Terms & Conditions
I’d like to personally welcome you to YVA Solutions! We are thrilled that we have this opportunity to partner together in business. It is our personal commitment to provide the best possible service to you as your virtual assistant/online business manager. We am dedicated to making our working relationship a success. We look for and welcome feedback from my clients on ways to make YVA solutions your best support system yet. We put a tremendous emphasis on high-level individual client contact. Our #1 goal is to serve my clients with unparalleled excellence.
What you can expect by working with YVA
As a client of YVA Solutions we are committed to:
- Going the extra mile to make my clients happy
- Responding to e-mail and phone messages promptly
- Following up with my clients to ask for feedback
- Making recommendations and offer solutions
Our work hours vary; however, my office hours are Monday through Friday 9:30AM – 3:30PM EST. If you need assistance outside of normal office hours, please let us know and we will accommodate you as best we can.* Please note: Although I do attend to some light client work if needed, I primarily reserve Fridays for taking care of my administrative tasks so no client projects or tasks will be started on that day.
*Please note that a surcharge may be assessed for urgent, rush, off-hour, or vacation requests that will be added to your invoice. You will be made aware if such charges apply.
Our only method of communication is via our online portal TeamWork. Using this method will ensure a prompt response during normal business hours. Most e-mails are returned within 6-12 hours of receipt.
Project / Task Client Care Procedure
All Monthly Retainer client projects and tasks will be submitted and assigned via TeamWork. Please make sure you are as detailed as possible in the description box when assigning tasks. Only written requests are considered official. This also means that any projects or tasks that are discussed via zoom must still be confirmed in writing, via the TeamWork platform.
Kickoff & Status Meetings
All first-time clients will receive a request to schedule a complimentary 60 minute Kickoff meeting with me once your initial paperwork and payment are received.
As we move forward, I recommend we schedule a regular phone call, monthly, for a quick status meeting to discuss outstanding tasks, priorities and any issues. Status meetings will last no more than 30 minutes. Any time beyond can be billed at my discretion.
YVA office observes the following holidays:Holiday Schedule
- All USA & Canadian observed Holidays
- December 24 – January 1st
I will provide you with a three (3) week notice prior to any vacation time. In the unlikely event that I am unable to provide 3 weeks advanced notice, I will provide with as much notice as possible.
Referrals are our favorite way to gain new business. Any time that you generously make a referral to our business, please let us know and we will be sure to acknowledge you with a special gift. If you refer a friend or colleague who becomes a client, I will offer 15% off of your next invoice.
I adhere to a strict confidentiality code and no information will be divulged to a third party. All documentation sent to me will be returned upon completion + payment. I take your confidentiality very seriously – all passwords are encrypted and I use the highest level of internet security. If I need to use your credit card, I will shred the info after 1 use. Should the business tasks be allocated to someone internally (i.e. I bring on a new team member to support me), it is acknowledged that the Client should be introduced to the new project manager and approve the change.
This agreement is made effective as of payment secured date. In this agreement, the party who is contracting to receive services shall be referred to as “Client,” and the party who will be providing the services shall be referred to as “Consultant.” Therefore, the parties agree:
Description of Services: Beginning after payment has been secured, the Consultant will provide Business Services to the Client. Business services are defined as but not limited to:
(Credit Pack) Virtual Assistant Services
Per tasks assignment, 1 revision only. No refunds for used credits, balance of credits in account.
Credits expire in 6 months from date of purchase
(The Opening Act) Virtual Assistant Services
20 Hours a month of VA services
*Does not include any strategy or recommendations
Online Business Management Services
20 hours a month of Project Management
1 Weekly Zoom Call
Client will provide:
- The foundational content that will be used in the fulfillment of each task listed above
- Password or login information (via LastPass) that is needed to complete tasks
- Any and all other content requested by Consultant in order to complete tasks
It is understood that this work can evolve over time as new services are provided to the Client.
Monthly Retainer Clients Payment: You understand you are entering into a autobill subscription service for the next 6 months. Payment is due before work will commence. There are no refunds given for work completed and billed for.
