Terms and Conditions
Effective Date: 23 April 2025
Last Updated: 23 April 2025
Please read these Terms and Conditions (“Terms”) carefully before using services provided by VAHuman (“we,” “our,” or “us”). By engaging with our services, you (“Client,” “you,” or “your”) agree to be bound by these Terms.
1. Acceptance of Terms
By accessing, purchasing, or using our virtual assistant services, you agree to comply with and be legally bound by these Terms, our Privacy Policy, and any other applicable agreements. If you do not agree, you may not access or use our services.
2. Services Provided
VAHuman provides virtual assistant services which may include administrative support, customer service, social media management, research, scheduling, and other delegated business support tasks, as agreed upon in a separate Master Service Agreement. The exact scope, duration, and nature of the services will be outlined in each Client’s Master Services Agreement.
3. Client Responsibilities
- Provide clear, lawful, and timely instructions.
- Supply accurate and complete information necessary for service delivery.
- Maintain appropriate access credentials for communication and task management systems.
- Use our services solely for legitimate and legal business purposes.
- Refrain from engaging our staff in activities outside of the agreed scope of work.
4. Payment Terms
4.1. Fees and Billing Structure
Fees for the Services, including any one-time setup fees, monthly recurring fees, and any additional service charges, will be outlined in the Master Service Agreement (collectively, the “Fees”). One-time fees will be charged at the time(s) specified in the Master Service Agreement. Unless otherwise stated, recurring fees will be billed on a monthly basis. VAHuman will invoice the Client at the beginning of each month for services scheduled to be rendered in that month.
4.2. Payment Authorization
Client agrees to provide a valid payment method (ACH, wire transfer, or credit/debit card) at the time of signing the Master Service Agreement. Client authorizes VAHuman to initiate automatic charges for invoiced amounts via the authorized payment method without requiring further consent for each transaction. Updated payment information may be provided in writing and must be approved by VAHuman.
4.3. Prorated Charges and Adjustments
- The first month of service will be prorated from the date of the official service start (e.g., onboarding call or kickoff date) to the end of that month.
- If the Client increases service capacity (e.g., adds additional VA hours or resources) mid-month, the additional Fees will be billed on a prorated basis.
- Reductions in service capacity will become effective on the first day of the following month. No credits will be issued for unused services during the month the reduction request is made.
4.4. Payment Failures and Grace Period
If a payment attempt is declined or otherwise fails, the Client will be notified and must provide an updated or alternative payment method within five (5) calendar days. A grace period of five (5) days will apply from the invoice due date. If payment is not received within the grace period, VAHuman reserves the right to:
- Suspend services until payment is received.
- Charge a late fee of 3.5% of the outstanding invoice amount for every five (5) days of non-payment until the balance is settled.
4.5. Annual Rate Adjustment
VAHuman may adjust its service Fees by up to 3.5% annually, effective on or after the first anniversary—and each subsequent anniversary—of the Client’s initial Master Service Agreement date. Clients will be provided with a minimum of 30 days’ notice prior to any rate adjustments.
4.6. Reimbursable Expenses
Client agrees to reimburse VAHuman for any reasonable and necessary out-of-pocket expenses incurred in the course of delivering services, provided such expenses are:
- Pre-approved in writing by the Client, and
- Submitted with appropriate receipts and supporting documentation.
Approved reimbursements are due within thirty (30) days of the invoice date.
5. Confidentiality
Both parties agree to maintain the confidentiality of any proprietary or non-public information exchanged during the service engagement. This includes, but is not limited to, business strategies, financial information, and client data. The obligation of confidentiality survives the termination of this agreement.
6. Intellectual Property
Unless otherwise stated in writing, all work product, reports, documents, and other materials created by us in the performance of services shall remain the intellectual property of the Client upon full payment. Any proprietary tools, frameworks, or templates used by VAHuman remain our intellectual property.
7. Term and Termination
- Client may terminate with 30 days’ prior written notice.
- VAHuman may terminate immediately for non-payment or breach of these Terms.
- All outstanding fees must be paid before termination becomes effective.
8. Virtual Assistant Obligations
- VAs agree to maintain the confidentiality of client information and perform tasks to the best of their abilities, adhering to deadlines.
- VAs will follow the guidelines and procedures set by the client, ensuring quality work is delivered consistently.
- VAs must report progress on tasks regularly and notify clients of any issues that may delay the completion of work.
9. Limitation of Liability
To the fullest extent permitted by law, VAHuman shall not be liable for any indirect, incidental, consequential, or punitive damages arising from or related to your use of the Services. In any case, our total liability shall not exceed the total amount paid by the Client to us in the three (3) months preceding the incident.
10. Governing Law and Dispute Resolution
These Terms are governed by the laws of the State of Delaware. Any disputes arising from these Terms shall first be attempted to be resolved through informal negotiation. If unresolved, disputes shall be submitted to binding arbitration in Middletown, Delaware, pursuant to the rules of the American Arbitration Association.
11. Amendments
We reserve the right to modify or update these Terms at any time. Any changes will be posted on our website with the revised date. Your continued use of our Services after changes become effective constitutes acceptance of the updated Terms.
12. Contact Information
If you have any questions about these Terms, please contact: