Terms and Conditions


General

  • Responsibility of final proof reading of documents lies with client and any errors notified within 48 hours of receipt will be corrected free of charge.  After 48 hours it shall be deemed that the work has been accepted as free of errors and omissions and the Rothers Virtual Office will accept no liability or loss arising from the performance of any services carried out under the agreement
  • Errors or omissions reported after 48 hours will still be corrected but the additional time spent will be charged to client
  • For reasons of safety and insurance, personal visits to our premises are not permitted. Any and all necessary meetings will be held at an alternative location
  • Rothers Virtual Office recommends any original documents to be sent via secure post
  • A signed contract is required before commencement of work. This indicates clients acceptance of our terms and conditions
  • Rothers Virtual Office will not be held liable or responsible for the end use by the client of any document or work carried out by us.  We retain the right to reject work which involves material we feel is illegal, immoral or objectionable
  • Written quotations will be provided prior to any work commencing
  • Work will be presented using Microsoft Office applications
  • Contracts can be terminated with 30 days written notice by either party. We reserve the right to charge for any work carried out prior to cancellation
  • Although every effort will be made to ensure reliable service, in the event of equipment failure, Rothers Virtual Office cannot be held liable for any loss of information
  • Computer files will be retained for a maximum period of 12 month after the termination of the contract.  A copy of all computer files on record will be given to the client upon termination
  • All work submitted via email or any other digital format will be scanned for viruses
  • On signing of the contract by the client, a landline phone number will be required.

Charges & Payments

  • Written quotations will be provided and will remain valid for a period of three months unless the clients’ requirements change either before commencement or during the assignment
  • Monthly retainer packages must be paid in advance.  Unused hours can be carried forward for one month only
  • Deposit of up to 50% of estimated hours may be requested before commencement of work for Pay As You Go clients
  • Deposit of 30% will be applied to One Off and project work only
  • Payment can be made by cheque (made payable to Rothers Virtual Office) or BACS transfer
  • A fee of £25.00 will be charged for any returned cheques
  • If clients’ original requirements change, we reserve the right to change our original quotation following suitable consultation with client
  • Payment is strictly 14 days from receipt of invoice
  • Failure to pay within 14 days will result in interest being charged (at a rate of 5% over Bank of England base rate) per month on outstanding balance
  • Telephone, printing, stationery, postage and other expenses will be charged separately to hourly rate / package cost where incurred
  • Mileage for required car travel will be charged at a rate of £0.40 per mile plus our travel rate of £10 per hour or parts thereof
  • All charges will be reviewed on 1st April of each year and clients will be notified of any new charges in writing

Confidentiality & Data Protection

  • Confidentiality is guaranteed at all times
  • No information will be made available to any third party
  • All work will be kept on file for a period of 12 months.  After this time, work will be deleted unless specifically instructed
  • Rothers Virtual Office will treat all personal and client information in accordance with the Data Protection act 1998