Definitions
Client: The party that is contracting services shall be referred to as “Client.”
Contractor: The party that will be providing the services shall be referred to as “Contractor.”
The Contractor also contracts with other virtual assistants / associates and may at times utilize their services to assist in overflow or to cover should the need arise that the Contractor is not available. No associate is utitilized without first signing a contract and non-disclosure agreement. Associates are highly qualified and certified in the virtual professional industry, and each one brings a unique skill set to the table which only enhances the services that Rhonda’s Virtual Office is able to offer to its Client’s.
Terms & Conditions
The Contractor will provide services to the Client according the terms and conditions on the Client/Contractor agreement. The Contractor offers different payment plans as listed on the services page of this website. Invoices are generated upon completion of services unless otherwise noted in the Client/Contractor agreement, and payment is due according to the terms of the agreement.
If requested, the Contractor will provide the Client with a balance of hours on a time sheet on a weekly basis. Payment terms may change if agreed upon and signed by both the Client and the Contractor.
Additional hourly charges may apply for the Time Critical or After Hours Support. The Contractor will advise you prior to the commencement of work should additional charges apply.
Payment is due within 15 days of receipt of invoice. Invoices are generated each week on Saturday and will be sent to client according to the payment terms on their contract (you may be invoiced weekly / monthly, but we prefer to invoice monthly to keep bookkeeping simple).
In the event that an invoice is outstanding charges will apply. There will be a 2% charge every 30 days the invoice is past due, and all work will cease until payment is received. In the event that an invoice becomes more than 60 days past due you may be subject to collections, and in this event it is necessary for us to obtain your EIN at the time of signing of contract. If for any reason you are having difficulty paying your invoice please notify us that we may assist you with an affordable payment plan to avoid collection actions being taken and possibly hurting your credit. We want to help you in any way we can, but cannot do that if you do not communicate with us.
Rate Changes
Rhonda’s Virtual Office reserves the right to make rate changes yearly. This will most likely be done at the beginning of each year, but may be done anytime during the year. Your rate changes will not be done more than once a year if at all and the rate increase will be determined by cost of living adjustments but will not exceed more that $1.00 per hour rate increase. Should there be a need for a rate increase you will be notified 30 days in advance in writing and with your signature and the Contractor signature will be considered a renewal of this contract reflecting the rate change.
Reimbursement of Expenses
The Contractor shall be entitled to reimbursement for the following out-of-pocket expenses, if the Client expressly authorizes the expenses ahead of time. These expenses will be included on the invoice or may be invoiced separately.
- Postage
- Delivery/Shipping Fees
- Copying
- Printing
- Graphics or Artwork
- Project-related long distance and international telephone calls.
- Other authorized expenses purchased solely for the Client
Termination of Contract
Contracts shall be in effect until either party terminates the agreement by providing 14 days written notice to the other party.
Relationship of Parties
It is understood by both parties that the Contractor is an Independent Contractor and is not an Employee of the Client. The Client will not provide benefits for the Contractor. The Contractor is solely responsible for their taxes and other withholdings.
It is also understood that the Contractor has set hours Monday through Friday from 9 a.m. – 5 p.m. EST and will not work in the evenings beyond 5 p.m. or on the weekend unless otherwise agreed upon and this will result in charges in addition to your hourly rate set forth in your contract. The Contractor also reserves the right to take off days during the day without consent from the Client, but will notify the Client by email prior to schedule changes at least the day before of said schedule change.
Confidentiality
The Contractor recognizes that the Client has and will have proprietary information:
- Products Costs
- Future Plans
- Business Plan
- Prices
- Discounts
- Client Database
- Personal affairs
Other information (collectively “information”) which are valuable, special and unique assets of the Client. The Contractor agrees not to, at any time or in any manner, either directly or indirectly use any information for the Contractor’s own benefit, or divulge, disclose or communicate in any manner any information for Contractor’s own benefit, or divulge, disclose, or communicate in any manner any information to any third party without the prior written consent of the Client. The Contractor will protect the information and treat is as strictly confidential. A violation of this article shall be a material violation of this agreement.
Confidentiality agreement will be provided to the Client.
Confidentiality After Termination
The confidentiality provisions of Client/Contractor Agreement shall remain in full force and effect after the termination of said Agreement.
Return/Destruction of Records
Upon termination of said Agreement, the Contractor shall deliver/destroy all records, notes, data, memoranda, models and equipment of any nature that are the Contractor’s possession or under the Contractor’s control and that are the Client’s property or relate to the Client’s business.
Amendment
Agreement may be modified or amended if the amendment is made in writing and is signed by both parties.
Waiver of Contractual Right
The failure of either party to enforce any provision of said Agreement shall not be construed as a waiver of limitation of that party’s right to subsequently enforce and compel strict compliance with every provision of said Agreement.
Applicable Law
Agreement shall be governed by the laws of the State of Ohio, USA.
Accountability
All care will be taken to ensure all projects are error free, it is the Client’s responsibility to proof read each item before a job is completed. If an error occurs the Contractor will make every effort to rectify the issue. Rhonda’s Virtual Office or the Contractor will not be held accountable.
Rhonda’s Virtual Office values and respects it’s Clients and will take every measure to uphold the entire Agreement.
