Terms and Conditions

Privacy Policy

Business Name: Holly Virtual Assistance
Owner: Holly Tarry
Location: Sutton Coldfield, UK
Effective Date: 1st September 2026

1. Introduction

These Terms & Conditions (“Terms”) govern all services provided by Holly Virtual Assistance (“we”, “us”, “our”) and apply to all clients and website users.

By purchasing services, subscribing to a package, or using this website, you agree to these Terms.

2. Services

We provide virtual assistant and administrative support services, including but not limited to:

  • Inbox organisation and email management

  • Calendar management and scheduling

  • Administrative support

  • Customer service support

  • CRM updates and data entry

  • Travel research and coordination

  • Personal lifestyle coordination

  • Other agreed administrative tasks

All services are strictly administrative in nature. We do not provide legal, financial, tax, HR, or strategic business advice.

All decisions made based on work completed remain the responsibility of the client.

3. Packages & Service Structure

We offer monthly retainer packages and one-off services.

Retainer Services

  • Billed monthly in advance via Stripe subscription

  • Begin on the client’s selected start date

  • Renew monthly from the start date

  • Delivered according to the relevant package

One-Off Services

  • One-off services purchased via website

  • Paid at time of purchase

  • No ongoing commitment required

4. Payment Terms

  • All payments are processed via Stripe

  • Retainer services are billed automatically each month

  • One-off services are paid upfront

  • Add-on services are billed separately where applicable

Failure to make payment may result in immediate suspension of services.

5. Cancellation & Refunds

  • Clients may cancel retainer subscriptions at any time with at least 3 days notice before the next billing cycle

  • Cancellation can be made via Stripe or by written notice via email

  • No refunds are issued for partially used billing periods or unused time

We reserve the right to terminate services immediately in cases of:

  • Non-payment

  • Abusive or inappropriate behaviour

  • Breach of these Terms

  • Misuse of services outside agreed scope

6. Communication & Working Hours

  • Communication is primarily via email

  • Response time is typically within 24 business hours (Monday–Friday)

  • Work is carried out Monday–Friday only

  • Inbox and task management is performed once daily unless otherwise agreed

Support is structured and not provided on an on-demand or real-time basis.

A 20 minute onboarding Microsoft Teams call is included for retainer clients.

7. Client Responsibilities

Clients agree to:

  • Provide accurate and complete information

  • Supply required access (e.g. email or calendar delegation)

  • Respond to queries in a timely manner

  • Ensure all tasks requested are lawful and appropriate

Clients remain fully responsible for all final business decisions.

8. Access & Security

For security reasons, we do not request or store client passwords.

Where possible, clients must provide:

  • Email delegation access

  • Calendar sharing permissions

  • CRM or system access via secure methods

All data is handled securely and in compliance with UK GDPR and the Data Protection Act 2018.

9. Service Limitations

Our services are strictly administrative and do not include:

  • Legal, financial, or tax advice

  • Strategic business consulting

  • HR or employment advice

  • Emergency or real-time support unless agreed in writing

High-volume or complex workloads may require a custom service plan and adjusted pricing.

10. Confidentiality

All client information, business data, and communications are treated as strictly confidential.

We will not:

  • Share client information with third parties

  • Use client data outside of service delivery

  • Disclose any information unless required by law

This obligation continues after the end of the service relationship.

11. Limitation of Liability

We are not liable for:

  • Loss of income, revenue, or business opportunities

  • Errors resulting from incorrect or incomplete client information

  • Issues caused by third-party platforms or software

  • Indirect or consequential damages

Our total liability is limited to the amount paid for services in the relevant billing period.

12. Intellectual Property

Upon full payment, client-specific deliverables become the property of the client unless otherwise agreed.

We retain ownership of:

  • Templates

  • Systems

  • Processes

  • Internal workflows

  • Pre-existing materials

13. Subcontracting

We do not subcontract any part of our services. All work is completed directly by Holly Virtual Assistance (Holly Tarry).

14. Changes to Services & Terms

We reserve the right to:

  • Update these Terms at any time

  • Modify services or pricing

  • Adjust workflows or package structures

Updated Terms will be posted on this page with a revised effective date.

15. Governing Law

These Terms are governed by the laws of England and Wales.

