These Terms & Conditions set out the basis on which The Second Desk (“we”, “us” or “our”) provides virtual assistant, administrative and related support services to our clients (“you” or “your”).

By engaging us to provide services, you agree to these Terms & Conditions unless alternative terms have been agreed in writing.

1. Our Services

The Second Desk provides flexible virtual assistant and administrative support to businesses and private individuals.

Services may include, but are not limited to:

• Diary and inbox management
• Bookkeeping and finance administration
• Project and event administration
• Holiday-let and property administration
• Audio typing and dictation
• Household and lifestyle administration
• Research and organisation
• General business and personal administrative support

The exact services, scope of work and expected timescales will be agreed with you before work begins.

2. Working Arrangements

Services may be provided remotely or in person, depending on the nature of the work and what has been agreed.

We will carry out agreed work with reasonable care and skill.

Any timescale given for completing work is an estimate unless a specific deadline has been expressly agreed.

If the scope of a project changes or additional work is requested, we will discuss any effect this may have on the timescale or cost.

3. Fees

Our standard hourly rate is £35 per hour, unless another rate has been agreed with you in writing.

Discounted rates may be available for prepaid packages or other agreed arrangements.

We will make our applicable charges clear before commencing work.

Where appropriate, we may provide an estimate of the time required. An estimate is not a fixed quotation unless expressly stated otherwise.

4. Prepaid Hours and Packages

Where services are purchased as a prepaid package, payment must be received before work begins unless otherwise agreed.

Any conditions applying to the package, including the number of hours included and any expiry period, will be communicated when the package is purchased.

Unused prepaid hours are non-refundable once work has commenced, except where otherwise required by law or agreed by us.

Additional work beyond the prepaid hours will be charged at the applicable hourly rate unless a further package is purchased.

5. Invoicing and Payment

Invoices must be paid within the payment period stated on the invoice.

You are responsible for ensuring that invoices are paid by the due date.

If payment becomes overdue, we reserve the right to pause further work until the outstanding balance has been paid.

We also reserve the right to recover any interest or reasonable costs relating to overdue payments where permitted by law.

6. Expenses and Third-Party Costs

Any significant expenses or third-party costs required to complete your work will normally be agreed with you in advance.

You will be responsible for approved expenses and third-party charges incurred on your behalf.

Where we make bookings, purchases or arrangements with third-party suppliers on your behalf, the supplier's own terms and conditions may also apply.

We are not responsible for the acts, omissions, availability or performance of independent third-party suppliers.

7. Client Responsibilities

You agree to provide us with accurate information, instructions and materials reasonably required to carry out the agreed work.

You are responsible for reviewing and approving documents, bookings, payments, submissions or other important actions where approval is reasonably required.

Where you authorise us to communicate with suppliers, customers or other third parties on your behalf, we will act in accordance with the authority and instructions you have given us.

You remain responsible for final business, financial, legal and personal decisions.

8. Access to Accounts and Systems

Where necessary, you may provide us with access to systems, accounts or information required to perform the agreed services.

We will take reasonable care to keep access information secure and will only use it for the purposes of carrying out authorised work.

Where possible, clients should use secure access-sharing methods rather than sending passwords by ordinary email.

You are responsible for ensuring that you have authority to provide us with access to any information, accounts or systems supplied to us.

9. Bookkeeping and Financial Administration

Where we provide bookkeeping, invoicing, expense administration or other financial administrative support, our services are administrative in nature unless expressly agreed otherwise.

We do not provide regulated financial, investment, tax, accountancy or legal advice.

You remain responsible for the accuracy and approval of financial information and for obtaining professional advice from an appropriately qualified adviser where required.

10. Confidentiality

We understand that our work may involve access to confidential business or personal information.

We will treat confidential information with appropriate care and will not intentionally disclose it to third parties except:

• Where necessary to provide the agreed services;
• Where you have authorised us to do so; or
• Where disclosure is required by law.

These confidentiality obligations will continue after our working relationship ends.

11. Data Protection

We will handle personal information in accordance with applicable UK data protection legislation.

Where we process personal data on your behalf as part of providing our services, additional data-processing arrangements may be required depending on the nature of the work.

Further information about how we handle personal information should be provided in our Privacy Policy.

12. Cancellations and Changes

We understand that plans can change.

Please provide as much notice as reasonably possible if you need to cancel or rearrange booked work.

Where substantial work has already been completed, or time has been specifically reserved for you and cancelled at short notice, we reserve the right to charge for work completed and/or reserved time where this has been agreed as part of the booking arrangements.

For larger projects, specific cancellation terms may be agreed before work begins.

13. Ending Our Working Relationship

Either party may end an ongoing working arrangement by providing reasonable notice.

We may suspend or terminate services immediately where:

• An invoice remains materially overdue;
• We are asked to undertake unlawful or inappropriate activity;
• Continuing the work would create a legal, regulatory or safety concern; or
• There has been a serious breach of these Terms & Conditions.

You will remain responsible for fees and approved expenses incurred up to the date the services end.

14. Accuracy and Liability

We will provide our services with reasonable care and skill.

However, you remain responsible for reviewing important information and making final decisions based upon work we provide.

We will not be responsible for losses caused by inaccurate or incomplete information supplied by you, actions taken contrary to our advice or instructions, or failures by third-party providers outside our reasonable control.

Nothing in these Terms & Conditions excludes or limits liability where doing so would be unlawful, including liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation.

15. Events Outside Our Control

We will not be responsible for delays or failure to provide services caused by circumstances outside our reasonable control.

Where this occurs, we will make reasonable efforts to inform you and minimise disruption.

16. Intellectual Property

Unless otherwise agreed, you retain ownership of materials you provide to us.

Once all applicable fees have been paid, documents or materials created specifically for you as part of the agreed services may be used by you for their intended purpose.

Any pre-existing templates, processes, systems, methods or materials belonging to The Second Desk remain our property unless otherwise agreed in writing.

17. Private Individuals

Where our services are provided to an individual acting for purposes wholly or mainly outside their trade, business, craft or profession, you may have additional rights under UK consumer law.

Nothing in these Terms & Conditions is intended to restrict any statutory rights that cannot legally be excluded or limited.

Where applicable, cancellation and other consumer rights required by law will apply in addition to these terms.

18. Changes to These Terms

We may update these Terms & Conditions from time to time.

The terms applying to a particular piece of work will normally be those in force when the work is agreed, unless a change is required by law or agreed between us.

19. Governing Law

These Terms & Conditions are governed by the laws of England and Wales.

The courts of England and Wales will have jurisdiction, subject to any mandatory rights available to consumers under applicable law.

20. Contact

If you have questions about these Terms & Conditions, please contact:

The Second Desk
Email: info@the2nddesk.com