This work for Hire Agreement (“Agreement”) is made on [DATE}, between Rebecca Latham of Supported By Rebecca, 21 Chilham Place, Macclesfield, Cheshire, SK118TG and [NAME] on behalf of [BUSINESS NAME], of [ADDRESS].

In this Agreement, the party who is contracting to receive the services shall be referred to as the “Client” and the party who will be responsible for providing the services shall be referred to as “Supported By Rebecca”. On instructing us to carry out any form of work, the client agrees to our Terms and Conditions of business contained herein. 

A signed contract will be required prior to commencement of an assignment with a new client.  Future bookings are subject to the current terms of business that Supported By Rebecca has in place “from time to time” and will be confirmed to the client by email prior to work commencing.

Please ensure that you read this document fully.

Service location.

The Service to be provided under this Agreement shall be performed remotely at the Supported By Rebecca place of business. (i.e. Home Office). On-site services cannot be offered as part of a retainer and will be subject to the Ad-hoc rate plus mileage and expenses. 

Confirmation of booking

 Supported By Rebecca may send a Booking Form to the client at the start of an assignment which enables clients to provide details of any task or specific requirements if these haven’t been agreed previously. Completion of the Booking Form also indicates the client’s acceptance of our Contractual Terms and Condition, as advised in this document. A minimum 50% deposit or £25.00 (minimum payment) may be required before work commences for a new client.

Hours of Work

Supported By Rebecca associates are available to provide work between the hours of 9am and 6pm Monday to Friday (excluding bank holidays). Unless a specific time has been booked and agreed with the Client, work requested outside of these hours will be billed at a higher rate of £40.00 per hour. Unavailable days or times will be advised prior to work commencing. Where a retainer package or project has been agreed, guaranteed hours and availability will be confirmed to the client in writing.

Sub Contractors or Suppliers

Supported By Rebecca reserves the right to engage with additional contractors or associates when working with clients to provide the services requested. Examples of these include, but are not limited to, additional virtual assistants who form part of our Associate team, Marketing Specialists, Accountants and Bookkeepers.  Associates are bound by confidentiality terms with Supported By Rebecca. Unless otherwise advised in writing, these costs are included in the hourly rate agreed with the Client.

The Client may not engage an associate of Supported By Rebecca directly to work with them outside of this agreement.

The Client is liable for an employment referral fee of £1000.00 per person, should they directly employ (either legally or on a sub-contractor basis) anyone currently employed/sub-contracted by Supported By Rebecca within the current agreement or within 3 months of terminating the contract with Supported By Rebecca. The Client agrees to pay this fee whether they notifies the Company of their action or the Company discovers this employment independently at any time after it occurs. The Client further agrees to reimburse the Company for any and all collection or legal fees the Company incurs in collecting this fee.

Rates

Supported By Rebecca rates are hourly and based on the current pricing structure of Supported By Rebecca.

 The agreed hourly rate for this booking is (delete where appropriate) £30.00 per hour retainer agreement / £35.00 per hour Ad Hoc work.

Additional hours required outside of the retainer package are charged at £35.00 per hour and are subject to availability. Supported By Rebecca is not currently VAT registered.

Initial assignments carry a minimum one hour’s charge. Further assignments carry a minimum half an hour charge.

All work is tracked and rounded up to the nearest 5 minutes and is available on request. Time required to set up systems in order to work for the client is included in billable time. All communication with the client (telephone/email etc) is included in billable time. Any additional expenses (including but not limited to: postage, printing, stationary, peripherals and consumables) will be charged in addition to the quotation. It may be necessary for large amounts to be paid in advance. However, these will only be charged at cost.

If a client requests Supported By Rebecca or any of their contractors to travel to their preferred location, travel time will be billed in line with the normal hourly rate in addition to travel costs which are charged at £0.45 per mile.

On-site services are not available as part of the retainer and will be charged at the ad-hoc rate. On-site services are subject to availability.  The ad-hoc rate applies to the full travel time and the time spend on-site. If the on-site location is 70 miles or more from the address of Supported By Rebecca, accommodation costs will be billable to the client. 

Where the client causes delay, changes the specification, requires extra work or meetings or changes previously accepted work, we shall be entitled to a reasonable extension of time and rate increase and/or advance payment. Any work carried out prior to the changes, will be charged at the rate previously agreed.