In the event that the Client has an outstanding invoice, the charges shall accrue as follows: 5 days past due $25/late fee applies to the balance. The Consultant will cease all services and this agreement will be placed “on hold” until the Client has paid the total amount owed plus all applicable interest fees (2% of the balance).
Appointments: Both Client and the Consultant agree to respect each other’s time and to show up on time for meetings and calls. If client needs to reschedule an appointment, a request to reschedule should be made at least 24 hours in advance via email to [email protected] Unless there is at least 24 hours notice given to reschedule appointments, failure to make an appointment at the scheduled time will be considered “no-
call, no-show” and any payments made will be forfeited. Both parties agree to be flexible and reasonable with requests to reschedule appointments.
Client Expectations: In order for Client to get the most out the Consultant’s services, Client must be fully committed to providing the Consultant with any/all content listed in the Description of Services within 24 hours of the Consultant’s request. In the event that the client needs more time, the client is expected to take full responsibility for contacting the Consultant within the initial 24 hour period to discuss a new deadline to be agreed upon by both parties.
Copyright for Design Services: The Client guarantees that all elements of text, graphics, photos, designs, trademarks, or other artwork you provide are either owned by your good selves, or that you’ve permission to use them. The Client agrees to indemnify and hold the Consultant harmless against any and all claims, costs, and expenses, including attorney’s fees, due to materials included in the Design at the request of the Client for which infringe on the intellectual property rights of another (whether copyright or trademark), or for which uses exceed the Client’s right to use under a license agreement.
In exchange for the Payment listed above, Consultant agrees to perform the work described as a work made for hire and shall assign all rights to the final work to Client, subject to the following:
The Client will have all rights to the visual elements that the Consultant creates for the project. The Consultant will give any/all sourced files and finished files. Once delivered, it is the Client’s responsibility to keep them somewhere safe as the Consultant is not required to keep a copy. The Client owns all elements of text, images and data they provided, unless someone else owns them.
The Consultant reserves the license and right to display and/or link to your project as part of my portfolio and to write about it on websites, in magazine articles, and in books.
Relationship of Parties: It is understood by both parties that the Consultant is an Independent Contractor and is not an Employee of the Client. The Client will not provide benefits, including health insurance, paid vacation or any other Employee benefit for the Consultant. The Consultant is also responsible for her own taxes and other withholdings from her payments.
Confidentiality: The Client recognizes that the Consultant has and will have the following proprietary information: products, prices, future plans, client database and personal information. Other information (collectively “Information”) which are valuable, special and unique assets of the Client. The Consultant agrees not to, at any time or in any manner, either directly or indirectly, use any Information for Consultant’s own benefit, or divulge, disclose, or communicate any Information to any third party without the prior written consent of the Client. The Consultant will protect the Information and treat it as strictly confidential.
Entire Agreement: This Agreement contains the entire agreement of the parties and there are no other promises or conditions in any other agreement, whether oral or written. This Agreement supersedes any prior written or oral agreement between the parties.
Amendment: This Agreement may be amended if the amendment is made in writing and is signed by both parties. All notices shall be deemed delivered when delivered in person, or deposited in the mail to the intended party’s current mailing address.
Severability: If any provision of this Agreement shall be held to be invalid for any reason, the remaining provisions shall continue to be valid and enforceable. If a court finds that any provision of the Agreement is invalid or unenforceable, but that by limiting such provisions, it would become valid and enforceable, then such provision shall be deemed to be written, construed and enforced as so limited.
Waiver of Contractual Right: The failure of either party to enforce any provision of this Agreement shall not be construed as a waiver or limitation of that party’s right to subsequently enforce and compel strict compliance with every provision.
Non Disclosure: You will hold in confidence and not possess or use (except to evaluate within the proposed business relationship) or disclose any Proprietary Information except information you can document (a) is in the public domain through no fault of yours, (b) was properly known to you prior to disclosure by Company and you will not reverse engineer or attempt to derive the composition or underlying information, structure or ideas of any Proprietary Information.
The foregoing does not grant you a license in or to any of the Proprietary Information.
Applicable Law” This Agreement shall be governed by the laws of the Ontario Canada, the Consultant’s province of business registration.
Termination of the agreement: This agreement expires 6 months after first payment., Client must purchase a new contract each 6 months.