Policies & Procedures

Content Usage

You may NOT reproduce or utilize any content of one of our guest authors on this site without express consent from Rhonda’s Virtual Office, LLC and from the guest author of said content. All guest author’s emails / websites are listed with the article and you may contact them directly for their permission or you may contact us and we will get in contact with them for you. It is important you understand you must obtain permission from both entities in order to keep in accordance with our guest author policy. Please respect the rights of others and if you do get permission to use them ALWAYS site your source appropriately. Thank you for your compliance in this matter.

You may NOT reproduce or utilize any content on this website without express consent from Rhonda’s Virtual Office, LLC including content you receive via our email marketing campaigns except if:

You MAY use a snippet from any content in the blog, newsletter, or email marketing campaigns as long as you do not alter it’s contents in anyway and link back to the article along with an attribution to article’s author linked to author’s website/bio.

i.e. I just read this great article called “Article Title” (article linked to title/next to it) written by Author’s Name (author’s website/bio linked to author’s name/next to it) … You get my point. It’s always important to attribute appropriately.

DISCLAIMER : While we endeavor to provide you with great resources that are safe we at Rhonda’s Virtual Office in no way endorse any products or services or guarantee the safety or efficacy of any products, services, or links mentioned in the website, blog, or newsletter, and will not be held liable if you should choose to utilize such products or services. Please use at your own discretion.

Image Usage

Some of the images are created by myself and are labeled “Image by RVO”, some are from DreamsTime.com, Access Images, FreeDigitalPhotos.net, Creative Commons or other site. Images from other sites will have the image site listed below it.

Please do NOT copy or use the images from this website without permission from the images creator. If you see an image that was created by RVO and you would like to use them the following criteria applies:

  • Please do NOT use any personal images of my family
  • Please email me for permission to use other images by RVO
  • If given permission to use one you must credit them appropriately
    • Image by RVO – http://RhondasVirtualOffice.com
    • (or) Image by RVO with image linked to site http://RhondasVirtualOffice.com
  • If you are unsure if an image is okay to use please email me at R.holscher@RhondasVirtualOffice.com

 

If an image is placed on my site that belongs to you and you wish that I remove it please email me at R.Holscher@RhondasVirtualOffice.com and I will remove it promptly. It is not my wish/intent to utilize images without permissions, illegally or otherwise. When I moved my site over to WordPress I forgot to label some of the images appropriately and am working on going through them to get them labelled. Some of the images I do not remember where I got them from and I am having trouble locating them on the web. So please bear with me as I work to correct this issue. Again, if you see your image and do not believe permission was given please email me and I will promptly remove it.

Guest Author Policy

Rhonda’s Virtual Office, LLC welcomes guests to join us in bringing valuable and unique content to our readers that will aide them in making day to day decisions in running their businesses from start-ups to the already established SMB or entrepreneur’s. We aim to talk to the business owners, CEO’s, presidents, office managers, and other decision makers or management who are seeking new and innovative ideas as well as the tried and true. The idea is to bring ideas, concepts, tools, tips, and trends that work. Obviously, since we are a virtual assistant business it is also our goal to teach our readers how utilizing a VA can make their life easier.

Our client base is in the United States or local to us here in Cincinnati and we aim to serve and target content to this market, however; we realize that there may be really valuable content outside of our target market zone. Keeping that in mind we are open to considering content from other than our target market zone, however; all content must be in English and relevant to our target market and as with all content will be considered on a case by case basis.

Content Topics

All of the subject topics below must conform to meet our specific target audience.

Not limited to …

These topics can be how to’s, tips, tricks, trends, DIY, outsourcing (hire a virtual assistant/professional), lists, and if you have an idea not listed here we’d be happy to consider it. Content may be in written form, infographic, PPT’s, pretty much any content form as long as it is approved by our editorial team.

