Terms of Work
All assignments must be accompanied by instructions (written and presented via courier delivery, fax or email; or verbal and summarized in writing via email) and/or a sample or any other clear description of the Client’s expectation for the final product. Contractor will not commence work and Client will not consume hours on the assignment until such instruction and/or description is received. Client agrees that any changes to the original instruction will require similar notice.
In the event Client deems completed assignment incorrect or incomplete, Contractor will make corrections.
The time required to make corrections that are the result of Contractor error will not be billed to the Client.
The time required making corrections that are the result of the Client’s mis-communication of instruction or failure to provide necessary or accurate base information will be billed to the client.
Normal Business Hours
Normal business hours for Apex Virtual Solutions are Mondays thru Fridays from 9:00 am EST until 5:00 pm EST. Arrangements can be made for weekend projects or tasks but additional fees will apply.
Normal holidays include: New Year’s Day, Martin Luther King Jr’s Birthday, President’s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veteran’s Day, Thanksgivings Day and Christmas Day.
Onsite Projects – Apex Virtual Solutions is a full support company for small to medium sized businesses. Onsite support can be provided on a case by case basis. This type of support will require at least 3 weeks notice and additional fees will apply.
Apex Client Phone and Online Software Termination
After Nov. 2, 2009, an early termination fee will apply to all phone lines set up through Apex Virtual Solutions’ systems. All services cancelled before a term of 6 months will be assessed a $150 early termination fee. A 30-day notice is required after the initial 6 month term for cancellation of phone services. All phone services cancelled without a notice will be assessed a $50 cancellation fee.
Rollover Hours
Clients are allowed to rollover up to a maximum of 10 hours per calendar year.
Reimbursement of Expenses
The Contractor shall be entitled to reimbursement for the following out-of-pocket expenses, if the Client expressly authorizes the expenses ahead of time. (Copies of all receipts will be provided to the Client to substantiate reimbursement of expenses.)
- Postage
- Delivery/Shipping Fees
- Copying
- Printing and artwork
- Project-related long-distance telephone calls
- Other authorized expenses purchased solely for the Client
Returned Checks
A $35 processing fee + any additional bank fees will be added to all returned checks.
Late Fees
Apex reserves the right to assess a 5% or $30.00 late fee (whichever rate is higher of the two) to all invoices not paid within 3 days of receipt. Any invoice not paid in full within 15 days of receipt will be assessed an additional 3% or $10.00 late fee (whichever rate is higher of the two). Services may be suspended without notice on or after day 4 of non-payment. After 2 or more late payments, Apex may require a deposit in order for services to be continued.
Non Payment
Apex Virtual Solutions reserves the right to hold all submitted client materials until payment is made in full. Once there is a zero balance Apex will release all client materials.
Confidentiality/Privacy Policy
Apex Virtual Solutions recognizes that the Client has and will have the following proprietary information:
- Products
- Prices
- Costs
- Discounts
- Future plans
- Client database
- Business affairs
- Personal information
- Other information (collective “Information”) which is valuable, special and unique assets of the Client
Apex Virtual Solutions agrees not to, at any time or in any manner, either directly or indirectly, use any Information for Apex’s own benefit, or divulge, disclose, or communicate in any manner any information to any third party without the prior written consent of the Client. Apex Virtual Solutions will protect the Information and treat it as strictly confidential. A violation of this article shall be a material violation of this Agreement.
Confidentiality After Termination
The confidentiality provisions of this Agreement shall remain in full force and effect after the termination of this Agreement.
Return of Records
Upon termination of this Agreement and balance paid in full, the Contractor shall deliver all records, notes, data, memorandum, models and equipment of any nature that are in the Contractor’s possession or under the Contractor’s control and that are the Client’s property. Please note that copies of work performed by Apex Virtual Solutions may be kept on file for record keeping and legal purposes. All passwords and login details will be deleted within 7 days of the work agreement termination unless client sends a written request asking Apex to keep the information on file.
Referrals
We truly appreciate the generous word-of-mouth references of our satisfied clients to their colleagues or acquaintances.
Retainer Referrals – Clients whose referrals result in a secured retainer with a new client will receive 20% of the referral’s first payment or $25.00 (whichever is greater between the two). The amount can be deducted from your next month’s invoice or paid directly via Pay Pal or check.
One-Time Project Referrals – Clients whose referrals result in a one time project will receive 15% of the referral’spayment or $15.00(whichever is greater between the two). The amount can be deducted from your next month’s invoice or paid directly via Pay Pal or check.
Consultations
Communication is plays a vital part in the services we provide. The purpose of the consultation is for us to figure out where you are at, where you want to go, and what steps we need to take to get there.