Where the requested work by the client incurs a requirement to pay a supplier or subcontractor for additional services or products, this amount will be required upfront, either to Supported By Rebecca, or the supplier directly.

Any late cancellation of work will incur a £30.00 administration fee (24 hours’ notice required). Requests for work outside of core hours will be billed at a higher rate of £45.00 per hour.

Supported By Rebecca reserves the right to review charges when appropriate, and clients will be notified of any changes. It is understood by the parties that Supported By Rebecca is an independent service provider with respect to the Client and not an employee of the Client. The Client will not provide fringe benefits, including paid holiday, sick pay, pension contributions, health insurance benefits, or any other employee benefit, for the benefit of Supported By Rebecca contractors.

Ad Hoc Hourly Rate

Whereby a client has not signed a retainer agreement, the client will be charged at a rate of £35.00 per hour. Ad hoc work may require to be paid in advance. Work might not commence until payment has been received. If advanced payment is not required, the client will be invoiced at the end of each working week. Payment must be made within 7 calendar days. Future work will not commence if payment is not received.

Retainer Agreement

Retainer agreements of a minimum of 8 hours per calendar month, for a minimum of a 3 months period, will be charged at a reduced rate of £30.00 per hour. After 3 months, the contract will continue on a monthly rolling basis until the client or Supported By Rebecca gives notice. 

Unused hours of a retainer agreement will not be carried over to the following week as a retainer agreement guarantees our availability to our clients. If hours are not used within the relevant week they will be lost, monetary refund will not be given.

Where a retainer agreement has been selected and the hours used, the Client may choose to purchase another retainer package, or transfer to an ad hoc hourly rate.

Retainer agreements require payment in advance. Work will not commence until payment has been received. If advanced payment is not required, the client will be invoiced at the end of each working week. Payment must be made within 7 calendar days. Future work will not commence if payment is not received.

Supported By Rebecca or the Client can cancel a retainer agreement at any time by giving 1 calendar months’ notice. Upon termination Supported By Rebecca will invoice the client for any work completed which has not been paid for 

in advance and the terms of invoice will apply.

If a retainer agreement is cancelled by client within the first 3 calendar months, the client will not receive the discounted hourly rate of £30.00 per hour and will be billed at the ad hoc work rate of £35.00 per hour for all hours worked since the start of the retainer agreement. 

Invoices

An invoice will be produced at the end of each working work and sent to the client via email. Payment is due within 7 calendar days of receipt of invoice. If payment is not received within 7 calendar days, Supported By Rebecca reserves the right to cease work until payment has been received. 

Retainer agreements will be invoiced in advance.  As soon as the payment has been received, Supported By Rebecca will be able to commence the work. Retainer packages run per calendar month. An invoice will be sent on or before the 23rd of each month to be paid within 7 calendar days. 

Whereby an Advanced payment or deposit has been requested, an invoice will be sent to the client prior to commencing the work. As soon as the payment has been received, Supported By Rebecca will be able to commence the work. 

When purchasing policies or training materials, the documents will be shared electronically to the client within 72 hours of receiving the payment. 

Payments

Payment can be made by BACS, details of which will be provided with the invoice.

The late payment charge is 5% (plus the Bank of England Base rate) of the original invoiced amount. Overdue accounts may be passed to a debt recovery agent for collection where additional debt recovery fees will also be added to the invoice.

Unpaid accounts may be forwarded to the Small Claims Court.

Confidentiality and Data Protection

Both Supported By Rebecca and The Client agree that all information provided to each other will be treated as strictly private and confidential and safeguarded in line with current data protection laws.

Where Supported By Rebecca engages the services of a supplier or sub-contractor, only the necessary information will be shared in order to provide the agreed services.

Both, Supported By Rebecca and the client are registered with the ICO (Information Commissioners Office). Supported By Rebecca do not collect or keep personal data unnecessarily and are diligent about using third party providers (systems) within the EU or under the US privacy shield.

Details of our privacy policy can be found on our website, click here.

Supported By Rebecca will not at any time or in any manner, either directly or indirectly, use for the personal benefit of Supported By Rebecca, or divulge, disclose or communicate in any manner any information that is proprietary to the Client. Supported By Rebecca will protect such information and treat it as strictly confidential.

This provision shall continue to be effective after the termination of this Agreement.

Supported By Rebecca or any of our subcontractors will sign a separate confidentiality agreement if requested by the client.

