Terms and Conditions

Trading name: Libra VA Services
Company Number: 13030412

Welcome to Libra VA Services’ Terms and Conditions.
For the purposes of this agreement, “Site” refers to the Company’s website, which can be accessed at librava.co.uk.
“Service” refers to the Company’s services, as listed on the same website.

These Terms and Conditions apply whenever you use our Services.
Please read them carefully. By using our Services, you agree to be bound by these Terms in full.
If you do not agree, you must not use our Site or Services.

1. DEFINITIONS AND LAW

In these Terms, the following words and phrases have the meanings set out below:

  • “Contract” – an agreement that we will supply Services on specified occasions and/or to a defined outcome, as set out in a Contract or formal proposal.

  • “Clause” – a numbered clause in this agreement.

  • “Confidential Information” – all information obtained through our connection with you that relates to you or your business (including financial information, products, services, service levels, customers, suppliers, pricing, margins, etc.). It excludes information you have made public or information that becomes public without breach of confidentiality.

  • “Data Processing Agreement” – the form completed by you that sets out the framework for processing personal and other data.

  • “Including” – the term “including” does not limit the generality of the concept or example being given.

  • “Personal Data” – information about identifiable living individuals.

  • “Processing” – any operation performed on Personal Data, including collecting, organising, storing, retrieving, using, sharing, or deleting it.

  • “Project Agreement” – the full agreement made up of the Contract, these Terms, the Data Processing Agreement (if applicable), and any related documents.

  • “Rights” – all intellectual property rights, including copyrights, patents, design rights, trademarks, service marks, trade secrets, and the right to register or apply for such protections.

  • “Services” – the work to be provided, or outcomes to be achieved, by us as set out in the Contract.

  • “Third Party Data” – Personal Data relating to an individual other than you.

  • “You” – the person, firm, or organisation for whom we perform the Services.

  • “We”, “us”, or “our” – Libra VA Services Ltd.

No waiver – If either party delays or fails to enforce any term of the Contract or these Terms, it does not prevent later enforcement.
Severability – If any provision of these Terms is unenforceable, it will be modified to the minimum extent necessary and the remainder will remain in full force.
Law and jurisdiction – The laws of England and Wales govern this Agreement, and any disputes are subject to the exclusive jurisdiction of the English courts.

2. GENERAL TERMS

By using our Services, you agree to these Terms and our Privacy Policy.

  • Written quotations will be provided before any work begins.

  • A signed contract is required before commencement; this signifies your acceptance of these Terms.

  • Work will be accepted via email unless otherwise agreed.

  • While we strive for reliability, we accept no liability for disruptions or data loss resulting from external causes, including IT, hosting, or network failures.

  • We reserve the right to amend our Services at any time.

3. SERVICE LOCATION

All Services will be carried out at Libra VA Services’ premises (home office or co-working spaces).

4. WORKING HOURS

Monday to Friday (excluding UK Bank Holidays), 09:00–17:00 (UK time).
Correspondence received outside these hours will typically be handled the next working day, unless otherwise agreed.

5. COMMUNICATION

All communication and work confirmation should be made via email, unless otherwise agreed.

6. OWNERSHIP OF WORK & RIGHTS

  • All work is treated as confidential and handled in line with GDPR and ICO standards.

  • Your business affairs will not be disclosed to third parties.

  • If required, we are happy to sign a confidentiality or non-disclosure agreement before commencing work.

  • Upon payment of our fees, the Rights in any work created specifically for you will be assigned to you.

  • Until payment is made, all materials and documents remain our property.

  • We retain ownership of templates, systems, or methodologies used in the creation of your material.

  • You must ensure that you have the appropriate rights to use any images or materials supplied to us.

  • We will not use your materials for our own benefit once payment is received.

  • We store sensitive data for the duration of a project and up to 28 days afterwards.

7. CONFIDENTIAL INFORMATION

  • We will only use your Confidential Information to perform the Services or where disclosure is required by law.

  • Secure methods will be agreed upon for the exchange of confidential information.

  • You must provide us with unique system logins where required.

  • All passwords are stored securely and will not be shared.

  • We will not create social media or email accounts under your name without explicit consent, as stated in the Contract.

  • Temporary backups may be made to ensure service continuity.

8. DATA PROTECTION AND GDPR

  • We will process your Personal Data in accordance with our Privacy Policy.

  • We act as a data processor when handling third-party data on your behalf; you act as the data controller.

  • No data processing will take place until you provide written instructions.

  • We will process third-party data only as instructed and maintain confidentiality and security measures.

