Papillon Virtual Solutions Terms & Conditions
Terms & Conditions
- CONFIDENTIALITY & RIGHTS
- Papillon Virtual Solutions and associates shall keep any work undertaken confidential and not use it for personal gain or promotion without the written consent of the Client.
- The business affairs of the Client shall not be discussed or disclosed to any third parties without prior written permission from the Client.
- All images supplied by the client remain the client's responsibility, for obtaining rights for use. All images supplied by Papillon Virtual Solutions & Associates will be sourced with permission.
- PAYMENTS & BILLING
- Initial thirty-minute consultation by Zoom, MS Teams, or telephone is complimentary.
- Final proofreading and checking of all work supplied is the responsibility of the client.
- The Client understands Papillon Virtual Solutions estimated time and cost for completing the Work is an informal calculation and that any adjustments to the amount of work, schedule, and/or the number of hours and fees are subject to review and renegotiation with the Client when necessary.
- Any errors must be reported within two (2) days of receipt of completed work. Errors generated by Papillon Virtual Solutions will be rectified free of charge, but amendments or alterations requested by the client thereafter will be charged at the standard hourly rate.
- If, however, on receipt of the item to be worked on or at an early stage, it becomes apparent that significantly more work is required than had been anticipated in the preliminary discussion Papillon Virtual Solutions may renegotiate the fee and/or the deadline.
- Similarly, if, during the term of Papillon Virtual Solutions work, the Client requests additional tasks, Papillon Virtual Solutions may renegotiate the fee and/or the deadline.
- Should ongoing project work be suspended or delayed through any default of the client, Papillon Virtual Solutions shall be entitled to immediate payment for work already carried out and expenses incurred.
- An agreement, in writing or by email, of a set number of hours a week or month may not be carried over to subsequent periods by the client, without prior written agreement from both parties.
- If the project is based on an hourly rate, then a minimum invoice amount is for one hour and the hourly rate is billed accordingly.
- Clients will be invoiced either after an individual assignment is completed or on an ongoing monthly basis.
- First-time clients will initially be invoiced in advance of work commencing. All subsequent work will be invoiced at the end of every calendar month.
- Invoices are to be settled within seven (7) days of the delivery unless otherwise agreed. The final invoice shall include billable time, reimbursable expenses, and any other fees related to the Work.
- Unpaid bills will incur interest, as per government guidelines. It is at Papillon Virtual Solutions' discretion whether work continues after a bill remains unpaid beyond a 7-day payment period.
- Billable time includes meetings and calls outside of contracted hours and includes the writing and/or reading of correspondence sent by mail or email.
- A time report can be provided with the invoice unless the client requests otherwise.
- All postage, printing, and other stationery expenses bought on behalf of the Client’s business will be added to the invoice for reimbursement.
- Payment is to be made by bank transfer.
- Once an invoice becomes overdue, no further work will be undertaken.
- Under the terms of the Data Protection Act 1998 / GDPR, the Client and Papillon Virtual Solutions may keep on record such information (e.g. contact details) as necessary. Either may view the other’s records to ensure that they are relevant, correct, and up to date.
- The Client, Papillon Virtual Solutions have the right to terminate a contract for services if there is a serious breach of its terms.
- OUR COMMITMENT
- To conduct your business affairs professionally and avoid behaviour that could bring your business and reputation into disrepute.
- to conduct business affairs based on sound, ethical principles and will communicate fairly and honestly with your clients, associates, employees, and suppliers.
- to make an honest representation of our skills, experience, and qualifications.
- to respect the confidentiality of your personal and business practices and recognise your ownership of any intellectual copyright of your business activities.
- to strive to maintain my high professional standards by staying abreast of advances within my industry and to strive for excellence through professional improvement.
- to keep all acquired personal data safe and secure and ensure it is only used for its intended purpose, under GDPR and all regulations set by the ICO.
- NOTICE PERIOD
- The notice period is one month and detailed in writing.
- WORKING HOURS
- Family and relaxation time is from 17:00 Monday to Friday and all weekend; any communication outside of these hours will normally be dealt with on the next working day unless agreed in advance.
- TURNAROUND TIMES
- Regular and retained clients assume priority. If you know you’ll be needing a set number of hours every month, a specific task completed every month, or there’s a possibility any of your tasks will need my attention within two working days then a retainer package is your best option. You can retain my time, at my usual hourly rate, anything from an hour a month.
- Papillon Virtual Solutions Terms and Conditions may be updated at any time to suit the demands of the business. If you have any queries, please do not hesitate to contact us.