Terms and Conditions
Last updated: 26/02/2026
Business Name: Gemma Jones VA
Email: gemmajonesva@gemmajonesva

1. Introduction
These Terms and Conditions govern the provision of services by Gemma Jones VA (“we”, “us”, “our”) to clients (“you”, “your”).
By engaging our services, you confirm that you have read, understood, and agree to be bound by these Terms and Conditions.

2. Services
We provide virtual assistant services to UK-based small businesses and healthcare professionals, including but not limited to:
General administrative support
Email and diary management
Document preparation and formatting
Invoicing and basic bookkeeping administration
Social media administration
Medical administrative support (including patient correspondence, referral processing, clinic administration support and record organisation)
All services will be agreed in writing prior to commencement.
We provide administrative support only. We do not provide clinical advice, medical decision-making, or regulated healthcare services unless agreed separately in writing.
We reserve the right to refuse services at our discretion.

3. Professional Boundaries (Healthcare Clients)
For healthcare professionals and medical organisations:
We act in an administrative capacity only.
Responsibility for patient care, clinical decisions, and regulatory compliance remains solely with the client.
The client is responsible for compliance with CQC, GMC, NMC, HCPC, or any other relevant regulatory body.

4. Fees and Payment
4.1 Pricing
Fees will be agreed in writing before services commence and may be structured as:
Hourly rate
Monthly retainer
Project-based fee
4.2 Invoicing
Invoices will be issued weekly/monthly/upon completion of agreed work/ as previously agreed.
4.3 Payment Terms
Payment is due within 7 days of the invoice date unless otherwise agreed.
Late payments may incur statutory interest and compensation under the Late Payment of Commercial Debts (Interest) Act 1998.
We reserve the right to suspend services if payment is overdue.

5. Retainer Agreements
Where services are provided on a retainer basis:
Retainer hours apply to the agreed monthly period.
Unused hours do not roll over to the following month.
Additional hours beyond the agreed retainer will be charged at the standard hourly rate.
Retainer agreements renew on a rolling monthly basis unless cancelled in accordance with Section 11 (Cancellation and Termination).

6. Client Responsibilities
You agree to:
Provide clear and accurate instructions
Supply necessary documentation, information, and access credentials
Ensure compliance with UK data protection legislation when sharing personal or patient data
Maintain appropriate professional indemnity insurance where required
Delays caused by incomplete information or lack of communication may impact agreed deadlines.

7. Confidentiality
All client information is treated as strictly confidential.
In relation to medical or patient data:
Information will be accessed only as necessary to perform agreed services.
Data will not be disclosed to third parties unless required by law or with written consent.
Confidentiality obligations continue after termination of services.

8. Data Protection and GDPR
We comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Where we process personal data on your behalf, we act as a Data Processor, and you remain the Data Controller.
You are responsible for:
Having a lawful basis for processing personal data
Providing appropriate privacy notices
Registering with the Information Commissioner’s Office (ICO) where required
We implement appropriate technical and organisational measures to safeguard personal data.
Please refer to our Privacy Policy for further information.

9. Intellectual Property
Unless otherwise agreed in writing:
All intellectual property created during the course of work transfers to the client upon full payment of all fees.
We reserve the right to reference non-confidential work for portfolio or marketing purposes.

10. Limitation of Liability
We will provide services with reasonable care and skill.
However, we shall not be liable for:
Indirect or consequential losses
Loss of profits, revenue, or business opportunity
Errors resulting from inaccurate, incomplete, or outdated information supplied by the client
Our total liability shall not exceed the total fees paid for the specific services giving rise to the claim.
Nothing in these Terms excludes liability for death, personal injury, fraud, or any liability that cannot be excluded under UK law.

11. Cancellation and Termination
Either party may terminate the agreement by providing a minimum of 30 days’ written notice.
The 30-day notice period begins from the date written notice is received via email.
During the notice period:
Services will continue as agreed.
All fees due within the notice period remain payable.
If the client chooses not to utilise services during the notice period, the agreed fees remain payable in full.
We reserve the right to terminate the agreement immediately in cases of:
Non-payment
Breach of these Terms
Unlawful, unethical, or inappropriate conduct
Circumstances that place us at legal or professional risk
Upon termination, all completed work up to the termination date will be invoiced and payable.

12. Force Majeure
We shall not be liable for any delay or failure to perform services due to circumstances beyond our reasonable control, including but not limited to illness, technical failure, internet disruption, or natural events.

13. Amendments
We reserve the right to amend these Terms and Conditions at any time. The most current version will always be available on our website.

14. Governing Law
These Terms and Conditions are governed by the laws of England and Wales.
Any disputes arising in connection with these Terms shall be subject to the exclusive jurisdiction of the courts of England and Wales.