Global VA Terms of Business

Global VA Terms of Business
  • Description
  • Contents
  • FAQs
These documents are designed to issue to your client. And for both you and your client to understand them. All designed for the way you work today

They cover:
  • Confidentiality, GDPR, NDA (non- disclosure agreement)
  • Copyright, intellectual property Tax, substitution, withholdings and deductions
  • Payment, late payment, interest
  • Suitable for working on hourly rate, project or retainer basis
  • With options for uplifts for specific work/hours/speeds

From pitching to onboarding and invoicing you can use these at all stages.

Included within your Terms of Business:

  • Terms of Business (the main agreement you issue once to each client)
  • Booking Form (where you put the informational unique to you and this client)
  • Data Processing Form (optional use when necessary)
  • ICO Reference Document (referred to in Data Processing Form)
  • Sample Security Instructions
  • Non-EU Model clauses
  • 6 months+ group support depending on the level you purchase
  • Comprehensive onboarding videos explaining how to use
  • Access to mini-courses and webinars designed to help you use your documents to protect and grow your business

What do the levels mean?
Your documents and support options are explained here >

Which level should I choose?
If in doubt choose a lower level. You can upgrade later to a higher level to extend your support period or get more flexibility on where you can edit your documents

What do I get in the support period?
You get access to unlimited support in the KoffeeKlatch Facebook customer group.

You get access to updates and additional material at no additional charge during your support period

You get access to our growing library of support material in the ‘KoffeeKlatch zone’ designed to help you manage clients comfortably using your legal documents as a positive tool.

Who writes these documents?
These documents are written by our team of business and legal experts and then reviewed by key customers to check they reflect the way you work today.

Are all the levels editable?
The Booking and Data Processing forms are designed to help you collect and gather the information that is unique to your contract with your client.

The main agreement can be modified by using the appropriate forms in the Booking form.

If you have an established business model and want to edit the main agreement, or add it in html format to your website, you will need to purchase or upgrade to Premium level.

Why do you lock down the other levels?
Most legal templates are sold without support and advice being included. If you go to a legal team for advice it will cost you hundreds of pounds. We are able to include advice within your purchase by having a streamlined document system where we know what terms you are on and where to find any changes you have made. Without that, we could not offer advice and support. People come for the contracts but stay for the training, advice and support. Few people go into business understanding all the issues your contracts cover – and the law itself changes regularly. By having a standardised format, we can easily update you on what has changed, train you, advise you, and prepare the help you need within the group – all at a price few legal teams could offer.

Will my documents make me compliant?
Your documents will help you comply with your legal obligations (and give yourself some extra protection and advantages too). They are designed to go along side good practise and an understanding of your rights and obligations. If you do not work in accordance with the options set out on the documents, or make changes to the documents that reduce your rights or increase your obligations, you will not be compliant.

Why can’t I remove the KoffeeKlatch copyright claim from my documents?
Our documents remain our copyright. We assign to you a right to use them in accordance with our terms. The copyright claim is there to alert other people who may think of using them that they need to contact us before using our copyright material.

What is the difference between Global and UK options?
If both you and your client are in the UK, the UK version is fine. You can add in what you need for Scotland or NI. If either of you is not in the UK you need the global version. See here for more information >

Can I get phone or private support?
Your purchase does not include one to one support, but there is an option to purchase one to one support if you decide you need it. Find out more here >

£50.00£250.00 plus VAT

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Work as a global VA without ever leaving your home

One of the greatest things about the internet is that you can work across borders and boundaries without even leaving your house.  And when you do leave your house you can travel and work wherever you can find wifi or internet access.  Even if it is only when you are off on holiday – you are a global VA now.

It sounds great – and it can be.  But have you ever thought about what you might need to protect your VA business (and your client) in a world where different laws apply depending on where you are working?  What happens when you are covered by EU GDPR even though your client is not in the EU?  With you, your clients, and their customers moving around the world, you need to take a global approach.

We have seen a lot of out of date VA contracts that ignore the massive implications of data protection.  It is not just the EU who want you to secure and lock down customer data. 

This issue is not going to go away.  As a VA you are front-line in helping your clients work in a GDPR (or equivalent) ready way.  Even if you are working locally from time to time at a clients own business you still need to take care of things properly.

Your customers will increasingly expect you to be able to answer questions like:

  • Have you got an NDA?
  • Who owns the rights when the work is done?
  • What about GDPR

If it all goes wrong you can lose time (and money) on things like “I thought you were doing that” or “But that is extra”. 

