TERMS AND CONDITIONS
Claire Lydia Ray assures that, whilst every effort has been made to ensure accuracy, we do not accept responsibility for any loss or damage howsoever suffered by users of the information provided in the document. In addition, we do all we can to ensure that all work is carried out correctly. It is the responsibility of the Client to check all such work prior to it being used in any way as we cannot accept any liability for any consequential loss howsoever caused. All documents, designs and logos should be proofed and signed as correct by the Client before release for printing and distribution and the Client will accept responsibility for the final design and layout as above.
Claire Lydia Ray, either directly or indirectly, will not use nor communicate any confidential client information for any purpose other than that required for the fulfillment of the Client's secretarial services or such services as have been agreed with the Client, without the prior consent of the client.
A Setup Fee will be charged to the Client as outlined in the Price Book as a consultation should the work require a greater scope, duration and change mid project. A new quotation will be provided to suit the new arrangements.
A Cancellation Fee of £50 will be levied should the Client choose to cancel the contract mid project or before handed over. A notice period of no less than 24 hours is required followed by written notice as per Contract Terms to cancel automatic transfer of quotation and proposals to next calendar month. Work done up to this point will be invoiced and payment will be required within 30 days of the date of the invoices as per the Settlement Terms. Presuming the 24 hours notice was not given of the alteration, an estimated contract value for the month/year will be levied.
Should the Client advertently, or inadvertently not use the Subscription, in order to avoid the abuse of the system, this is a non-refundable charge and is not the responsibility of Claire Lydia Ray.
The total amount to be invoiced for the project will not exceed the agreed amount per month unless otherwise informed by the receipt of a Purchase Order / Invoice or email request. The Project Total can also include an upgrade to a Full Virtual Office Management, Marketing or Professional Subscription at any time should the service require it. Should the time spent exceed the agreed amount then overspend can be taken forward to the following month, and a further invoice will be raised to cover the overspend which will require payment should the contract be cancelled as per the Contract and Settlement Terms set out below.
After the initial term of the contract, all Proposals and Quotations will be carried forward automatically to the next calendar month unless a written notice of 7 days has been received before the end of the current term. Thereafter a written notice of 30 days is required to terminate the contract.
An invoice will be produced at the end of the contracted month for settlement within 14 days. Payment is accepted by PayPal / BACS or a cheque (UK only and at the discretion of Claire Lydia Ray) Non-payment within this period will incur a 5% surcharge.
In accordance with the DATA PROTECTION ACT 1998 the following procedures have been put in place:
IDENTITY OF DATA CONTROLLER / HUB: Claire Lydia Ray
Adopting an information security policy, and putting in place controls on access to information.
At no time will any Buyer be made aware of the details of a Networker unless permission is obtained. A Buyer will be supplied with their own reference, password and email address and all communications will be through the Project Management Database, in order to monitor access to the database for assistance in detecting and investigating security breaches or attempted security breaches should they occur.
An Application Form is required to be completed by the Buyer along with evidence of identity and this will be held on file electronically and as a paper back-up and will be handled only by the Data Controller. An electronic Purchase Order will be raised and distributed to the Network with the Name and Address of the Buyer and Services required with the hourly rates quoted for acceptance by a Networker. A Networker will not be privvy to the original quotation unless it has been provided by the Networker for special services. Invoicing is carried out by the Data Controller and/or an assistant and for Accounts purposes only.
A Networker may provide the Hub with a referral for which an electronic form will be distributed and will be completed by the Networker and returned. The details of the Contact will be entered onto the Project Management Database for access only by the Referee and Administrator. All copies will be filed electronically or as a paper back-up.
At no time time will any Networker be made aware of confidential details of a Buyer unless permission is obtained to fulfill the assignment. A Networker will be supplied with their own reference, password and email address and all communications will be through the Project Management Database, in order to monitor access to the database for assistance in detecting and investigation security breaches or attempted security breaches should any occur.
An Application Form is required to be completed by the Networker along with evidence of identity and this will be held on file electronically and as a paper back-up along with any previous curriculum vitae provided by the Applicant. Background checks will be sought and references on permission by the Applicant. Information provided for background checks can be forwarded on request to the Applicant.
Freelance Contracts will be signed and kept on file electronically and as a paper back-up along with a signed document to agree whether they have understood their role as self employed and that there is no mutual obligation by either the applicant to take on an assignment or to be provided work.
ALL FORMS RELATING TO CONTRACTS, PURCHASE ORDERS, QUOTATIONS, INVOICES etc ARE DIGITALLY SIGNED AND CERTIFIED
Taking steps to control physical security
All buildings, computer rooms, equipment and offices used to store information are secured, which is in accordance with the Data Protection Act 1998. Where work is outsourced it is required that steps to control physical security are put in place as a requirement of the Act.
Establishing a business continuity plan
It is evident that a backup file should held securely in the event of a disaster, should this be fire, theft, or any other catastrophe. This has long been the policy of the Company and backup files of personal data will be maintained electronically and/or virtually.
Training your staff on security systems and procedures
It is required by all members of the Network that they do not give away their password to any other party. They are given a tour of the Project Management Database as a visitor and are only allocated limited access on completion of their Application which does not include Buyer information. Communication between a Buyer and Networker is carried out through the Project Management Email Account which is monitored by the Data Controller / Administrator.
Detecting and investigating breaches of security should they occur
It is the policy of the Company to investigate breaches should they occur and it is the policy to adopt the British Standard on information security management BS7799 in due course as a framework to maintain effective security within the organisation.