Terms & Conditions

INTRODUCTION

This notice outlines the Terms and Conditions of business between the client (referred to as “you” or “your”) and Helen Holgate, trading as Oreo PA (referred to as “me” or “I”). 

I value my relationship with all clients and strive to protect your reputation. Therefore, I carry out all work personally, and I keep it fully confidential. Additionally, we agree on rates or packages based on your specific requirements, and I review the level of support regularly to ensure it remains effective.

GENERAL TERMS AND CONDITIONS
  • To begin, I provide a free initial 1-hour face-to-face consultation for clients within a 20-mile radius of S40 3FH. For clients outside this area, I offer consultations by telephone or your preferred virtual method.  Subsequently, I charge any additional meetings, phone calls, or emails at the agreed hourly rate.
  • Existing clients requesting support for a new task or project receive up to 30 minutes of free consultation.  During this time, we discuss the project scope and timelines to ensure clarity.
  • The hourly rate covers all professional services, including time spent on the project and communications with you.
  • After consultation, I provide a contract detailing the agreed scope of work, dates, and rate or package.
  • My normal working hours are 8.30 am to 5.00 pm, Monday to Friday, excluding Bank Holidays.  I can arrange out-of-hours support with prior agreement.
  • Travel, accommodation, or purchases arranged on your behalf require a suitable payment method.
  • I retain client documentation only as long as necessary.
  • Work considered unlawful or immoral may be rejected.
  • Professional Indemnity and Public & Products Liability Insurance are maintained.
  • Support is only provided to UK-based clients.
  • I review rates and packages on the 1st of January of each year and will notify you in writing of any changes.
  • Finally, I maintain antivirus software and may delete unsolicited emails or attachments that pose a risk. You must ensure your antivirus protection is up to date.
  • Liability is not accepted for the end use of documents or materials produced or edited.
  • These terms and conditions override any other terms and conditions you seek to impose or which might be implied by trade, custom, or practice.  I also reserve the right to vary these terms at any time and will provide notice to you.
SUPPLY OF SERVICES
  • Services require a minimum commitment of 1 hour.
  • I start work after receiving your signed contract, your acceptance of these terms, and any applicable deposit.
  • Briefing is required via consultation, phone, or the preferred virtual method.
  • I schedule work based on the project or task requirements, as discussed during consultation.
  • Reasonable efforts are made to meet performance dates; however, dates are estimates, and time is not of the essence.
  • Additionally, I may change services to comply with laws or safety requirements.  I will notify you of any such changes promptly.
  • I carefully proofread and spell-checked all work.  Nevertheless, accuracy remains your responsibility.  Please report inaccuracies within four working days for free corrections.  If you report errors after four days, I will still correct them, but extra time may be chargeable.
  • Original documents are returned after work completion unless otherwise agreed.  Furthermore, I keep work on file for 12 months and then delete it unless we agree otherwise.
CLIENTS OBLIGATIONS
  • A copy of these Terms and Conditions should be saved for your records.  If I do not receive a signed copy, but you continue instructing me, you accept these terms, and they form part of the contract between us.
  • Please send templates, supporting documents or other information securely: by email to helen@oreopa.co.uk, via Google Drive, Dropbox or USB by recorded delivery or courier.
  • Passwords must be sent securely, e.g., via Passpack.
  • Accepted file formats include Microsoft Office Access, Excel, OneNote, PowerPoint and Word.  Please notify me in advance if transferring large files.   
  • Additionally, ensure that all submitted work is legible.
CHARGES AND PAYMENT TERMS
  • Hourly services will be invoiced upon completion or monthly, along with a detailed timesheet.
  • Packages last four weeks from service commencement and require two instalments: 50% deposit before services, with the remainder, including any agreed additional expenses, after completion.  Unused hours are non-refundable or non-transferrable.
  • My rates assume a seven-hour day, Monday to Friday, 8.30 am to 5.00 pm, excluding Bank Holidays.
  • Additional expenses (stationery, postage, printing, parking, administrative costs) are invoiced at cost.  
  • Mileage is charged at 45p per mile from S40 3FH.  
  • Prior notice of additional expenses will be given.
  • If you wish to cancel or terminate my services, you must advise me in writing.  You must pay for work completed and any additional expenses incurred.
  • Payment terms are strictly 15 days.
  • I may suspend services until unpaid invoices are paid in full.
  • Overdue invoices may accrue interest (8% plus the Bank of England base rate) under The Late Payment of Commercial Debts (Interest) Act 1998. Recovery costs will be included.
  • Oreo PA is not VAT registered.
  • Payments should be made by bank transfer.
DATA PROTECTION AND CONFIDENTIALITY

Both parties must sign a Non-Disclosure Agreement before starting work. I treat all information and data in strict confidence. I do not share information with third parties except as described in my Privacy Policy.

All information is securely backed up in accordance with the Data Protection Act 2018. I hold a basic DBS certificate and act as the registered Data Protection Officer.

FORCE MAJEURE

I am not liable for delays or failures caused by events outside my reasonable control. These events include acts of God, strikes, lockouts, accidents, war, fire, flood, or failures of communications, telecommunications, or computer systems. Consequently, I may extend obligations reasonably under these circumstances.