Privacy policy

1. Acceptance of Terms: By utilizing our comprehensive suite of services and accessing our resources, including this website, you explicitly acknowledge and agree to be bound by the terms and conditions set forth herein. Your active use of our services constitutes a binding legal agreement between you and Simply Staffed Limited (“Simply Staffed,” “we,” “us,” “our”).
2. Amendments and Updates: We retain the right to make modifications to these Terms and Conditions at our discretion and at any time. For instance, if there are changes in the regulatory landscape affecting our services, we might need to update our terms. All changes will be prominently posted online, and it is incumbent upon you to routinely review these terms for any updates or alterations.
3. Governing Law and Jurisdiction: These Services and Terms and Conditions are explicitly governed by and construed in alignment with the laws of England and Wales. You explicitly consent to the exclusive jurisdiction of the English courts in matters pertaining to any disputes arising.
4. Definitions:
   • Commencement Date: The specific date on which the commencement of your subscription for our services is initiated. Example: If your assistant starts working on 1st July, that becomes the Commencement Date.
   • Contract: The contractual agreement governing the provision of services between you and Simply Staffed. Example: The agreement signed when you subscribe to our services.
   • Services: The array of services offered by Simply Staffed Limited. Example: Virtual assistant services, operational support, and system documentation services.
   • Specialist: A qualified professional providing specialized services beyond the standard offerings provided by Simply Staffed. Example: A graphic designer or digital project manager.
   • Terms and Conditions: The stipulations outlined in this comprehensive document.
   • Example: The rules governing the use of our services.
   • Sign-Up Form: The digital document where subscription details, pricing, and agreement to our Terms and Conditions are expressly confirmed. Example: The online form you fill out to initiate our services.
   • Proposal: A written communication from Simply Staffed detailing pricing specifics and nuanced details of the services being offered. Example: An email detailing the costs and scope of the services you’ve requested.
5. Introduction: 5.1. These Terms and Conditions have been meticulously crafted to be applicable to all contractual agreements for services provided by Simply Staffed Limited to you, and they deliberately supersede any alternative documentation or communication channels. Example: In case of any conflict, these terms take precedence over other agreements. 5.2. It is imperative to recognize that Simply Staffed operates as a facilitator for service providers, and additional terms with external providers may be applicable depending on the specific nature of the services procured. Example: If you request specialized services like graphic design, additional terms may apply.
6. Subscriptions: 6.1. Subscribing to our services necessitates the completion of our agreement to a detailed Proposal, each of which serves as an offer to purchase services from Simply Staffed. Example: Filling out the Sign-Up Form on our website is the initial step in subscribing to our services. 6.2. The acceptance of your offer is subject to the discretion of Simply Staffed, and we explicitly retain the right to refuse acceptance for any legitimate reason. Example: If your requested services are not in line with our capabilities, we may decline your offer.
7. Duration: 7.1. The initiation of your subscription marks the Commencement Date, commencing an initial three-month period. Subsequent renewals occur automatically on a monthly basis. Example: If you start services on 1st July, the next renewal will automatically be on August 1st. 7.2. In instances where allocated hours are used up before the conclusion of a monthly period, renewal is possible upon mutual agreement. Example: If you use up all your hours mid-month, you can renew for additional hours.
8. Fees and Payment: 8.1. Monthly Subscription Fees are explicitly outlined in the Sign-Up Form or Proposal, including any additional costs associated with specific package customization. Example: The Proposal will detail the cost of basic services and any extras you’ve requested. 8.2. Subscription Fees are deducted or due 7 days prior to the Monthly Commencement Date. Example: If your Commencement Date is the 1st of each month, fees are due on the 24th of the previous month. 8.3. Overdue payments may result in the suspension of services, imposition of interest charges, and potential engagement of debt collection services. Example: If payment is not received by the due date, services may be temporarily halted until payment is made. 8.4. Additional Services require full payment before the commencement of any additional work, unless otherwise expressly agreed upon in writing. Example: If you request a one-time project, payment is required before work begins. 8.5. Accepted payment methods include Gocardless, credit/debit cards, or Direct Debit. Example: Payments can be made conveniently using various methods outlined in our payment policies. 8.6. Prices displayed on the website are subject to periodic updates. Example: We may adjust prices to reflect changes in the market or to improve our service offerings. 8.7. Usage is billed on a minute basis, rounded up to the nearest 15-minute increment. Example: If a task takes 7 minutes, it will be billed as 15 minutes. 8.8. Unused hours do not carry over to the subsequent month. Example: If you have 5 unused hours in July, they won’t be available in August.
9. Subscription Downgrades: You possess the prerogative to downgrade your subscription with 1 month’s notice, with the downgrade taking effect on the next Monthly Commencement Date. Example: If you want to reduce your hours for August, you need to inform us by 1st July.
10. Termination: 10.1. Following the conclusion of the Initial Period, termination can be initiated by either party upon the provision of 1 months’ notice. Example: If you started services on 1st July and want to terminate, you need to notify us by 31st August for termination to be effective by 1st September. 10.2. Payments due remain payable upon termination. Example: If you terminate services mid-month, fees for the entire month are still payable. 10.3. Simply Staffed retains the right to terminate the Contract for breaches or other explicitly specified reasons. Example: If you violate our policies, we reserve the right to terminate our services immediately. 10.4. In the event of termination by a consumer within 14 days, consumer rights of cancellation apply unless services have commenced. Example: If you change your mind within the first 14 days, you can cancel without penalty unless services have already started.
11. Rights and Services: 11.1. Simply Staffed reserves the right to withdraw services without incurring liability. Example: We may discontinue a specific service if it’s no longer feasible. 11.2. It is essential to note that Simply Staffed does not function as a recruitment agency and does not engage in the selection of staff on your behalf. Example: We facilitate the connection with service providers but don’t directly hire staff for you. 11.3. Some tasks may necessitate prior written agreement for specialized software usage on your systems. Example: If you need specific software installed, we need written confirmation before proceeding.
12. Age and Capacity: To access our website and sign up for our services, you must be 18 years or older and have the legal capacity to enter into binding contracts. Example: By signing up, you confirm that you meet these age and capacity requirements.
13. Intellectual Property: 13.1. While providing services, Simply Staffed grants a limited, non-exclusive license to access our software and systems. Example: You have permission to use our software during the subscription period. 13.2. This Contract does not transfer ownership of Simply Staffed’s intellectual property rights to you. Example: You cannot claim ownership of any software or systems used in providing our services. 13.3. Any act or deed contesting or impairing our intellectual property rights is strictly prohibited. Example: You cannot attempt to claim our intellectual property as your own.
14. Limitation of Liability: 14.1. In the event of Simply Staffed breaching these Terms and Conditions, your remedies are limited to damages not exceeding the Subscription Fees paid in the preceding 3 months.
    