  • Business Blogging
  • Content Creation
  • Calendar Management/Scheduling
  • Email Marketing
  • Email Management/Organization
  • Project Management
  • Product/App/Book Review
  • SEO
  • Scams/Frauds/Hacks/Alerts
  • Social Media
  • Software/Tools/Equipment
  • WordPress
  • Working with a Virtual Assistant/Desktop Publisher/Administrative Consultant/Project Manager/Web Designer


Content Requirements

  • Must be in English
  • Well-written and high-quality
  • Original content
  • Please edit your work
  • Useful and valuable content for our readers that reflects the writing style/tone of our site(s)
  • Max of 2 anchor text links within your content to your website
  • Properly attribute any outside sources (data, quotes, images, etc.)
  • Length should be as long as is needed to be to be high quality content. If written content is really long there is a possibility of doing parts.
  • Written posts should be submitted in Word format
  • Other content if possible should be submitted in an editable format. If this is not possible please email our editorial team with your questions/concerns.
  • Image files attached separately
  • Authors may submit original or personal photos, graphics, diagrams, etc. to be used within the text (please attach in a separate document your attribution information ).  If you choose to utilize images that are free for use or purchase you must follow proper licensing guidelines. We will not accept images that are free or purchased that have been altered. Please attach an attribution document separately listing each image file name, attribution information, license link and/receipts, as well as a link to where you got the actual image. If any of this information is missing we will not use your image.


Compensation

There is no monetary compensation for a guest post. You will be able to post your author bio, a photo of yourself (no logo’s), your company name, your position, and a link to your website. We want personal bio’s and photos as we want to keep the feel of our site welcoming . Personal bio’s should be kept short. If you should become a regular contributor to our blog we will add you to our author area on the back end at which point you will also be able to post from your choice of these social media links.

  • Twitter
  • Facebook
  • Google+
  • LinkedIn
  • Instagram
  • Flickr
  • Pinterest
  • Tumblr
  • Vimeo


Terms and Disclosures

You are the intellectual property owner of your content, but …

We are not a content dump site. Your content must be original and not posted elsewhere on the web. It will be hosted on our site, YouTube channel, or other with a link back to your site. If we find that it is posted all around the web we will remove your content from our site(s).

Your content may also be distributed via our newsletter, The VA Source or other email marketing campaigns.

We retain the right to edit content, spelling, grammar, reformat, add links to our own sites if appropriate in a natural way to the content, etc.

Rhonda’s Virtual Office, LLC reserves the right to refuse to publish any works submitted for review for any reason, which it is not obligated to disclose to the guest author.  Reasons we might reject a guest article, but are not limited to the following:

  • To salesy, pushing products/services, marketing
  • To many spelling or grammatical errors
  • Not in English
  • Not relevant to our readers
  • Falsifying facts/inaccuracies
  • Copyright infringement
  • Already posted elsewhere on the web

 

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Rhonda’s Virtual Office, LLC also reserves the right to remove any published content without prior notification or explanation to the guest author.

By submitting guest authored content for review, you are agreeing to the terms outlined in our Guest Post Policy. For questions regarding guest authoring or guest content on Rhonda’s Virtual Office distribution site(s)/channel(s) please contact EditorialTeam@RhondasVirtualOffice.com.

Privacy Policy

What information do we collect?

We collect information from you when you register on our site, place an order, subscribe to our newsletter, respond to a survey or fill out a form.

When ordering or registering on our site, as appropriate, you may be asked to enter your: name, e-mail address, mailing address or phone number. You may, however, visit our site anonymously.

What do we use your information for?

Any of the information we collect from you may be used in one of the following ways:

To personalize your experience
Your information helps us to better respond to your individual needs.

To improve our website
We continually strive to improve our website offerings based on the information and feedback we receive from you.

In our portfolio
Your name, company name, URL, or email may be used in conjunction with listing a project example or testimonials that you provided, as well as, we have a list of clients on our client list on our site. If you wish to not have this information listed or would like to have it removed please let us know.

To improve customer service
Your information helps us to more effectively respond to your customer service requests and support needs.

