In these terms and conditions, you (the reader) are referred to as the Client and Hayley Hudson, Hudson Admin Support is referred to as “we” “us” “our” & “the Service Provider”.

Confidentiality & Rights

1. We shall keep any work undertaken confidential and not use it for personal gain or promotion without written consent of the Client.
2. The business affairs of the Client shall not be discussed or disclosed to any third parties by the Service Provider.
3. The Client will be the legal owner and will hold intellectual copyright of all work undertaken by us.
4. All images supplied by the Client remain their responsibility, with regards to obtaining rights for use. All images supplied by us will be sourced with permission.

Payments & Billing

Current Standard Fees are:-

Pay As You Go

From £25.00 per hour Virtual Admin Assistance

From £35.00 per hour Credit Control Assistance

Retained Hours 

From £25.00 per hour Virtual Admin Assistance

From £35.00 per hour Credit Control Assistance

Retained hours are payable in full even if the amount of hours have not been fully used that month. No hours can be carried over to the following month. This just guarantees you time each month.

Rates correct as of 23/09/2020.

Please refer to your signed Agreement to confirm your contracted rate.

1. There will be an initial 1-hour consultation by either telephone/skype or where available in person. This is complimentary. After this initial consultation and a contract is signed all time is billable.
2. Billable time includes meetings (unless requested by us), telephone calls and includes reading and/or writing of correspondence sent by mail or email.
3. The Client will be invoiced either after an individual project is completed or on an ongoing monthly basis.
4. First time Clients will initially be invoiced 50% in advance and this will need to be paid before work commences, unless otherwise agreed by the Service Provider.
5. Invoices are to be settled within 10 days of receipt of invoice, unless otherwise agreed. The final invoice shall include billable time, reimbursable expenses and any other fees related to the agreement.
6. Unpaid bills will incur interest, as per government guidelines. It is at the Service Providers discretion whether to cease work or not after the invoice remains unpaid after the 10 days payment period.
7. A time report will be provided with the invoice unless the client requests otherwise.
8. All postage, printing and other stationery expenses bought on behalf of the client’s business will be added to the invoice for reimbursement.
9. Telephone Call costs will be discussed on a case by case basis and agreed between the Client and Service Provider.
10. Payment is to be made by bank transfer.
11. Under the terms of the Data Protection Act 1998/GDPR, the Client and the Service Provider may keep on record such information as is necessary. Please see and sign our Privacy Policy for further details.
12. Either the Client or the Service Provider has the right to terminate an agreement of service if there is a serious breach of its terms.
13. All work is timed work and billable. This includes but is not limited to, reading of all tasks, emails and messages sent to the service provider by the client, meetings the service provider has with the client, completing of all tasks that have been set by the Client to the Service Provider and travel to any non virtual arrangements the Client requests the Service Provider to complete.

Working Hours & Holiday

Hayley Hudson, Hudson Admin Support core working hours are: –

Monday – Friday 9.30 am – 4.30 pm

For the Virtual Call Handling Service these hours can be discussed.

All requests for hours outside of the core hours will be considered and accommodated as best we can and discussed at time of signing agreement.

We will provide at least 3 weeks’ notice to our Clients of any holiday period where our services will not be available.

Please note no notice will be given and we will be closed on the following set days, all Public Holidays i.e. Bank Holidays, Christmas & Easter and 11^th May 24^th June 20^th July & 9^th August.

Any urgent matters outside of these Core hours or on these set holidays will result in an additional out of hours fee of £35.00 per hour in addition to your contracted rate. We are happy to discuss this further with you.

Communication

All communication for tasks from the Client to the Service Provider need to be instructed via email or if agreed project management software. Other forms of communication will be discussed at initial consultation. We will respond within 24 hours to confirm receipt and if required provide an estimate and timeline for completion.

If the task is received outside of core working hours or holiday time, we will respond at our earliest opportunity.

We recommend a contact meeting either 2 weekly or monthly dependant on the client’s package and at our or the Client’s needs. These can be via phone or, location pending, in person.

Deadlines

We work with the client to determine the estimated completion time for tasks and projects based on urgency and need.

Clients should be advised that due to the nature of the service we offer we have numerous clients and therefore when requesting tasks, a reasonable delivery time should be expected. The client should also be aware that although we endeavour to answer every phone call and every urgent matter there will be times where we cannot physically do this.

Insurance

We are fully insured by Policy Bee & can supply our insurance certificate if requested.

We are ICO registered and compliant.

Accuracy

1. Final Proof reading and checking of all work supplied by the Service Provider is the responsibility of the Client.
2. The Client understands that the Service Providers estimated time and cost for completing the work is an informal calculation and that any adjustments to the amount of work, schedule and/or number of hours and fees is subject to review and renegotiation with the Client when necessary.
3. Any errors must be reported within two (2) days of receipt of completed work. Errors generated by the Service Provider will be rectified free of charge, but amendments or alterations requested by the client thereafter will be charged at the standard hourly rate. If on receipt the item to be worked on or at an early stage it becomes clear that significantly more work is required than in the preliminary discussion/brief, the Service Provider may renegotiate the fee and/or deadline.
4. If during the term of the Service Providers work, additional tasks are requested by the Client, then the Service Provider may renegotiate the fee and/or deadline.
5. The Service Provider will give the Client 30 days’ notice of any fee increase.
6. Should ongoing project work be suspended or delayed through any default of the Client, The Service Provider shall be entitled to immediate payment for work already carried out and expenses incurred.
7. An agreement, in writing or by email, of a set number of hours a week or month may not be carried over to subsequent periods by the client, without prior written agreement from both the service provider and the client.
8. If using the Pay as you Go package, then a minimum invoice amount is for one hour and the hourly rate is then billed in hourly increments, with all time rounded up to the nearest hour. For example, if you use 1 hour 12 minutes or 1 hour and 52 minutes you will get billed for a full 2 hours.

Ethics

The Service Provider will

1. conduct the Clients business affairs in a professional manner and avoid behaviour that could bring the Clients business and reputation into disrepute.
2. conduct our business affairs based on sound, ethical principles and will communicate fairly and honestly with your clients, associates, employees and suppliers.
3. make an honest representation of our skills, experience and qualifications always.
4. respect the confidentiality of the clients personal and business practices and recognise the client’s ownership of any intellectual copyright pertaining to your business activities.
5. strive to maintain our high professional standards by staying abreast of advances within our industry and to strive for excellence through professional improvement.
6. keep all acquired personal data safe and secure and ensure it is only used for its intended purpose, in accordance with GDPR and all regulations set by the ICO. For further details please see our Privacy Policy.

GDPR

While we take every step known to us and in accordance with guidance on the ICO website to keep data safe and secure we will never be fully immune to hacks, no one is.

Termination of Agreement

All Agreements require a 30-day termination period.

Back Ups

All back up of websites, documentation and all documents handled or produced by the Service Provider to the Client is the sole responsibility of the Client. We would suggest that the Client ensures regular back-ups are made on all files.

Our terms and conditions may be updated at any time to suit the demands of business. New copies will be distributed.

If you have any questions, please do not hesitate to contact me. hayley@hudsonadmin.co.uk