Work product ownership.

Any works copyrighted, ideas, discoveries, inventions, patents, products, or other information (collectively, the “Work Product”) developed in whole or in part in Supported By Rebecca in connection with the Services shall be the exclusive property of the Client.

Loss/Damage of Client Property in Transit

Supported By Rebecca cannot be held responsible for any loss, damage, theft etc of data, projects, equipment or any items relating to assignments, during transit to/from Supported By Rebecca premises.

Supported By Rebecca recommends that clients send mail through a secure postal service and obtain proof of postage and relevant insurance as we will not accept responsibility for loss or damage to items going through the postal service. We will also obtain the necessary proofs when sending items through the postal service. We would also advise keeping a copy prior to posting.

Liability.

Supported By Rebecca and our subcontractors will not be liable for loss, damage or delay of Client’s project due to circumstances beyond Supported By Rebecca control. Such circumstances may include (but are not limited to) acts of God, theft, public unrest, power outages, and inability to contact Client (including the client not responding to communication from Supported By Rebecca).

In the event of such loss, damage or delay, Supported By Rebecca will make every effort to notify Client immediately.

Clients are solely responsible for the appropriate uses of all work undertaken by Supported By Rebecca and/ or its contractors including abiding by copyright laws, plagiarism laws and publishing requirements.

Supported By Rebecca is not responsible for the content of any document supplied to them by the client or their representatives. Supported By Rebecca retains the right to reject any work for any client that involves material which Supported By Rebecca finds to be illegal, immoral or objectionable.

File Back-Up and Data Handling

Supported By Rebecca will keep all assignments for a period of 6 years after which time they will be deleted from our systems. This is the period of time that an insurance claim can be made.

Supported By Rebecca stores data on cloud storage with strict privacy settings in place. It is the client’s responsibility to advise Supported By Rebecca if they have a preference for data handling.  We will not accept liability for holding data in this way unless a client has advised us in writing of their preference.

Supported By Rebecca stores paper files in a separate office which will be locked at all times.  Keys will be stowed away in a separate building.
 

Proof Reading/Editing

Final responsibility for proofreading errors in completed work (including manuscripts, dissertations) rests with the client. Supported By Rebecca does not accept liability for any errors and will be responsible for rectifying the work only. Supported By Rebecca will endeavour to ensure that all documents are free from errors and omissions prior to submission. No further liability is acknowledged.

Completed Assignments

All completed assignments can be returned to the client by email, cloud sharing facilities, post or courier as hard copy.

End User Responsibility

Supported By Rebecca is 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.

Supported By Rebecca is not responsible for the content of any document supplied to them by the client or their representatives.

Clients should not pass off plagiarised material as their own original work. Supported By Rebecca will assume no responsibility for any plagiarised material supplied by a client and reserves the right to return work, should Supported By Rebecca become aware of such inappropriate use. Supported By Rebecca retains the right to reject work for any client which involves material Supported By Rebecca finds to be illegal, immoral or objectionable.

Insurance

Supported By Rebecca holds Professional Indemnity insurance and Public Liability insurance, and the details of this are available on request.

Severability.

If any provision of this Agreement shall be held to be invalid or unenforceable for any reason, the remaining provisions shall continue to be valid and enforceable. If a court finds that any provision of this Agreement is invalid or unenforceable, but that by limiting such provision it would become valid and enforceable, then such provision shall be deemed to be written, construed, and enforced as so limited.

Force majeure

If either party to this contract is prevented or delayed in the performance of any of the respective obligations under this contract by “force majeure”, then such party shall be excused from performance for so long as such cause or delay shall continue. For the purposes of this contract, “force majeure” shall be deemed to be any cause affecting the performance of this contract arising from or attributable to acts, events, omissions or accidents beyond the reasonable control of either party.

Entire agreement

This contract contains the entire agreement and understanding of the parties relating to the subject matter of this contract and extinguishes all previous agreements between the parties relating to the subject matter hereof.

Signatures

A signature on the Contractual Terms and Conditions of Business is required before acceptance of a new client.  This indicates the client’s acceptance of our terms and full agreement of work to be undertaken, and payment to be made as stated. Ongoing bookings are subject to the same contractual terms and conditions agreed.

If not signed in person, the agreement is deemed to be accepted when filled in and returned by email or a digital signature service.