Last updated: May 2026
1. Definitions
In these Terms and Conditions, the following definitions apply:
- "Signature VA" means the sole trader business trading under that name, providing specialist virtual assistant services.
- "Client" means the individual practitioner, practice, or organisation engaging the services of Signature VA.
- "Services" means the virtual assistant services described in Clause 3 below and any agreed scope of work.
- "Instruction" means a specific request or commission of Services by the Client.
2. Basis of Engagement
Signature VA provides services as an independent sole trader and not as an employee or agent of the Client. Nothing in these Terms shall create or imply any relationship of employment, partnership, or agency between the parties.
An engagement commences upon written confirmation (including by email) of an Instruction by both parties. Signature VA reserves the right to decline any Instruction at its absolute discretion.
3. Services Provided
Signature VA provides the following specialist virtual assistant services to medical and medico-legal practitioners:
- Formatting and preparation of medico-legal reports for submission to Court
- Transcription of clinical and medico-legal dictation
- Drafting and management of professional correspondence with solicitors, barristers, NHS trusts, and instructing parties
- Case file administration and management
- Administrative support relating to neuropsychological and cognitive testing documentation
The precise scope of each Instruction will be agreed in writing prior to commencement. Signature VA does not provide legal, medical, psychiatric, or psychological advice of any kind.
4. Fees and Payment
Fees are agreed on a per-instruction or retainer basis as set out in written correspondence or a separate fee schedule. Signature VA reserves the right to revise its fee structure upon reasonable written notice to existing clients.
Invoices are payable within 14 days of the invoice date unless otherwise agreed in writing. Signature VA reserves the right to charge interest on overdue invoices at the statutory rate under the Late Payment of Commercial Debts (Interest) Act 1998.
Fees quoted are exclusive of VAT where applicable.
5. Client Obligations
The Client agrees to:
- Provide accurate, complete, and timely instructions and materials necessary for the performance of the Services
- Ensure that any materials provided to Signature VA are provided lawfully and do not infringe the rights of any third party
- Review and take responsibility for all documents and correspondence prepared by Signature VA before submission, filing, or dispatch
- Notify Signature VA promptly of any errors, amendments, or changes required
6. Turnaround and Deadlines
Signature VA will use reasonable endeavours to meet any agreed deadlines. Where a deadline is not expressly agreed, work will be completed within a reasonable timeframe. Signature VA accepts no liability for delays caused by late or incomplete provision of materials by the Client or by circumstances beyond Signature VA's reasonable control.
7. Intellectual Property
All documents, correspondence, and work product created by Signature VA in the course of providing the Services are produced on behalf of the Client. Upon receipt of full payment, all intellectual property rights in such work product vest in the Client.
Signature VA retains the right to retain copies of completed work for its own records and quality assurance purposes, subject to confidentiality obligations.
8. Limitation of Liability
Signature VA provides administrative and formatting support only. The Client retains full professional and legal responsibility for the content, accuracy, and submission of all documents and correspondence.
To the fullest extent permitted by law, Signature VA's aggregate liability to the Client for any claim arising out of or in connection with these Terms or the Services shall not exceed the total fees paid by the Client in respect of the specific Instruction giving rise to the claim.
Signature VA shall not be liable for any indirect, consequential, or special loss, including but not limited to loss of profit, loss of reputation, or loss of anticipated savings.
9. Termination
Either party may terminate an ongoing engagement by giving not less than 14 days' written notice. The Client shall pay for all work completed up to the date of termination.
Signature VA may terminate with immediate effect if the Client acts in breach of these Terms, fails to make payment when due, or behaves in a manner that Signature VA reasonably considers to be abusive, unlawful, or otherwise unacceptable.
10. Governing Law
These Terms and Conditions are governed by and construed in accordance with the laws of England and Wales. Any disputes arising shall be subject to the exclusive jurisdiction of the courts of England and Wales.
11. Amendments
Signature VA reserves the right to amend these Terms and Conditions at any time. Clients will be notified of any material changes. Continued use of the Services following notification constitutes acceptance of the revised terms.
12. Contact
Any queries regarding these Terms and Conditions should be directed to lara@signatureva.co.uk.