Terms & Condition
The Happy Admin Co | Last Updated: 26 March 2026
Please read these Terms & Conditions ("Terms") carefully before engaging The Happy Admin Co for virtual assistant services. By instructing us or signing a service agreement, you confirm that you have read, understood, and agree to be bound by these Terms.
1. About Us
The Happy Admin Co ("we", "us", "our") provides virtual assistant and remote administrative support services to businesses and individuals. These Terms govern the relationship between The Happy Admin Co and any client ("you", "your", "the Client") who engages our services.
Trading as: The Happy Admin Co
Email: admin@thehappyadminco.com
Website: www.thehappyadminco.com
2. Services
2.1 Scope of Services
We provide virtual assistant services as agreed in writing between us (via a service agreement, proposal, or email confirmation). Services may include, but are not limited to:
Email and inbox management
Administrative support and document preparation
Data entry and database management
Customer service support
Social media scheduling
Research and report preparation
Other agreed business support tasks
2.2 Changes to Services
Any changes to the agreed scope of services must be agreed in writing by both parties. Additional services outside the original scope may be subject to additional fees.
2.3 Working Hours
Unless otherwise agreed, our standard working hours are Monday to Friday, 9:00am to 5:00pm (UK time), excluding UK public holidays. Work requested outside these hours may be subject to additional charges.
3. Fees and Payment
3.1 Fees
Our fees are as set out in your service agreement, proposal, or quote. We reserve the right to review and update our rates with a minimum of 30 days' written notice to existing clients.
3.2 Retainer Packages
Where services are provided on a monthly retainer basis:
Retainer hours are pre-purchased and non-refundable if unused within the agreed period
Hours cannot be carried over to the following month unless expressly agreed in writing
If you exceed your retainer hours, additional hours will be charged at our standard hourly rate
3.3 Invoicing and Payment Terms
Invoices will be issued in accordance with your service agreement. Payment terms are as follows:
Payment is due within 14 days of the invoice date unless otherwise agreed
Accepted payment methods include bank transfer (BACS) and other methods as specified on the invoice
We reserve the right to suspend services if invoices remain unpaid beyond the due date
3.4 Late Payment
In the event of late payment, we reserve the right to charge interest at 8% per annum above the Bank of England base rate, in accordance with the Late Payment of Commercial Debts (Interest) Act 1998. We may also claim reasonable debt recovery costs.
4. Client Responsibilities
To enable us to deliver services effectively, you agree to:
Provide clear, timely, and accurate instructions and information
Respond to our queries within a reasonable timeframe
Provide access to relevant systems, tools, or accounts as required
Ensure that any information you provide does not infringe the rights of any third party
Notify us promptly of any changes that may affect the delivery of services
Ensure that you have the necessary rights and permissions to share any materials or data with us
5. Confidentiality
5.1 Our Obligations
We understand that we may have access to confidential information in the course of providing services. We agree to:
Keep all confidential information strictly private and secure
Use confidential information only for the purpose of delivering the agreed services
Not disclose confidential information to third parties without your prior written consent
Take all reasonable steps to prevent unauthorised access to or disclosure of confidential information
5.2 Exceptions
Confidentiality obligations do not apply to information that:
Is or becomes publicly available through no fault of ours
Was already known to us before engagement
Is required to be disclosed by law or regulatory authority
5.3 Non-Disclosure Agreement
Where required, a separate Non-Disclosure Agreement (NDA) can be provided upon request.
6. Intellectual Property
6.1 Client-Owned Materials
All materials, data, documents, and content provided to us by you remain your intellectual property. We do not claim any ownership over materials you provide.
6.2 Work Product
Upon receipt of full payment, all work product created specifically for you as part of the agreed services will be assigned to you. Until payment is received in full, all work product remains the intellectual property of The Happy Admin Co.
6.3 Our Materials
Any tools, templates, systems, or processes that we use or develop independently remain our intellectual property and may be used across multiple client engagements.
7. Limitation of Liability
7.1 General
We take great care in delivering our services; however, to the fullest extent permitted by law:
Our total liability to you for any claim arising from our services shall not exceed the total fees paid by you to us in the three months preceding the claim
We shall not be liable for any indirect, special, or consequential loss, loss of profit, loss of data, or loss of business opportunity
7.2 Client's Responsibility for Instructions
We act on your instructions. We accept no liability for any loss or consequence arising from acting on instructions you have provided, where those instructions were inaccurate, incomplete, or misleading.
7.3 Third-Party Services
We are not responsible for any failure, error, or interruption caused by third-party software, platforms, or services that we use on your behalf.
8. Data Protection
Both parties agree to comply with applicable data protection legislation, including the UK GDPR and the Data Protection Act 2018.
Where we process personal data on your behalf as a data processor, we will do so only in accordance with your documented instructions and the terms of any applicable Data Processing Agreement.
Our use of your personal data as a data controller is governed by our Privacy Policy, available on our website.
9. Term and Termination
9.1 Duration
These Terms apply from the date you engage our services and continue until the services are completed or the agreement is terminated in accordance with this clause.
9.2 Termination by Either Party
Either party may terminate the agreement by giving the notice period specified in your service agreement. If no notice period is specified, a minimum of 30 days' written notice is required.
9.3 Immediate Termination
We reserve the right to terminate the agreement immediately and without notice if:
You fail to make payment when due and do not remedy this within 7 days of written notice
You act in a way that is abusive, threatening, or otherwise inappropriate towards us
You ask us to act unlawfully or in breach of any applicable regulation
You are subject to insolvency proceedings
9.4 Effect of Termination
On termination:
All outstanding invoices become immediately due and payable
Each party will return or destroy confidential information belonging to the other
We will provide reasonable handover support for up to 5 business days following the termination date, charged at our standard rate
10. Independent Contractor
The Happy Admin Co operates as an independent contractor. Nothing in these Terms shall create an employment relationship, partnership, or agency between us and you. We retain the right to provide services to other clients, provided there is no conflict of interest.
11. Force Majeure
Neither party shall be in breach of these Terms as a result of any delay or failure in performance caused by circumstances beyond their reasonable control, including but not limited to acts of God, pandemic, government action, power failures, or internet outages. The affected party must notify the other promptly and take reasonable steps to mitigate the impact.
12. Subcontracting
We may subcontract certain tasks to trusted associates or contractors. Any subcontractors we use are bound by confidentiality and data protection obligations equivalent to those in these Terms. We remain responsible to you for the delivery of services.
13. Entire Agreement
These Terms, together with any service agreement, proposal, or statement of work agreed between us, constitute the entire agreement between the parties and supersede any previous communications, representations, or agreements relating to the subject matter.
14. Amendments
We may update these Terms from time to time. We will provide you with at least 30 days' written notice of any material changes. Continued use of our services following the notice period constitutes acceptance of the updated Terms.
15. Governing Law and Jurisdiction
These Terms are governed by and construed in accordance with the laws of England and Wales. Any disputes arising from these Terms shall be subject to the exclusive jurisdiction of the courts of England and Wales.
16. Contact Us
If you have any questions, concerns, or requests relating to these Terms, please contact us:
The Happy Admin Co
Email: admin@thehappyadminco.com
Website: www.thehappyadminco.com
Thank you for choosing The Happy Admin Co. We look forward to supporting your business!