Terms and Conditions

Terms and Conditions for Vicki Admin Fairy®

  1. Introduction

Welcome to Vicki Admin Fairy® These Terms and Conditions (T&Cs) govern your access to and use of our services. By engaging our services, you accept and agree to comply with these T&Cs. Please read them carefully before proceeding.

  1. Scope of Services

Vicki Admin Fairy® offers administrative and virtual assistant support to self-employed individuals and small businesses, which may include, but is not limited to:

  • Administrative support
  • Email management
  • Website editing and blog posts
  • Invoicing and quoting
  • Basic bookkeeping
  • Chasing late payments and financial admin
  • Spreadsheets
  • Online diary management
  • Report writing
  • Transcription
  • Social media management
  • Trademarking applications (subject to additional terms)

All services are provided remotely unless otherwise agreed. Additional services or adjustments to existing services are subject to client approval and may incur additional fees.

  1. Client Responsibilities

To ensure a smooth and productive working relationship, the client agrees to:

  • Provide accurate and complete information relevant to the services requested.
  • Respond to communication within a reasonable timeframe, typically within 48 hours, unless agreed otherwise.
  • Meet payment terms as outlined in Section 7.
  • Respect boundaries: Non-urgent tasks received after 6 pm or on weekends will be actioned the following working day, unless pre-arranged.
  • Review and approve deliverables promptly to avoid delays.

Failure to meet these responsibilities may impact service quality and completion timelines.

  1. Confidentiality

Vicki Admin Fairy® understands the importance of confidentiality and agrees to:

  • Safeguard all client information and use it solely for providing services.
  • Sign a Non-Disclosure Agreement (NDA) upon request.
  • Comply with GDPR and other relevant data protection laws to ensure the security and privacy of client data.
  1. Privacy Policy and Data Use

Please refer to our Privacy Policy for details on how we collect, use, and protect your personal information. By engaging our services, you acknowledge and consent to the data practices described in the Privacy Policy, including the responsible use of AI for certain tasks.

  1. Service Modifications and AI Usage

We reserve the right to adjust the scope and nature of our services, incorporating AI tools where appropriate, for efficiency and accuracy. AI may assist in areas such as content drafting, scheduling, error-checking, and communication, but all AI outputs are reviewed by a team member. Clients can request human-only handling of tasks.

  1. Fees and Payment Terms
  • Payment Schedule: Invoices are issued monthly or upon project completion, depending on the service agreement. Payment is due within 14 days of the invoice date, unless otherwise agreed in writing.
  • Late Payments: Late payments may incur a 8% fee for each 30-day period overdue. Persistent late payments may result in service suspension.
  • Payment Methods: We accept payments via bank transfer and other agreed-upon methods. International clients are responsible for any additional bank fees.
  1. Cancellations and Rescheduling
  • Notice Period: Either party may terminate or suspend services with 14 days’ written notice. Any work completed before the termination will be billed accordingly.
  • Rescheduling Services: Clients may request to reschedule services; however, this may affect timelines and deliverables.
  • Cancellation by Vicki Admin Fairy®: We reserve the right to terminate services immediately if the client breaches these T&Cs or engages in unethical behaviour. In such cases, fees for completed work remain payable.
  1. Intellectual Property and Usage Rights
  • Client-Owned Content: All original content provided by the client, such as logos, copy, and brand guidelines, remains the client’s property.
  • Content Created by Vicki Admin Fairy®: Upon full payment, the client has usage rights to content, materials, and deliverables created on their behalf. Vicki Admin Fairy® reserves the right to display non-confidential work as part of its portfolio unless otherwise agreed.
  • Third-Party Rights: The client is responsible for securing any third-party rights for content (e.g., images, logos) shared with Vicki Admin Fairy® for use in projects.
  1. Limitation of Liability

Vicki Admin Fairy® provides services to the best of its abilities but makes no guarantees of specific results. Our liability is limited to:

  • Service Issues: Correcting or re-performing services where necessary.
  • Direct Damages: The total liability for any claim, including negligence, is limited to the total amount paid by the client in the 3 months preceding the incident.
  • Exclusions: We are not liable for indirect, consequential, or incidental damages, including loss of profits, data, or goodwill.
  1. Client-Supplied Equipment and Materials

If any equipment, documents, or materials are supplied by the client, it is the client’s responsibility to ensure they are accurate, functional, and available on time. Any delay caused by issues with client-supplied materials may impact timelines and service delivery.

  1. Communication and Availability

We aim to provide responsive and flexible support tailored to each client’s needs. Regular working hours are 9 am to 6 pm on weekdays, with responses outside of these hours only by prior arrangement. Urgent matters will be assessed and addressed on a case-by-case basis, but non-urgent tasks will be actioned the next working day if received after 6 pm.

  1. AI and Automation

To enhance service efficiency, certain tasks may be assisted by AI or automation tools under strict oversight. This is primarily used for data entry, content drafting, scheduling, and communication, ensuring compliance with GDPR and privacy laws. Clients may request AI-free handling of tasks at any time.

  1. Amendments to Terms and Conditions

Vicki Admin Fairy® reserves the right to update or amend these T&Cs as needed. We will notify clients of significant changes. Continued use of our services after amendments are made constitutes acceptance of the revised terms.

  1. Governing Law and Jurisdiction

These Terms and Conditions are governed by and construed in accordance with the laws of the United Kingdom. Any disputes will be subject to the exclusive jurisdiction of the courts of England and Wales.

  1. Contact Information

For questions, concerns, or to request adjustments to your agreement, please contact us at: Vicki Admin Fairy®
Email: Hello@vickiadminfairy.co.uk
Phone: 07852415960

Vicki Wilson

2 Chapel Croft. Weston Rhyn, Oswestry SY10 7JS Shropshire, UK