TERMS & CONDITIONS

 

Last updated: 14 Feb 2026

 

These Terms & Conditions govern the provision of services by Refined Virtual Assistant, operated by Kirsten Wright, Sole Trader, United Kingdom.

 

By engaging services, you agree to the following terms.

 

1. Services

 

Refined Virtual Assistant provides remote virtual assistant and administrative support services on a prepaid basis.

 

Services may include, but are not limited to:

 

•  Inbox and communication management

•  Diary and scheduling support

• Travel coordination

• Client communication assistance

• Document organisation

• Research and general administrative support

 

All services are delivered remotely unless otherwise agreed in writing.

 

2. Packages & Billing Cycle

 

Support is provided in prepaid packages as outlined on the website.

 

When a client confirms a package:

 

• An invoice is issued

• Payment must be received before work begins

• The 30-day support period begins on the date payment is received

 

Hours must be used within the 30-day period unless otherwise agreed in writing.

 

Unused hours do not roll over.

 

3. Focus Day

 

The Focus Day package provides up to 10  hours of support.

 

Hours may be delivered in one full day or split across multiple days, at the discretion of Refined Virtual Assistant.

 

Focus Day hours must be used within 14 days of payment.

 

4. Hour Allocation

 

Support is time-based.

 

Clients may allocate hours across agreed service areas according to priority.

 

The number of tasks completed will depend on complexity and time required.

 

Refined Virtual Assistant reserves the right to decline tasks that fall outside reasonable administrative scope or require regulated qualifications.

 

 

5. Payment Terms

 

All services are prepaid.

 

Invoices must be settled in full before support begins.

 

Payment is due within 7 days of invoice issue unless otherwise agreed.

 

Services may be paused or declined if payment is not received.

 

All prices are listed in GBP.

 

VAT is not currently charged unless legally required in the future.

 

 

6. Additional Hours

 

If additional hours are requested beyond the agreed package:

 

• Additional time will be charged at the agreed hourly rate

• A separate invoice will be issued

• Work will not proceed without confirmation

 

 

7. Client Responsibilities

 

Clients agree to:

 

•  Provide accurate information and access credentials

•  Respond to queries in a timely manner

•  Maintain responsibility for final business decisions

•  Ensure compliance within their own business activities

 

Delays caused by lack of access or response may impact delivery.

 

8. Confidentiality

 

All client information is treated as confidential.

 

Refined Virtual Assistant will not disclose or misuse confidential information obtained during the course of services.

 

Non-Disclosure Agreements (NDAs) may be signed upon request.

 

 

9. Data Protection

 

When processing personal data on behalf of clients, Refined Virtual Assistant acts as a data processor.

 

The client remains the data controller and is responsible for ensuring lawful collection and use of data.

 

Reasonable technical and organisational measures are in place to protect data.

 

 

10. Limitation of Liability

 

While services are delivered with care and professionalism, Refined Virtual Assistant shall not be liable for:

 

• Indirect or consequential loss

• Loss of profit or revenue

• Errors resulting from incorrect client instructions

• Failures of third-party systems or platforms

 

Total liability is limited to the amount paid for the relevant 30-day support period.

 

11. Termination

 

Either party may terminate ongoing support with 14 days’ written notice.

 

Prepaid hours within an active billing cycle are non-refundable unless agreed otherwise.

 

Access to client systems will be removed upon termination.

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12. Availability

 

Services are subject to availability.

 

Refined Virtual Assistant reserves the right to decline services where scope, expectations, or conduct fall outside professional boundaries.

 

13. Governing Law

​

These Terms are governed by the laws of England and Wales.

 

Contact

 

Refined Virtual Assistant

Operated by Kirsten Wright, Sole Trader

United Kingdom

Refinedvirtualassistant@gmail.com