To process transactions 
Your information, whether public or private, will not be sold, exchanged, transferred, or given to any other company for any reason whatsoever, without your consent, other than for the express purpose of delivering the purchased product or service requested.

To administer a contest, promotion, survey or other site feature

To send periodic emails 
The email address you provide for order processing, may be used to send you information and updates pertaining to your order, in addition to receiving occasional company news, updates, related product or service information, etc.

How do we protect your information?

We implement a variety of security measures to maintain the safety of your personal information when you place an order or enter, submit, or access your personal information.
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We offer the use of a secure server. All supplied sensitive/credit information is transmitted via Secure Socket Layer (SSL) technology and then encrypted into our Payment gateway providers database only to be accessible by those authorized with special access rights to such systems, and are required to keep the information confidential.

After a transaction, your private information (credit cards, social security numbers, financials, etc.) will be kept on file for more than 60 days in order to to send you our newsletter, weekly tips, blog updates, or other updates from our company that you have subscribed to receive.


Do we use cookies?

We do not use cookies; however, trusted third parties we utilize such as our newsletter manager or Payment Gateways may use tracking cookies and you should read their privacy and/ cookie policies to know what those are.

Do we disclose any information to outside parties?

We do not sell, trade, or otherwise transfer to outside parties your personally identifiable information. This does not include trusted third parties who assist us in operating our website, conducting our business, or servicing you, so long as those parties agree to keep this information confidential. We may also release your information when we believe release is appropriate to comply with the law, enforce our site policies, or protect ours or others rights, property, or safety. However, non-personally identifiable visitor information may be provided to other parties for marketing, advertising, or other uses.
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Third party links

Occasionally, at our discretion, we may include or offer third party products or services on our website. These third party sites have separate and independent privacy policies. We therefore have no responsibility or liability for the content and activities of these linked sites. Nonetheless, we seek to protect the integrity of our site and welcome any feedback about these sites.


Childrens Online Privacy Protection Act Compliance

We are in compliance with the requirements of COPPA (Childrens Online Privacy Protection Act), we do not collect any information from anyone under 13 years of age. Our website, products and services are all directed to people who are at least 13 years old or older.

Website Disclaimer

Please also visit our Website Disclaimer section establishing the use, disclaimers, and limitations of liability governing the use of our website.

Your Consent

By using our site, you consent to our privacy policy.

Changes to our Privacy Policy

If we decide to change our privacy policy, we will post those changes on this page.

This policy was last modified on March 11, 2013

Contacting Us

If there are any questions regarding this privacy policy you may contact us here using the email below.
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CustomerSupport@RhondasVirtualOffice.com

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Terms and Conditions

Active Client: Receiving services on a monthly basis.

Non-Active Client: Not receiving services for more than 60 days.

Services, Rates, and Proposal's

RVO will provide administrative, desktop publishing, web or other tech related services as described in the Client’s Proposal’s, which is incorporated into the Client’s Agreement by reference. The Proposal identifies the specific tasks RVO will perform and the specific rates that the Client will pay for those services. The Proposal is incorporated into the Agreement by reference as if written in the Agreement.

Turn-around

RVO agrees to provide the services in a timely and professional manner with a typical turn-around time of 1 – 3 days, and if such service will require more time, RVO will notify Client in a timely manner.

Revision's

Client will review the results of such services within 3 – 5 business days, or as provided in the Proposal. Should Client find an error that is RVO’s fault, Client may resubmit the matter to RVO for revision.
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For services billed on a project basis, 3 revisions are included in the project cost. If it is not a project or retainer-based engagement then all revisions will be billed hourly. The amount of revisions will typically be addressed per project. If it is not addressed in your Proposal then the standard 3 revision rule will apply.

What is a revision? A revision is one change of one item on each project. Not a list of several changes on several items. We realize that sometimes a project does not end up the way you envisioned, but if you are not satisfied with a project after making the described revisions in your Proposal or detailed above, there will be additional charges for such revisions.