16. Contact Information

Holly Virtual Assistance
Holly Tarry
Sutton Coldfield, UK
Email: hello@hollyvirtualassistance.co.uk

Business Name: Holly Virtual Assistance
Owner: Holly Tarry
Location: England, United Kingdom
Effective Date: 1st September 2026

1. Introduction

This Privacy Policy explains how Holly Virtual Assistance (“we”, “us”, “our”) collects, uses, stores, and protects personal data when you use our website or services.

We are committed to protecting your privacy and complying with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. How We Comply With GDPR

We follow GDPR principles in all aspects of data handling, including:

  • Lawfulness, fairness, and transparency – We only process data where there is a lawful basis and we are clear about how it is used.

  • Purpose limitation – Data is collected only for specified, explicit, and legitimate purposes related to delivering our services.

  • Data minimisation – We only collect the minimum amount of personal data required to provide our services effectively.

  • Accuracy – We take reasonable steps to ensure personal data is kept accurate and up to date where necessary.

  • Storage limitation – Personal data is not kept longer than necessary and is securely deleted or archived in line with legal requirements.

  • Integrity and confidentiality – We use secure systems and access controls to protect personal data from unauthorised access, loss, or misuse.

We also ensure that any third-party tools we use (such as Stripe, Squarespace, and Microsoft 365) are GDPR-compliant.

3. What Information We Collect

We may collect and process the following personal data:

When you contact us or use our website:

  • Name

  • Email address

  • Business name

  • Message content

When you purchase services:

  • Billing details (processed securely via Stripe)

  • Contact information

  • Service preferences and requirements

During service delivery:

  • Access to email accounts (via delegation only)

  • Calendar information (via delegation only)

  • CRM or business system data (where applicable)

  • Customer/client communication data (if relevant to service)

4. How We Use Your Data

We use your personal data to:

  • Provide virtual assistant services

  • Manage client accounts and onboarding

  • Communicate with you about services

  • Process payments via Stripe

  • Deliver agreed administrative support

  • Maintain records for legal and accounting purposes

We only use your data where it is necessary to perform our contract with you or comply with legal obligations.

5. Legal Basis for Processing

We process personal data under the following lawful bases:

  • Contract: To deliver services you have purchased

  • Legal obligation: For accounting and tax records

  • Legitimate interest: To operate and improve our business

  • Consent: Where explicitly provided (e.g. marketing emails)

6. How Your Data Is Stored

We take appropriate technical and organisational measures to protect your data.

Your information may be stored in:

  • Squarespace (website platform)

  • Stripe (payment processing)

  • Microsoft 365

  • Google Workspace or similar tools (if applicable)

All systems used comply with relevant security standards.

7. Data Sharing

We do not sell, rent, or trade personal data.

We may share data only where necessary with:

  • Payment processors (Stripe)

  • Website hosting providers (Squarespace)

  • Legal or regulatory authorities if required by law

All third parties are required to handle data securely.

8. Data Retention

We retain personal data only for as long as necessary:

  • Client records: up to 6 years (for tax/legal purposes)

  • Communication records: for the duration of the working relationship

  • Marketing data: until you opt out

You may request deletion of your data where legally permissible.

9. Your Rights (UK GDPR)

You have the right to:

  • Access your personal data

  • Request correction of inaccurate data

  • Request deletion of your data (where applicable)

  • Restrict or object to processing

  • Request data portability

  • Withdraw consent at any time (where applicable)

To exercise any of these rights, contact us at: hello@hollyvirtualassistance.co.uk

10. Email & Communication Data

If you grant email or calendar access:

  • Access is provided via secure delegation where possible

  • Passwords are not stored

  • Data is used only for service delivery

  • Access is removed upon termination of services

11. Cookies

This website may use cookies to:

  • Improve website performance

  • Analyse website traffic

  • Enhance user experience

You can control cookies through your browser settings.

12. Payments

All payments are processed securely via Stripe.

We do not store or have access to full payment card details.

13. Third-Party Links

Our website may contain links to third-party services (e.g. Stripe, Squarespace). We are not responsible for the privacy practices of these external websites.

14. Changes to This Policy

We may update this Privacy Policy from time to time. Any updates will be posted on this page with a revised effective date.

15. Contact Information

If you have any questions about this Privacy Policy or your data, please contact:

Holly Virtual Assistance
Holly Tarry
England, United Kingdom
Email: hello@hollyvirtualassistance.co.uk

Data Controller Information
Holly Virtual Assistance is the data controller responsible for your personal data. We are registered with the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues.

  • Registered Name: Holly Virtual Assistance

  • ICO Registration Number: [Insert Number]