I've just sent the Booking Form and Terms for the first time to a new client for signing. They have been incredibly complimentary about it. It's clear, comprehensive and they know exactly where they stand."

Emily Dover

PA Me

Would you like to get things all sorted out in a professional way?

In an increasingly competitive world the way you onboard and contract your new clients can make you stand out as a real pro – or let you down as an amateur with no real idea of what needs to be done.

Would you like to be able to

  • Onboard new clients effectively
  • Handle GDPR without fuss or complications
  • Work as a Digital Nomad and know when and how to add new elements to your contract to keep you on the GDPR track

Wouldn’t it be great if you could also

  • Handle Brexit changes to GDPR if you are in the UK (if and when that happens)
  • Avoid misunderstandings about what is chargeable when
  • Sort out who is supposed to be doing what

And then let’s not forget

  • NDAs
  • Copyright and IP
  • Payments terms including late payment terms
  • Availability and urgent work

All designed to help you

  • Charge the way you want to and maximise your revenue
  • Create a positive framework for your commercial relationships
  • Enhance profitability by creating ‘niche’ extra charges that align with your business

Manage your client expectations and set out the way you work right from the start.   This will save you time, money, and stress.

... support with GDPR and contracts ..has been so helpful as I started out as a Virtual Assistant. I would recommend KoffeeKlatch and the support communities to anyone also working in the VA industry...amazingly responsive and helpful!

Penelope Baker

VA

Your Global VA terms of business

Designed for VAs with VAs to handle the variety of ways a VA charges, from the retainer to hourly rate or project, with options for core hours, out of hours, rates uplifts for specific work and more.

You need to know that whatever the future brings and wherever you find yourself working, you have something behind you designed for the way you work today..

Having a clear contracting and onboarding process makes it so much easier to comply with your legal obligations whilst creating a clear process for what is doing what.  When you have a clear structure with your clients you can reduce the time you don’t feel confident to bill because you don’t feel it was clear what you were going to charge.

Includes:

  1. Terms of Business Agreement
  2. Booking Form
  3. Data Processing Form
  4. ICO Reference Document (referred to in Data Processing Form)
  5. Sample Security Instructions
  6. Non-EU Model clauses

You can select Basic, Standard or Premium level depending on how much you want to change and how long a support period you want.

Not sure which level you need? Compare contract options here

Plus:

Comprehensive onboarding videos that take you through your what your documents mean, how to complete them and when to use them.

6-18 month’s membership of our community and with team support.

Members only webinars 

Free updates during your membership period.

We know not everyone is clear about how it all works and what needs to be done to put it all together.  Our supportive and friendly communities are designed for you to ask questions without worrying that they might be too small, and to find out how other VAs are handling similar problems and concerns.   Our resident legal and technical experts are on hand to respond to your questions and help you get to where you want to go.

Annabel is fantastic at explaining all the legal jargon in a simple way and regularly uses analogies that we can understand to explain the importance of being set up in the right way. If you are a freelancer you need Annabel and Koffeeklatch in your life

Sarah Banks

Banks' Business Solutions

So much more than a Global VA contract template

Working with experienced Virtual Assistants from solo practitioners to team leaders, these terms have been developed to give you the structure and flexibility you need.

We create transparent contracts to help ethical VAs create boundaries for the clients you don’t yet know.

You can use them as a free-standing agreement or alongside our basic policy starter pack (if you don’t have things like a data protection policy or a social media policy) and Virtual Assistant associate agreements

But you are not just purchasing document templates.  You are joining a lively and supportive group designed to help you adapt to a changing legal landscape and get used to being the boss of your own global VA business.

Just put these all together to match what you need to get your VA business really into gear

Is this the right agreement for you?

These documents were developed in the UK for VAs who want to contract to GDPR standards for data security.

If you are in the UK/EU or have customers in the UK/EU or are accessing data about UK/EU citizens these documents will set you on the right track.

Local legal advice is always recommended as no-one can keep up with every detail of every change in every country.

These documents are designed to get you thinking about the best and appropriate practise for your business.  They are not a substitute for good business processes.

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Purchase both the VA Terms of Business and the GDPR for VAs and receive the following for FREE:

  1. GDPR Data Privacy Policy and;
  2. Web Acceptable Use Policy.


Automatically applies at checkout.