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📄 Terms and Conditions
Effective Date: [Insert Date]
Business Name: [Your Business Name]
Contact Email: [Your Email Address]
Location: Austin, Texas
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1. Acceptance of Terms
By hiring [Your Business Name] for virtual assistant, receptionist, or administrative services, you (“Client”) agree to be bound by the following Terms and Conditions. These terms govern your use of our services and the relationship between us.
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2. Scope of Services
Services may include, but are not limited to:
Virtual receptionist and call answering
Calendar and appointment scheduling
Email management and inbox organization
Document creation and editing
CRM data entry and lead management
Light project coordination and back-office support
Any services outside the agreed scope must be discussed and approved in writing.
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3. Working Hours
Standard business hours are:
Monday – Friday: [Insert hours, e.g., 9:00 AM to 5:00 PM CST]
After-hours or weekend work may be available with prior agreement and may incur additional fees.
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4. Communication Channels
We communicate via:
Phone
Messaging apps (Slack, WhatsApp, etc. – as agreed)
Project management platforms (Asana, Trello, ClickUp – if applicable)
Urgent matters must be marked clearly in subject lines or messages.
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5. Payment Terms
Services are billed on a [monthly/weekly/hourly or retainer] basis.
Invoices are due [within 7–14 days] from the date of issue.
Late payments may result in suspension of services and a late fee of [Insert %, e.g., 5%].
Accepted payment methods: [e.g., ACH, Stripe, PayPal, Zelle, etc.]
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6. Cancellations & Rescheduling
You may cancel or reschedule tasks with at least 24 hours’ notice.
No-shows or same-day cancellations may be charged at full rate or time deducted from prepaid hours.
Monthly retainers require 14-day written notice for cancellation.
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7. Confidentiality
We respect and protect your privacy. Any information shared will remain strictly confidential and will not be disclosed to any third party without your written permission. A Non-Disclosure Agreement (NDA) is available upon request.
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8. Data Security
We use secure platforms, strong passwords, and cloud-based systems to ensure your business data remains safe. See our Cybersecurity Policy for full details.
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9. Client Responsibilities
Clients agree to:
Provide clear, timely instructions and materials
Maintain respectful communication
Pay invoices on time
Not share proprietary tools or logins provided by [Your Business Name] without consent
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10. Intellectual Property
All original work created for the client remains the property of the client upon full payment. We retain the right to showcase generalized, anonymized versions of work in our portfolio unless otherwise requested.
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11. Termination of Agreement
Either party may terminate this agreement with written notice (minimum 14 days unless otherwise agreed). All outstanding fees must be paid in full prior to termination.
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12. Limitation of Liability
[Your Business Name] will not be liable for indirect, incidental, or consequential damages arising from the use of our services. We make every effort to deliver accurate, timely, and professional support.
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13. Changes to Terms
These terms may be updated at any time. Clients will be notified in writing of any significant changes at least 7 days in advance.
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14. Governing Law
This agreement is governed by the laws of the State of Texas. Any legal disputes shall be resolved within the jurisdiction of Travis County, Texas.
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15. Contact Information
If you have any questions about these Terms, please contact:
[Your Name or Business Name]
Email: [Your Email Address]
Phone: [Your Phone Number]