Aslan Virtual Admin

Online Business Management for Coaches and Healthcare Professionals

Terms and Conditions

If you decide to use Aslan Virtual Admin services, you will be sent a personalised version of these Terms and Conditions to sign and return by any of the following methods:
- scan it and e-mail to Lisa [at ] virtualadmin.ie ,
- post it to Lisa Nolan, Cormoy Lower, Blackstaffs Post, Carrickmacross, Co Monaghan.
1. GENERAL
1.1 This document sets out the terms and conditions of working with Aslan Virtual Admin so that both Aslan Virtual Admin and the Client are in agreement about the work to be completed, how rates are calculated, payment policy, data protection, confidentiality and intellectual property.
1.2 In this document, Lisa Nolan trading as Aslan Virtual Admin is referred to as ‘Aslan Virtual Admin’, ‘I’ or ‘me’ and “Work” shall include goods or services provided by Aslan Virtual Admin.
2. CONSULTATION
2.1 For new clients, an initial consultation of up to 30 minutes will be carried out via e-mail, or via phone/video call by appointment, to ensure that both parties are clear and in agreement about the Work to be carried out, by whom and in what timeframe. This consultation is free of charge. Additional consultation time or time spent discussing progress of, or amendments to, an agreed project will be billed at usual hourly rates.
3. CORRESPONDENCE
3.1 Written correspondence from Aslan Virtual Admin will be sent via e-mail unless otherwise agreed. All e-mails sent by the client to Aslan Virtual Admin regarding the work will be acknowledged.
4. DOCUMENTATION
4.1 Clients may send documentation associated with the Work via e-mail, fax, cloud, post or courier by prior arrangement. Clients who would like to upload audio files directly via the Aslan Virtual Admin website will be issued with a password.
4.2 The Client shall supply all information and materials which are required for, and relevant to, the performance of the Work. It is the sole responsibility of the Client to ensure that the information and materials provided are accurate and legible and that the uses of them are lawful.
4.3 The Client shall fully indemnify Aslan Virtual Admin of all costs, claims, demands, losses and expenses whatsoever arising out of the use of the materials and in the respect of any defamation claim, infringement or alleged infringement of any patent, copyright, registered design or other third party’s right arising out of the use of such materials.
5. ESTIMATES, QUOTATIONS, RATES, INVOICES AND PAYMENT TERMS
5.1 Where the Client is unsure as to the exact Work to be carried out, an estimate of hours and rates will be given. Such estimates will be based on information provided and are not firm quotes.
5.2 Quotations are valid for three months from the date of the quotation.
5.3 Rates quoted are per hour and time is charged on a pro-rata basis.
5.4 Final invoice will include additional items such as post and packing, travel expenses, telephone charges, printing, photocopying, etc. Any such items will be agreed with the Client in advance, fully itemised on invoice and copies of receipts provided where applicable.
5.5 The Client agrees to pay all invoices as per terms and timeframe indicated on the invoice.
5.6 Clients who book Aslan Virtual Admin on a retainer for a pre-agreed number of hours per month shall pay in advance at the start of each month. Unused hours may be carried over to one subsequent month subject to availability and at the discretion of Aslan Virtual Admin, but will then expire. Retainers are non-refundable. Additional hours over and above the agreed monthly retainer will be charged to the Client.
5.7 New clients with large projects may choose one of the following options:
a) Completed Work for the first hour will be watermarked & e-mailed in PDF format or as a screenshot with the relevant invoice. Upon full payment and clearing of funds through the banking system the watermark will be removed and the document will be e-mailed immediately. A deposit of 50% of the remainder of the project will then be invoiced and work will commence as soon as that payment has cleared the banking system.
b) A deposit of 50% of the total project will secure the hours required and work will commence as soon as that payment has cleared the banking system. The remaining 50% will be invoiced on completion of the Work. Completed Work will be sent to the Client as soon as that payment has cleared the banking system.
5.8 Aslan Virtual Admin reserves the right to withhold completed Work until outstanding invoices have been paid and cleared through the banking system.
5.9 In the event of a project being terminated by the Client before completion, the Client agrees to pay for all hours worked to that point.
6. CONFIDENTIALITY
6.1 Aslan Virtual Admin assures all Clients that every aspect of their business or practice will be treated with the strictest confidence. No details about the Client or the Work will be disclosed or passed on to a third party without prior consent, unless I am legally obliged to do so. I am happy to sign any confidentiality agreement you may have.
7. DATA PROTECTION
7.1 Client’s data is stored in accordance with the Data Protection Act 1998 and 2003. Client files are permanently deleted on a date that is agreed with the client. Completed Client files will be permanently deleted at a time agreed with the Client or will be stored for a maximum of 12 months after which time they will be permanently deleted. Electronic files are encrypted and password protected. Hard copies are stored in the office of Aslan Virtual Admin which is locked when unattended.
7.2 Aslan Virtual Admin will register with the Data Protection Commissioner as a Data Processor for any Clients who are Data Controllers.
8. SECURITY
8.1 I work hard to maintain virus-free systems, therefore I reserve the right not to open messages that have been flagged as spam or attachments that may contain viruses.
8.2 Each Client is responsible for their own virus protection.
8.3 Aslan Virtual Admin takes every precaution to ensure the safety of Client’s Work (both completed and ongoing) but does not accept liability in the event of fire, theft or accidental damage.
9. COMPLETED WORK
9.1 Once I have agreed to commence work for you, I promise to complete the task within the agreed time frame. If any unforeseen event occurs that is outside my control and makes it impossible for me to complete the Work, I will notify you immediately and make every effort to help you to find an alternative.
9.2 It is the Client’s sole responsibility to proof-read and check the completed Work sent by Aslan Virtual Admin. Any errors must be notified to Aslan Virtual Admin within seven days of receipt of completed Work. Any errors by Aslan Virtual Admin that are notified within seven days will be amended free of charge. Any amendments or alterations requested by the Client will be charged at normal hourly rates.
9.3 Completed Work will be sent by e-mail in an attachment, or via cloud, or in a format agreed with the Client. Completed documents can be encrypted or password protected if required. Hard copies can be posted on request. In this case the cost of printing and registered post will be added to the final invoice.
9.4 In the unlikely event that you are unhappy with the service provided, please notify me immediately so that I can rectify the situation.
10. INTELLECTUAL PROPERTY
10.1 Aslan Virtual Admin retains Intellectual Property Rights for any templates created and any documents designed by Lisa Nolan and reserves the right to use amended versions of any such templates or documents in the course of work for other Clients, unless a specific agreement to the contrary has been reached and documented in writing.
11. MORALITY CLAUSE
11.1 Aslan Virtual Admin reserves the right to refuse to undertake or complete Work that is illegal, immoral, objectionable, unethical or breaks copyright, libel or Data Protection law.

DESCRIPTION OF WORK TO BE UNDERTAKEN BY ASLAN VIRTUAL ADMIN

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RELEVANT ASLAN VIRTUAL ADMIN POLICY ENCLOSED (e.g. Twitter Policy, etc)

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DOCUMENTATION THAT WILL BE SUPPLIED BY THE CLIENT

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TIMEFRAME/DEADLINES AGREED

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Client Signature                                   Lisa Nolan, t/a Aslan Virtual Admin
NAME:
ADDRESS:

TEL:
E-MAIL: