TERMS AND CONDITIONS AND PRIVACY POLICY

Updated 23rd May 2018 – historic versions can be obtained by contacting us.

​General Terms:​​

Consultations and quotations are free and are carried out by email, Skype or telephone or in person if required.

Work can be accepted from the client by encrypted email, post, dropbox, WeTransfer, CD-Rom, USB drive or courier.

Estimates are provided at the Client request. We reserve the right to update these estimates if the Client brief changes.

Time reports available upon request.

Should ongoing work be delayed or cancelled by the Client, We will invoice for work completed to date and the standard payment terms are to be met by the Client.

All documents sent to me will be scanned for viruses.
Client to have their own anti-virus software in place for receiving documents.

Final documents provided are the Client’s responsibility to check for final approval.

Any mistakes to be sent back within 3 days of Client receiving the work back.

Any mistakes made by me will be corrected free of charge.

Any change of brief or additions to the brief made by the Client will be charged at the standard hourly ad hoc rate.

All work carried out by us will be proofread, however for Virtual Assistant tasks final proofreading of the work lies with the client.

For larger projects a time frame will be negotiated with the client.

We do not accept liability or responsibility for the end use of any documents or materials produced or edited by us on behalf of the client.

We reserve the right to reject any work which we believe to be unlawful or immoral.


​Payment Terms:

Payments to be made by bank transfer.

Packages must be paid for in advance. Thereafter, a package will be valid for 1 month from the date of the first request for services. The first request for services must be made within 2 weeks of the date of payment.

Payment to be received within 30 days of invoicing for additional hours or ad hoc work or as agreed.

Any change of brief or additions to the brief made by the Client will be charged at the standard hourly ad hoc rate.
Any additional costs incurred, for example, postage or courier, will be charged separately to the client with the breakdown of charges on the invoice.

Overdue invoices may result in interest charges (at the rate of 8%) for the total outstanding per month.

In the event of a contract being cancelled/terminated, the client agrees to pay for all work completed up to that point.

Privacy Policy:

I am a registered sole trader operating as JLF Virtual Assistant offering publishing, proofreading and administration services to publishers, authors, coaches, financial advisers and other businesses. My client/customer base is predominantly UK based, however, this can be worldwide.

This policy describes how I protect and make use of the information you give me.

If you are asked to provide information, it will only be used in ways stated in this policy.

This privacy policy was last updated on 23rd May 2018.

Why do I collect data from you?

I gather and use certain information about you in order to:
respond to your requests for information (e.g. my availability or a quote for services)
allow you to contact me
allow me to contact you while a project or task is ongoing and subsequently if follow up is required
enable certain functions on this website
better understand how visitors use this website

What information do I collect from you?

I collect the following minimal information:
name
contact postal address
email address
information pertinent to your enquiry (e.g. task required and description, word count and pages for proofreading, nature of project, whether you're an author, editor, business owner, adviser or the capacity in which you are working from.

How do I use this data?

The data I collect is used as follows:

For my internal accounting processes (e.g. so I can invoice you) and so that I am compliant with my tax authority (HMRC) should it request an audit.
To comply with record keeping guidelines.
To contact you in response to your enquiry, order, quote or booking.
To give you access to content you have purchased that resides on my systems.
To record your agreement to the terms and conditions of my services.

I will never use this data for marketing or promotion purposes without getting your permission in writing first (for example, to publish your testimonial for me on my website).

How do I use cookies?

A cookie is a small file placed on your computer’s hard drive. It enables my website to identify your computer as you view different pages on my website.

The only way in which I use cookies is for web analytics, specifically:

Google Analytics

Cookies do not provide me with access to your computer or any information about you other than that which you elect to share with me.

You can use your web browser’s cookie settings to determine how my website uses cookies. If you do not want my website to store cookies on your computer or device, you can amend your settings. Please note that this may affect how my website functions, and some pages may become unavailable to you.

To learn more about cookies, visit All About Cookies.
To read Google's privacy statement, and how after 25 May you can request that I remove your information from my analytics data, see Google’s data privacy policies and approach and its data processing terms.

How do I collect your personal data?

I collect and store minimal information via the following forms:

Contact form (via Website)
Email (via Sitebuilder and Sky)
Proofs (via WeTransfer)
Research surveys (via Survey Monkey)
Reviews – If you leave comments or reviews on our services.

I will never lease, distribute or sell your information to third parties unless you give me written permission to do so, or I am required to do so by law.

You can ask me to remove your data at any time.

If using a Remote Server the data will only be stored on that server and will be the responsibility of the provider.

How do I store your personal data?

The minimal information I collect is stored on the following data servers:

Sitebuilder. This is my website host. It is password-protected  You can access Sitebuilder's privacy policy here:
https://www.sitebuilder.com/terms/privacy-policy.
Dropbox. This is my cloud-based file management system accessed via my password-protected computer. My Dropbox account is protected by a two-step password-authentication process. You can access Dropbox's privacy policy here:
https://www.dropbox.com/help/security/privacy-policy-faq
PayPal. This is the password-protected online payment service I use for payment of services from clients who elect not to be invoiced via direct bank transfer.
Sky Mail. This is the UK-based password-protected server I use to communicate via email. You can access Sky and Yahoo's privacy policies here:
https://www.sky.com/help/articles/sky-yahoo-mail-legal-and-privacy-information
https://policies.oath.com/ie/en/oath/privacy/index.html
Survey Monkey, to complete surveys. Your participation is voluntary. All of the information that you provide will be treated as confidential and will only be used for research purposes. Your comments will not be identified as belonging to you. They will be combined with those gathered from other survey participants and will be analysed as part of a group. Any individual comments or quotes will not be identified as belonging to you. We do not use any of the information you provide for direct marketing or other non-research activities. For more information, please see Survey Monkey’s Privacy Policy here:
https://www.surveymonkey.com/mp/legal/privacy-policy/


DATA SERVERS IN THE UNITED STATES
Dropbox's servers are based in the US but are registered with the EU–​US Privacy Shield.
All PayPal transactions are subject to the PayPal Privacy Policy. Your data will used for accounting purposes only and will never be divulged to third parties.

How long do I keep your data for?

Because many of my customers and clients work with me more than once, I do not delete data unless specifically requested to do so.

HMRC requires me to keep records for 'at least 5 years after the 31 January submission deadline of the relevant tax year'. See 'How long to keep your records' or for six years after you stop being a customer for tax purposes.
Please ask if you want me to delete or amend your records. As long as I'm complying with HMRC's legal requirements, I'll action your request immediately.

With whom is your data shared?

No one, unless you request that I do so in writing, or HMRC elects to audit my business.

Your rights

Under the Data Protection Act 1998, you have rights as an individual which you can exercise in relation to the information we hold about you.
You can read more about these rights here: https://ico.org.uk/for-the-public/is-my-information-being-handled-correctly/
You will not have to pay a fee to access your personal data (or to exercise any of the other rights).

Contact me

If you have any questions, complaints or requests for modification or removal of your data, you are welcome to email me at enquiries@jlfvirtualassistant.co.uk or write to me at:
Jane Fairnie,CeMAP
37 Inverewe Place
Dunfermline
KY11 8FH
UK.

If you have any concerns or need assistance with creating your own  website privacy policy, the ICO can provide guidance. www.ico.org.uk



Changes to this privacy policy:
 
The General Data Protection Regulation is new and the ICO is still issuing new guidance about how businesses should follow it. So, you may see little updates to the privacy policy over the coming months.
Be sure to check in and have read every now and then. Thank you.

Contact us

JLF Virtual Assistant

Proofreading, Publishing and Administration Services.
 
Here to help you.