Terms of Service

1. Acceptance of Terms

By using VA Agency's website and services, you agree to these Terms of Service. If you do not agree, you may not use our services. These terms govern your use of our Virtual Assistant placement service, client dashboard, and all related services provided by VA Agency.

2. Services Provided

VA Agency matches businesses with pre-vetted Virtual Assistants from the Philippines. Our service includes:

• AI-powered needs assessment and VA matching.
• Vetting and screening of Virtual Assistants (skills, experience, background checks).
• Placement coordination and onboarding support.
• Monthly check-ins and performance reviews.
• Payroll processing and compliance management.
• 60-day free replacement guarantee (see Section 5).

3. Fees and Payment

• Placement Fee: A one-time, non-recurring placement fee is charged when you accept a matched VA. The exact amount depends on the VA role and is displayed before payment. This fee covers sourcing, vetting, and placement services.
• Management Fee: A monthly management fee is charged for ongoing support, payroll processing, compliance, and QA check-ins. The first month's management fee is collected together with the placement fee at checkout. Subsequent months are billed monthly.
• VA Salary: The VA's salary is passed through to you with zero markup. You pay exactly what the VA earns. Salary details are provided in the placement confirmation.
• Payment Methods: Payment is by invoice via Wise (bank transfer or card) after you approve your VA. All amounts are denominated in US Dollars (USD).
• Late Payments: Management fees are due on the monthly anniversary of placement. Late payments may result in suspension of support services until the balance is settled.

4. Placement Process

1. You complete the AI-powered matching conversation, describing your needs.
2. Our system recommends a VA role match and, when possible, specific VA candidates.
3. Our founder contacts you within 24 hours to discuss the match and answer questions.
4. You meet the proposed VA (via video call) before committing.
5. If you approve the VA, you complete payment to lock in the placement.
6. Onboarding begins within 24 hours of payment confirmation.

5. 60-Day Replacement Guarantee

If you are not satisfied with your placed Virtual Assistant within 60 calendar days of the placement start date, we will find and place a replacement VA at no additional placement fee. Conditions:

• You must submit a replacement request via the client dashboard or by email within the 60-day window.
• You must provide a reasonable explanation for the replacement (e.g., skill mismatch, communication issues, performance concerns).
• The new VA will be sourced within 1-2 business days of your request.
• You may request up to two replacements within the guarantee period.
• The replacement guarantee covers the placement fee only. Management fees already paid are non-refundable, but future management fees will apply to the new placement.

6. Cancellation and Refunds

• Before placement: If you have not yet paid the placement fee, you may cancel at any time with no obligation.
• After placement (within 60 days): You may request a replacement as described in Section 5. The placement fee is not refundable in cash — the guarantee provides a replacement VA instead.
• After 60 days: The placement is considered final. Additional placements require a new placement fee.
• Management fees: Management fees for months already started are non-refundable. You may cancel future months by providing 7 days' notice before the next billing date.
• VA-initiated termination: If the VA voluntarily leaves within 90 days of placement, we will provide a free replacement regardless of the 60-day guarantee window.

7. Client Responsibilities

• Provide accurate and complete information during the matching process.
• Pay placement and management fees on time.
• Provide a reasonable working environment and clear instructions to the VA.
• Do not attempt to hire the VA directly outside of VA Agency (bypassing management fees). Doing so constitutes a breach of these terms and may result in legal action.
• Respect the VA's working hours and scope of work as agreed upon during placement.

8. Limitation of Liability

VA Agency acts as a placement and management intermediary between clients and Virtual Assistants. We are not liable for:

• Direct or indirect damages arising from the VA's work product, actions, or omissions.
• Business interruption, lost profits, or data loss resulting from the use or inability to use our services.
• Damages exceeding the total placement and management fees paid by the client in the 6 months preceding the claim.

Nothing in these terms excludes liability for death, personal injury, fraud, or any liability that cannot be excluded by Philippine law.

9. Intellectual Property

All work product created by the VA during their engagement belongs to you, the client, upon full payment of all fees. VA Agency retains ownership of its website, AI matching technology, processes, methodologies, and proprietary materials.

10. Governing Law

These Terms of Service are governed by the laws of the Republic of the Philippines. Any disputes arising from these terms shall be resolved in the courts of Metro Manila, Philippines.

11. Changes to Terms

We reserve the right to modify these terms at any time. We will notify active clients of material changes via email or through the client dashboard. Continued use of the service after changes constitutes acceptance of the updated terms.

12. Contact

For questions about these terms, contact us at:

• Email: legal@vaagency.ph
• Address: VA Agency, Metro Manila, Philippines