Accountability

All care will be taken to ensure all projects are error free; it is the Client’s responsibility to inspect each item before a job is complete. If an error occurs that is our fault the Contractor will make reasonable effort to rectify the issue. Rhonda’s Virtual Office, LLC or the Contractor will not be held accountable if the Client fails to report errors within 3 – 5 working days. If a refund is requested because of an error on Rhonda’s Virtual Office, LLC’s part it must be made within that time frame. No monies will be refunded after 5 working days for errors that our fault.

In the event that an issue occurs with a project (i.e. website maintenance – updating plugins, other WordPress updates, etc.) and an error occurs that is out of the scope of the Contractor’s responsibility the Contractor will not be held accountable for such issue. The Contractor may however assist the Client in attempting to resolve the issue, but the Client needs to be aware that such issues may be out of the scope of the Contractor’s abilities and if such assistance takes place there may be additional charges incurred. If such an instance occurs that requires outside assistance from another professional the Client will be responsible for said charges incurred with such assistance.

Rhonda’s Virtual Office will not be held liable for any harm done to your company via your website or social media accounts that we might be handling. We will not post what we view to be inappropriate or harmful content; however, if you are providing or having someone provide content we might not review that content dependent on our agreement with you and strongly suggest that you approve any content curated before it posted. Should you neglect to approve that content regardless of who created it we will not be held liable in any fashion for any harm that may arise from such instances. The Client agrees not to hold such instance against the Contractor or Rhonda’s Virtual Office, LLC and the Client will be solely and legally accountable for such instance.

Rhonda’s Virtual Office, LLC take great care to ensure that all photos used at all time are in accordance with the laws, but if photos are being provided via fraudulent site claiming authenticity, if the Client or other assign of the Clients provides photos to us for use on your behalf we will not be held legally responsible, accountable, or liable in any way. The Client agrees not to hold such instance against the Contractor or Rhonda’s Virtual Office, LLC and the Client will be solely and legally accountable for such instance.


Duration

The duration of the Agreement is set for 1 year from the date of the Client’s signature, at which time the contract may be extended, an amendment may be made, or a new contract may be executed. Client’s rates and payment terms will be addressed in the Proposal and the terms may vary on a project by project basis.

The Agreement as well as any active Proposals are considered null and void if the Client becomes a Non-Active Client and may be subject to any and all new rates. If Client requests services after becoming an Non-Active Client, Client may be required to sign a new Agreement and Proposal containing new rates and other changes to the terms and conditions of the Agreement.

Additional charges will apply for Time Critical or After Hours Support. RVO will advise Client prior to the commencement of work should additional charges apply.


Payments

All payments will be accepted by IPN (Intuit Payment Network), credit card, check, or money order. IPN allows payment directly from a bank account or with a credit card. Other methods of payment may be negotiated and addressed in the Proposal if necessary.
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In the event that a check bounces, Client will be responsible for payment of any bank fees RVO incurs, plus a $50.00 bounced check fee, and must pay the balance owed on the Client’s account.

In the event that an invoice is outstanding the following charges will apply. There will be a 10% charge every 30 days the invoice is past due, and all work will cease until Client’s account is made current. In the event Client’s account becomes 60 days past due, it may be subject to collections.

If requested, RVO will provide Client with a time sheet.


Rate Changes

RVO reevaluates its rates from time to time. If RVO or Client believes that a new rate is appropriate, a written request for a rate change may be made. If agreed upon by both parties, a new Proposal will be submitted to Client and will become a legally binding part of this Agreement that becomes effective upon the signature of both parties.

Reimbursement of Expenses

RVO shall be entitled to reimbursement for the following out-of-pocket expenses, if the Client expressly authorizes the expenses ahead of time. These expenses may be included on the invoice or may be invoiced separately.

