form it is understood work may not be completed in accordance with specific deadlines and/or the client may be able to purchase “out of hours” work at a higher rate. I will advise you at the earliest opportunity if I expect a deadline may not be met.

p. Any additional hours of work outside the scope of an agreed package, as stated on the Booking Confirmation Form, will incur additional fees at the ad hoc rate specified on the Booking Confirmation Form, unless otherwise agreed. Alternatively, the client may wish to request to purchase an additional package.

3. Services

a. All work is to be undertaken at AskTiffany premises (Suite 1, 7 Wellington Hill West, Henleaze, Bristol, BS9 4SP) unless otherwise specified on the Booking Confirmation Form. Where travel is required to other premises travel expenses will be invoiced to the client (payable within 14 days) and the ad hoc hourly rate specified on the Booking Confirmation Form will be charged (or hours logged within the agreed package, if applicable).

b. I will endeavour to ensure AskTiffany email and other systems are in place and fully working at all times to enable me to carry out client work promptly, this includes ensuring up-to-date virus protection. AskTiffany will not hold any responsibility for any delay, loss, cost, expense or damage which you may suffer as a result of any system errors, for example system maintenance. I will of course endeavour to proceed with completing the work as soon as is feasible.

c. Any time required to set up systems required to carry out the work for the client will be billed and/or logged within the agreed package hours of work.

d. The client understands that estimated time to complete work is an estimation and any adjustments to the amount of time required and subsequent cost is subject to review.

e. If the client causes delay to the work being undertaken or alters the scope of the agreed work AskTiffany reserves the right to request an extension to the agreed package and charge for additional time required to complete the work at the ad hoc rate specified on the Booking Confirmation Form.

f. Final proofreading remains the responsibility of the client. AskTiffany does not accept liability for any errors or omissions. Errors identified by the client in their final proofread must be identified to AskTiffany within 48 hours of the work being completed and AskTiffany will rectify those errors as soon as possible free of charge. After 48 hours any errors/omissions identified will be corrected by AskTiffany as further billable ad hoc hours at the rate specified in the Booking Confirmation Form.

g. The client must advise AskTiffany of any concerns in relation to the work being undertaken as soon as possible to ensure the work is being undertaken as required. Once work is completed any further changes will be charged/logged as billable hours as per the Agreement.

h. Should a “force majeure” occur (an event beyond the reasonable control of AskTiffany) for example, but not limited to, an accident, fire, flood, storm, malicious damage or compliance with a government law or order, then AskTiffany will endeavour to notify you as soon as possible of any anticipated delays and AskTiffany will not hold any responsibility for any delay, loss, cost, expense or damage which you may suffer as a result.

i. Any complaints should be made to AskTiffany by writing (email or post) within 14 days of the work undertaken. All complaints will be acknowledged within 2 working days by email and fully responded to within 14 days. I will of course endeavour to resolve any complaints fully as soon as possible

4. Confidentiality

a. I agree to work confidentially at all times and not to disclose any business or personal information to any third party, without prior agreement, either during the term of engagement or once the Agreement has ceased, unless required to do so by law.

5. End user responsibility / legal ownership

a. AskTiffany is not responsible for the end use of any work, including any documents or material, produced by me for the client, nor for the content of any document supplied to me by the client.

b. The client is solely responsible for the use of any work produced by AskTiffany and ensuring its use abides with any copyright, plagiarism laws and any publishing requirements.

c. The client will be the legal owner or any work, including any documents or material, produced or developed by AskTiffany for the client and the client will hold all intellectual copyright for the work undertaken, once full payment is received.

6. Termination

a. Cancellation of ad hoc hours must be made by 72 hours written notice by either the client or AskTiffany and a full refund will apply. Cancellation of ad hoc hours by the client with less than 72 hours’ notice will occur fees as per the Agreement.

b. Cancellation by either the client or AskTiffany where work has been undertaken will occur 100% of the agreed costs.

