Terms and Conditions

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  • Written quotations are provided on request and a signed Booking Form is required before any work is undertaken.
  • If the client's original requirements change, we reserve the right to amend our original quotation in line with the additional changes.
  • When working with a company, Virtual Outsourcing will issue an invoice after completion of the work. Invoices shall be paid in full by the client within 14 days of the date of invoice.
  • Invoices submitted by Virtual Outsourcing shall be paid in full by the client within 14 days of the date of invoice. We reserve the right to charge interest on overdue accounts at 8% above the Bank of England base rate on the outstanding balance from the date of invoice until the date of payment
  • If a cheque is returned by the bank, the client will be responsible for all resulting bank charges.
  • When working with individuals, payment of 30% of the total amount is due in advance as a deposit, with the balance payable on completion strictly within 7 days of the date of invoice.
  • For bulk mailings postage will be added to invoice charges.
  • Virtual Outsourcing reserves the right to subcontract transcription services as and when necessary to qualified, approved typists who are subject to our Confidentiality Agreement.
  • Final responsibility for proofreading errors in the completed work rests with the client. Any error noticed by t he client will be rectified free of charge if notified within 72 hours of receipt of completed work, or within 14 days for work of more than 3000 words. All other amendments will be charged according to current rates. Should any errors be found, Virtual Outsourcing is liable for the cost of the work only and will not accept any further liability resulting in any consequential loss or damage.
  • Virtual Outsourcing are not responsible for the end use of any document produced or edited by us. Clients are solely responsible for its appropriate use, including abiding by any copyright laws, plagiarism laws and publishing requirements. Virtual Outsourcing is not responsible for the content of any document supplied to them. Virtual Outsourcing will assume no responsibility for any plagiarised material supplied by a client and reserves the right to return the work should we become aware of such inappropriate use. Virtual Outsourcing retains the right to reject work for any client which involves material Virtual Outsourcing finds to be illegal, immoral or objectionable.
  • Force majeure. In the event of us being prevented from completing or delivering any work or should the work be subject to a delay due to any cause beyond the control of either party, we shall be authorised to give the client notice of suspension or cancellation of the contract in whole or in part, without liability for any loss arising thereby and the client shall pay Virtual Outsourcing for any work or materials that have been provided to the date of such notice. The client shall not have the right to set off or counter-claim and any amount outstanding shall become immediately due and payable.
  • If the client decides to cancel a request after work has been commenced, the client will be charged for all work undertaken to that point.
  • If work is requested for urgent completion over weekends or Bank Holidays, this may be subject to a 25% surcharge.
  • We cannot guarantee or insure any tapes, CD`s, documents or any other original media sent to us. The media remains the client`s responsibility and we cannot accept liability for any loss or damage that may result. We shall endeavour to keep all media safe, and will use recorded or special delivery when posting the media. However, we strongly advise that backup copies be kept by the client.
  • These terms and conditions represent a legal contract governed by English law.

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Confidentiality

  • We will safeguard the confidentiality of all client information.
  • We will protect the client’s business interests.
  • We will refrain from using our client’s resources for personal or business gain.
  • We offer only services which we are experienced and equipped to offer.
  • We accept responsibility for all work we perform.
  • We represent truthfully information concerning capabilities and services.
  • We will avoid conflicts of interest and inform the client of any such potential conflicts.
  • We endeavour to use appropriate virus and scanning tools.
  • We use an online facility for the management of files which is covered by an SSL security certificate ensuring maximum security so that no third party can intercept data from files on the server.
  • Backup copies will be kept for a maximum period of 3 months. After that time they will be deleted. If the client requests sooner deletion, this is not a problem. All original documents shall be sent by traceable delivery, i.e. special or recorded delivery or courier.
  • All freelance personnel are subject to our Confidentiality Agreement which includes regulations on data protection and non-disclosure.
  • We are happy to sign any non-disclosure or confidentiality agreements and our freelance personnel will sign also if the client so wishes.

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