 

  • Postage
  • Delivery / Shipping Fees
  • Copying
  • Printing
  • Graphics / Artwork
  • Project related long distance and international telephone calls
  • Other authorized expenses purchased solely for the Client


Use of Subcontractors

RVO contracts with other virtual assistants from time to time to assist with various projects. No subcontractor is utilized without first signing a contract and non-disclosure agreement with RVO. A list of all subcontractors used on a project is available upon request. If Client is concerned about the use of subcontractors, it should address these concerns in the Proposal.


Termination of Agreement

This Agreement may be terminated by Client or RVO with a 30 day written notice to the other party.

If the Client becomes inactive for a term of more than 60 days, the Agreement is automatically terminated.

NOTE: Any funds remaining in your account are non-refundable. It is advisable that you utilize our services until you have used the monies you have paid into your account.


Relationship of Parties

It is understood by both parties that RVO is a business owner/independent contractor and is NOT Client’s employee. Client will not provide benefits for RVO and RVO is solely responsible for taxes and other withholdings.

It is also understood that RVO has set hours Monday through Friday from 9 a.m. to 5 p.m. EST and will not work beyond 5 p.m. or on the weekend unless otherwise agreed upon. Projects requiring work after regular business hours or on the weekend will incur additional fees. RVO reserves the right to alter its work schedule at its discretion without notice and without consent from the Client. RVO posts announcements regarding its office schedule on its website. If a scheduling change will directly affect the Client’s project, RVO will make reasonable attempt to notify Client by email or phone.


Confidentiality

RVO recognizes that the Client has and will have proprietary information, including but not limited to:

 

  • Products
  • Prices
  • Costs
  • Discounts
  • Future Plans
  • Client Database
  • Business Affairs
  • Personal Affairs

 

RVO agrees not to, at any time or in any manner utilize any information for RVO’s own benefit, divulge, disclose, or communicate in any manner any information to any third party without Client’s prior written consent. RVO will protect the information from intentional or accidental disclosure and will maintain its confidentiality. A violation of this article shall constitute a material violation of this Agreement.


Confidentiality after Termination

The confidentiality provisions of this Agreement shall remain in full force and effect after the termination of this Agreement.

See separate Confidentiality Agreement provided.


Return of Records

Upon termination of this Agreement, RVO shall deliver or destroy all records, notes, data, memoranda, models and equipment of any nature that are in its possession or under its control relating to Client’s business with the exception of any records that RVO is required to maintain by law.

Client should be aware that RVO will not maintain any records beyond a 6 month period of termination of this Agreement. If Client has failed to retrieve all data from RVO before such date, there will be no data to retrieve as it will be deleted and destroyed.


Waiver of Contractual Right

The Agreement is governed by the laws of the State of Ohio, USA. Any dispute arising from this Agreement or any of the activities described herein, must be resolved by a mutually agreed upon arbitrator or mediator, or adjudicated in a court of competent jurisdiction in Clermont County, Ohio.

Website Disclaimer

The information contained in this website is for general information purposes only. The information is provided by Rhonda’s Virtual Office, LLC and while we endeavor to keep the information up to date and correct, we make no representations or warranties of any kind, express or implied, about the completeness, accuracy, reliability, suitability or availability with respect to the website or the information, products, services, or related graphics contained on the website for any purpose. Any reliance you place on such information is therefore strictly at your own risk.

In no event will we be liable for any loss or damage including without limitation, indirect or consequential loss or damage, or any loss or damage whatsoever arising from loss of data or profits arising out of, or in connection with, the use of this website.

Through this website you are able to link to other websites which are not under the control of Rhonda’s Virtual Office. We have no control over the nature, content and availability of those sites. The inclusion of any links does not necessarily imply a recommendation or endorse the views expressed within them.

Every effort is made to keep the website up and running smoothly. However, Rhonda’s Virtual Office takes no responsibility for, and will not be liable for, the website being temporarily unavailable due to technical issues beyond our control.

 

All policies, terms & conditions are subject to change without notice. Last updated on July 2, 2014.