For retainer hours (“packages”)

c. The client must provide 30 days written notice to cancel any planned work. Any planned work within the 30 days will be undertaken and payments for the work should be made as per the Agreement. The Agreement will terminate once the work has been completed. Payment for unused hours will be required and must be paid as per the Terms and Booking Confirmation Form within the Agreement.

d. Where an “ongoing” package has been specified on the Booking Confirmation Form the package and agreed payments will continue on a rolling monthly basis. To cancel an “ongoing” package the client must provide 30 days written notice as per clause 6c.

e. Cancellation by either the client or AskTiffany where work has been undertaken will incur 100% of the agreed costs and the cost of all agreed and planned work for the remaining 30 days’ notice and must be paid as per the Agreement.

f. The client will be liable for any third-party costs, for example supplier costs, in the event of cancellation.

g. Time taken in handing over of any pre-agreed work will be charged at the standard hourly ad hoc rate outlined on the Booking Confirmation Form (where no pre-paid package hours remain).

h. Any cancellations made by AskTiffany will be given with 30 days’ notice wherever possible and full refund issued for any payment already made for work not yet undertaken.

7. How I work

a. I promise to conduct my work in a professional manner at all times.

b. I agree to respond to all general email enquiries within 48 hours’ notice whenever possible. Email is my preferred correspondence, but I will be available via phone within normal hours of availability and will respond to all calls within 24 hours whenever possible.

c. All work requests should be sent via va@asktiffany.co.uk clearly specifying detail of the work to be undertaken and including all passwords, documents, templates and other information necessary to undertake the work included.

d. My normal hours of availability are 9.30am-5pm Monday-Friday (excluding national holidays). Availability outside of normal hours is unlikely without prior agreement and additional charges are likely to apply – for any urgent requests please discuss this with me and I will accommodate where I can.

e. Any additional ad hoc hours of work over and above package hours requested will be invoiced as per the ad hoc rate specified on the Booking Confirmation Form. I will inform you in advance before undertaking any additional hours and/or discuss the possibility of purchasing an additional package if you wish to.

f. AskTiffany services may not always be available at all times during normal hours of availability and the client must specify any exact timings required prior to the work being agreed and commenced.

g. I will advise clients at the earliest opportunity if I suspect a deadline may not be met, for example due to unavoidable sickness.

h. I am happy to work with the client’s preferred systems and methods of working wherever possible. Initial billable time may be required to allow for setting up and familiarisation of specific systems.

i. I will advise clients at the earliest opportunity of any planned annual leave to discuss the best arrangements for the client during that time.

j. Client password access to systems required for the agreed work must be supplied securely via LastPass unless otherwise specified on the Booking Confirmation Form.

8. Data and Privacy

a. All personal data will be handled in accordance with General Data Protection Regulation (GDPR). I, Tiffany Coleman, am responsible for the data held in relation to AskTiffany and am registered directly with the ICO, registration number ZA781497.

b. My Privacy Policy can be found on AskTiffany.co.uk and specifies how I gather, control and process data.

c. As the client you must ensure you have all necessary consents and regulations in place in relation to any personal data before any work is undertaken by me. A Data Processing Agreement outlining exactly how AskTiffany will handle and process any shared data and outlining how the data has been obtained will need to be completed and sent to va@asktiffany.co.uk prior to work commencing in relation to any personal data.

d. All documents and materials containing any confidential or personal data must be securely shared. AskTiffany will not be liable for any data which has not been securely shared.

e. AskTiffany will regularly create and store temporary data back-ups to ensure continuity of service.

f. Any time spent responding to data audit requests in relation to the client or work undertaken on behalf of the client will be billed at the ad hoc hourly rate specified on the Booking Confirmation Form and any expenses incurred in undertaking the work will be invoiced accordingly. This includes GDPR audit requests or audit requests for any other legal body.

g. I agree to destroy any data relating to the client 30 days after the term of engagement ceases unless required to keep longer for insurance purposes or by law.

h. I may need to retain some information relating to the work carried out to enable me to maintain records of the work undertaken

9. Insurance

1. I have professional indemnity and public liability in place via PolicyBee. For details of the indemnity please request this in writing.

10. Contact Details

Tiffany Coleman (Company name: AskTiffany)

Mailing address: Suite 1, 7 Wellington Hill West, Henleaze, Bristol, BS9 4SP

va@asktiffany.co.uk       07734 566 364