· All our virtual assistants sign strict confidentiality contracts.
· Your information is held securely and backed up in accordance with Data Protection Laws.
· We use secure ISO 27001 compliant cloud storage. All data is wiped on completion of the job or, in the case of regular ongoing clients, after a period of 2 months has elapsed.
· We are a registered Data Protection Controller (ICO Registration: ZA230016).
· All original work will be returned to clients as soon as work is completed, unless otherwise requested.


· Payments are due on receipt of invoice unless an agreement has been put in place with established clients to settle invoice within 14 days.
· Secretary4hire reserves the right to halt services and not to return work if bills are not paid.
· Pre-paid hours are non-refundable and are valid for that calendar month only e.g. hours bought in January are only valid for January.
· Ad-hoc hours are billed in increments of 15 minutes. All pre-paid hours are billed in actual time.
· Postage/courier fees are not included in our hourly rates and will be billed separately.
· Any non-standard office supplies are not included in our hourly rates and will be billed separately.
· Bulk printing will be outsourced and charged at cost (over 25 copies) and will be billed separately.

Submitting Virtual Assistant Work

· All work requests should be submitted to our central email marj@secretary4hire.co.uk. This ensures we can schedule and track all work.
· For ongoing clients, all work submitted via our cloud system will be automatically acknowledged when received by the system. All other work will be acknowledged by us via email on receipt of being received within one hour during business hours of Monday-Friday 9am-5pm. If you haven’t received an acknowledgement, please call 0141 530 9686 to check we have received the file.
· All details, e.g. templates, passwords or processes should be submitted along with work at time of submission. We will not schedule work until all the materials are received.

Turnaround of Work and Urgent Work

· Our usual turnaround of work is within 2 x working days, for all work under one hour long, timestamp being your acknowledgement.
· If you have an urgent job and require back the same day, it will be charged at £35 ph. This compensates us for having to move other clients in our schedule to accommodate your work. We will always inform you of this before completing the work.
· Work which is over an hour long will be scheduled and you will be given an ETA when we acknowledge receipt of the job.
· For non-standard or one-off jobs turnaround times will be advised in the acknowledgement email.
· It is up to you to check work which we return and raise any queries forthwith thereafter.


· We take all UK bank holidays off each year. In addition, the only other time we close is at Christmas and New Year, usually stopping at lunchtime on Christmas Eve, or the nearest day prior to Christmas Day, re-opening again usually on the first day back in January after the Scottish two day bank holidays. If you have urgent work to complete during these times, we may be able to accommodate it as a rush job, but please check first.

Digital Formats for Virtual Assistants

· We use the following programmes: Microsoft Word, Microsoft Powerpoint, Microsoft Excel, Adobe Acrobat PDF, Olympus.DSS, MP3, WAV, HTML. For video transcription, we can accept the usual video extensions. We cannot support other formats or programmes. However, if you have a source file in another format, it may be possible to convert it; please call us for advice.
· We can accommodate large file sizes (ie. audio or video files) via our Cloud storage upload system. Please contact us for the password.
· We can accommodate audio dictation on the old Phillips audio tapes. We can also accept handwritten notes if scanned/sent digitally via our usual method.
· We don’t work on databases which we have not compiled ourselves. The reason for this is very simple – if we haven’t designed it we won’t know what functions have been built into it. Excel/CSV files only, no Access files.

Disclaimer and Applicable Law

· Please note: We only work with UK based clients due to insurance reasons.
· We only use UK resident or UK trained virtual assistants who are native English speakers.
· We will not be liable for any losses you might sustain arising directly or indirectly from our completing work save in so far as the same arises directly from our negligence.
· This contract shall be governed by the Law of Scotland.
· Our business is registered at: Secretary4hire, 49 Erskine View, Old Kilpatrick, Glasgow, G60 5JG

Please help us provide excellent admin solutions by sticking to these rules.
Many thanks,
The Secretary4hire Team









Data Protection – We are a registered Data Protection Controller (ICO Registration: ZA230016)
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