  • We will assist with subject access requests or GDPR obligations as required (charged at our hourly rate).

  • In the event of a data breach, we will notify you promptly and assist in investigations.

  • Unless otherwise specified, third-party data will be deleted within 28 days of the contract's end date.

  • You may audit our data-handling practices upon request (charged accordingly).

  • It remains your responsibility to specify suitably secure platforms and data-sharing methods.

9. WORKING GUIDELINES

  • Initial consultations (up to 30 minutes) are complimentary.

  • Project estimates may change depending on scope or additional requests.

  • Any additional time or scope changes will be reviewed and agreed upon in writing.

  • Suspended or delayed work may be invoiced for work completed to date.

  • Proofing and final checks are the client’s responsibility.

  • Errors must be reported within 48 hours of receipt.

  • Either party may terminate with one month’s written notice.

  • We reserve the right to reject work deemed illegal, immoral, or objectionable.

  • All software and equipment used by us are included, unless licence fees are specifically agreed upon.

  • We may assist with HMRC enquiries where relevant documentation is required.

10. SUB-CONTRACTING AGREEMENT

We may engage approved associate support on client projects.

  • All associates are ICO-registered, insured, and vetted.

  • The Director of Libra VA Services remains responsible for client communication and project delivery.

  • Associates will not be legally liable for omissions or failure to complete work.

  • Legal and insurance liability remains with Libra VA Services Ltd.

11. RETAINERS

  • Retained clients receive priority.

  • Retainer rates start from £38 per hour (minimum 10 hours per month).

  • Work under a retainer must align with pre-agreed priorities and available hours.

  • Retainer clients are billed monthly; unused hours do not roll over.

  • Monthly retainers are fixed-fee and agreed upfront.

12. ONE-OFF PACKAGES

  • Any unused hours expire three months from the start date of the package.

  • Additional work beyond this period will be billed separately.

13. PAYMENTS

  • All payments must be made by bank transfer.

  • Standard rate: £38/hour (VAT charged where applicable).

  • First-time clients: 75% payment upfront; balance upon completion.

  • Rolling contracts: 100% payable upfront each month.

  • Invoices are due within seven days unless otherwise agreed.

  • Overdue invoices may result in the suspension of work and the imposition of interest charges.

  • Urgent or weekend work (less than 24 hours’ notice) is charged at £45/hour.

  • Travel and meeting time are chargeable.

  • We reserve the right to adjust rates and packages with notice.

  • Meeting deadlines depends on timely access to required information and payments.

14. POLICIES AND PROCEDURES

  • Complaints: Please contact us immediately if you have any concerns. Once work is signed off, further changes are chargeable.

  • Health & Safety: We are responsible for our own health and safety when working at our premises.

  • Data processing outside the EEA: If applicable, the EU Model Clauses will apply, unless otherwise agreed upon in the contract.

15. INSURANCE & LIABILITY

  • We hold professional indemnity and liability insurance via PolicyBee, with cover up to £1 million.

  • Copies of certificates can be provided upon request.

  • You will indemnify us against any losses arising from instructions that breach the law.

  • We shall not be liable for indirect or consequential loss, including loss of profits, reputation, or business.

  • Total liability is limited to the fees paid for the relevant Services.

  • Nothing in these Terms excludes liability where it cannot legally be excluded.

16. TERMINATION

  • Either party may terminate an agreement with 30 days’ written notice.

  • Termination does not affect accrued rights or obligations.

  • Post-termination work (e.g. returning data, responding to emails) will be chargeable.

  • To avoid further charges, please remove our access to all systems upon termination.

17. WE COMMIT TO:

  • Carrying out all work professionally and ethically.

  • Providing accurate representations of our skills and experience.

  • Respecting the confidentiality of your business affairs.

  • Keeping all data secure and compliant with GDPR and ICO regulations.

  • Maintaining our professional development and knowledge within our field.

18. AGREEMENT OF TERMS

By engaging Libra VA Services, you acknowledge that you have read, understood, and agree to be bound by these Terms and Conditions.

These Terms, together with our Privacy Policy, represent the full agreement between you and Libra VA Services and supersede all prior understandings.

We reserve the right to update these Terms at any time. Any changes will be published on our website, and continued use of our Services constitutes acceptance of those changes.

For any questions, contact: info@librava.co.uk

19. GOVERNING LAW

These Terms and any related agreements shall be governed by and construed in accordance with the laws of England and Wales.

Registered office: 86–90 Paul Street, London, EC2A 4NE.

Updated: October 2025