Terms & Conditions

1. Acceptance of Agreement

By engaging our services, you (“the Client”) agree to be bound by these Terms & Conditions. This agreement supersedes all previous understandings between the Assistant and the Client.

1.1 Virtual Signature: A digital or virtual signature is considered valid and binding.

2. Engagement

The Assistant agrees to carry out the services requested by the Client (“Services”), which may include, but are not limited to, the tasks detailed in the Statement of Work.

3. Fees

3.1 Payment Terms:
Fees are as outlined in the Statement of Work.

3.2 Expenses:
The Client shall reimburse reasonable, pre-approved out-of-pocket expenses incurred in the delivery of services.

3.3 Invoicing:
Services are invoiced monthly following delivery.

3.4 Late Payment:
Failure to pay on time may lead to cessation of work. The Assistant may retain Client property or work until payment is made in full.

3.5 Collection Costs:
In the case of non-payment, the Client shall be responsible for any legal or collection fees incurred.

4. Termination

4.1 Early Termination:
Either party may terminate:

• Immediately upon breach.
• With five (5) working days’ notice sent to: rachel@sos-bristol.co.uk

4.2 Payment on Termination:
The Client is responsible for payment for all work completed up to the date of termination.

5. Changes to Services

Any major changes to scope, deliverables, or fees require written approval. Additional services may be outlined in separate Statements of Work and confirmed by email.

6. Subcontracting

The Assistant may delegate tasks to third parties but remains responsible for their performance. The Client may not transfer rights without written consent.

7. Service Location

All services are provided remotely via email or other digital platforms.

8. Office Hours & Communication

Office hours:

• Mon–Thurs: 8:00 AM – 4:30 PM
• Friday: 8:00 AM – 3:00 PM

Email is the primary method of communication. Calls must be scheduled and may be billed if over 10 minutes.

9. Materials & Information

The Client must provide all necessary materials for projects, ensuring clarity and proper permissions for use.

10. Personal Data & Privacy

This agreement adheres to the UK GDPR and Data Protection Act (2018).
The Assistant also complies with the Client’s Privacy Notice and any related agreements (e.g., Data Processing Agreements).
A copy of Smart Office Support Ltd’s Privacy Notice is available on request or via our website.

11. Independent Contractor

The Assistant is an independent contractor. Nothing herein creates a partnership or employment relationship. The Assistant may work with other clients, provided no conflict of interest or confidentiality breach occurs.

12. Confidentiality

12.1 General:
Confidential information must be held in strict confidence and not disclosed without written consent.

12.2 Exceptions:
Confidentiality does not apply to information:

• Publicly known at the time of disclosure.
• Later becoming public without breach.
• Already lawfully known to the Assistant.
• Rightfully disclosed by a third party.

12.3 Password Access:
If the Client shares passwords or access credentials, it is at their own risk. The Client assumes responsibility for any resulting issues.

13. Insurance

Both parties confirm they have the necessary insurance coverage for the services outlined.

14. Amendments & Waivers

Changes to this agreement must be made in writing and agreed upon by both parties.