Terms Of Business

Last reviewed: 21 September 2026

These terms explain the basis on which Joanna Thompson VA provides virtual assistant services. A proposal, quotation, statement of work or service agreement may include additional terms specific to a client or project.

1. Business Details

• Legal name: [TO COMPLETE: full legal name or registered company name]
• Trading name: Joanna Thompson VA
• Business structure: [TO COMPLETE: sole trader or limited company]
• Business address: [TO COMPLETE: postal business address]
• Email: [TO COMPLETE: confirmed business email]
• Telephone: 07774 641195
• Company number, if applicable: [TO COMPLETE or remove]

2. Who These Terms Apply To

[TO COMPLETE: confirm whether services are provided only to businesses, only to consumers, or to both. Consumer clients may have additional statutory rights that must be reflected in these terms.]

3. Services

The services to be provided, priorities, deliverables, working arrangements and any limitations will be agreed in writing before work begins. Services may include administration, email management, scheduling, data entry, HR administration, invoicing support, client communication, CRM organisation, workflow support and social media assistance.

HR support is administrative and does not constitute legal, employment-law or regulated professional advice.

4. Quotations And Agreements

A quotation or proposal is based on the information available at the time it is issued. Work outside the agreed scope may require a revised quotation, additional hours or written approval.

• Quotation validity: [TO COMPLETE: number of days]
• How acceptance is confirmed: [TO COMPLETE: signed agreement, written email acceptance, deposit or another method]
• Minimum booking, if any: [TO COMPLETE or state none]

5. Fees And Payment

Fees will be stated in the applicable quotation, proposal or service agreement. Unless otherwise agreed, additional work will be charged at the rate confirmed before it is undertaken.

• Payment schedule: [TO COMPLETE: in advance, in arrears, deposit or staged payments]
• Invoice due date: [TO COMPLETE: number of calendar days]
• Accepted payment methods: [TO COMPLETE]
• VAT status: [TO COMPLETE: VAT registered with number, or not VAT registered]
• Late-payment process and any interest or recovery charges: [TO COMPLETE]

6. Packages, Hours And Expenses

[TO COMPLETE: explain whether package hours expire, roll over or are refundable, how time is recorded, whether unused time can be transferred and how additional hours are approved.]

Reasonable third-party costs or expenses will only be incurred where they have been agreed in advance, unless urgent action has been authorised in writing.

7. Cancellations And Rescheduling

[TO COMPLETE: cancellation and rescheduling notice, charges for late cancellation, treatment of prepaid hours, and any cooling-off rights that apply to consumer clients.]

8. Client Responsibilities

• Provide accurate information, instructions and access reasonably needed to perform the work.
• Respond to questions and approve work within agreed timescales.
• Ensure that the client has the right to share any information, materials, account access or personal data supplied.
• Keep independent copies of important information and files where appropriate.
• Review deliverables and notify Joanna Thompson VA promptly of any error or concern.
• Remain responsible for business decisions, legal compliance and the final use of completed work.

9. Availability And Communication

• Normal working days and hours: [TO COMPLETE]
• Normal response time: enquiries are generally answered within 24 hours. [TO COMPLETE: confirm whether this means working hours or calendar hours.]
• Preferred communication channels: [TO COMPLETE]
• Planned absence and urgent requests: [TO COMPLETE]

10. Confidentiality

Each party will keep the other party’s confidential information private and use it only for the agreed work, except where disclosure is authorised or required by law. This does not apply to information that is already public through no breach of confidence, was lawfully known already, or is received lawfully from another source.

11. Data Protection

Each party will comply with the data-protection obligations that apply to it. Where Joanna Thompson VA processes personal information on a client’s behalf, appropriate written data-processing terms and instructions should be agreed before access is provided.

[TO COMPLETE: identify the standard data-processing agreement or clauses used for client work.]

12. Account Access And Security

Clients should provide only the access needed for the agreed work, use secure sharing methods and remove access when it is no longer required. Passwords should not be sent through insecure channels.

[TO COMPLETE: describe the approved password manager or secure access process.]

13. Intellectual Property

[TO COMPLETE: state when ownership of client-specific deliverables transfers, whether transfer depends on full payment, what pre-existing templates or tools remain Joanna Thompson VA’s property, and what licence the client receives.]

The client confirms that it has permission to use and share any materials supplied for the work.

14. Third-Party Services And Subcontractors

[TO COMPLETE: confirm whether subcontractors may be used and whether client approval is required.]

Third-party platforms and services may be subject to their own terms, availability and charges. Joanna Thompson VA is not responsible for a third-party service outside her reasonable control, but will take reasonable care when selecting and using services for agreed work.

15. Changes And Corrections

[TO COMPLETE: explain what corrections or revisions are included, the review period and how additional revisions are charged.]

16. Liability

Nothing in these terms excludes or limits liability where doing so would be unlawful. Subject to that protection, any limitations or exclusions must be reasonable and appropriate to the services and the type of client.

[LEGAL REVIEW REQUIRED: insert appropriate provisions covering indirect loss, loss of profit, reliance on client instructions, third-party platforms, backups, and an overall liability cap. The wording should reflect whether clients are businesses, consumers or both and should be checked professionally.]

17. Events Outside Reasonable Control

Neither party will be responsible for delay or failure caused by an event outside its reasonable control. The affected party should notify the other promptly and take reasonable steps to reduce the effect.

18. Ending The Agreement

[TO COMPLETE: normal notice period, circumstances permitting immediate termination, payment for work completed, return or deletion of information, and removal of account access.]

19. Complaints

If a client has a concern, they should contact [TO COMPLETE: confirmed complaints email] promptly so the matter can be investigated.

[TO COMPLETE: complaints process, response times and any applicable mediation or alternative dispute-resolution provider.]

20. Governing Law

[TO COMPLETE AND CHECK: proposed governing law and courts, for example the law of England and Wales. Consumer clients may retain mandatory rights in the part of the UK where they live.]

21. Changes To These Terms

Any changes affecting an existing agreement will be communicated and agreed where required. The version published on this website may be updated for future work, with the review date shown above.