    Example: If you paid £1,000 per month, damages for a breach would be capped at £3,000.
    
    14.2. Simply Staffed is not liable for indirect, incidental, or consequential loss or damage. Example: We are not responsible for any indirect damage your business might suffer. 14.3. No warranty is provided regarding the quality or fitness of services for a specific purpose. Example: While we strive for excellence, we cannot guarantee absolute perfection in our services. 14.4. Services will be performed with reasonable skill and care, but interruptions or delays may occur. Example: We aim for uninterrupted service, but occasional interruptions might happen.
15. Severance: If any term or provision of these Terms and Conditions is deemed invalid, illegal, or unenforceable, the remaining provisions will endure. Example: If one clause is found invalid, the rest of the document still stands.
16. Client Data: 16.1. Some services involve third-party providers, and your personal information may be shared for service provision. Example: If you request specialized services, your details may be shared with relevant third-party providers. 16.2. Agreements with service providers include clauses holding them responsible for data security. However, you acknowledge that sharing data is done at your own risk. Example: While we take precautions, sharing data inherently carries some risk. 16.3. Immediate notification to Simply Staffed is required in case of a compromised account or the departure of an authorized person. Example: If an employee with access leaves, inform us immediately.
17. Non-Solicitation: You and your associates are prohibited from engaging with any staff introduced by Simply Staffed for a specified period post-termination. A fee will be due if this provision is breached. Example: If you hire an assistant introduced by us within a year of termination, a fee equal to the average is payable.
18. Service Delivery: 18.1. Assistants assigned to you may take various leaves and breaks throughout the year. 18.2. Legal obligations during leave will be handled by Simply Staffed, and replacements will be provided when feasible. Example: We’ll ensure legal compliance and attempt to provide a substitute during leaves. 18.3. Meetings for onboarding an alternative assistant during specific instances will be billable. Example: If your assistant has unique skills, onboarding a substitute may require additional billable meetings.
19. General: 19.1. These Terms and Conditions do not grant rights to third parties. Example: Only the parties involved in this agreement are bound by its terms. 19.2. Amendments by you are only valid if made in writing and signed by authorized representatives of Simply Staffed. Example: Verbal agreements or informal communication are not binding. 19.3. This document constitutes the entire agreement between you and Simply Staffed regarding the subject matter. Example: This document supersedes any prior agreements or discussions. 19.4. Simply Staffed retains the right to cede, assign, or delegate its rights and obligations. Example: We may assign specific responsibilities to external parties if needed. 19.5. Force majeure events may suspend our obligations, and notice will be provided in such cases. Example: If a natural disaster prevents us from providing services, we will notify you promptly. 19.6. Contact details for queries or complaints are provided. Example: If you have concerns, reach out to us at the listed contact information.

Email: [email protected]
Address: 59 Castle Street, Reading, RG17SN 

GDPR Client Guide

Introduction to GDPR: The General Data Protection Regulation (GDPR) was enacted on May 25, 2018, replacing the 1995 EU Data Protection Directive. GDPR is a comprehensive pan-European regulation designed to enhance privacy rights for individuals and impose greater responsibilities on organizations handling personal data (data controllers and processors).

Our GDPR Compliance: At Simply Staffed Limited, we take GDPR compliance seriously. Since its introduction in 2018, we have updated our Privacy Policy, Terms and Conditions, introduced a Cookies Policy, and implemented Data Processing Terms. A thorough audit of our information, business processes, and systems has been conducted to align with GDPR requirements.

Your Role as a Data Subject: As a client, you are a data subject, and Simply Staffed Limited acts as a data controller for the processing of your personal data. We collect, store, and use your data to fulfil contractual obligations, offer support, and provide access to your account. Your rights concerning this data are outlined in our privacy policy.

Your Role as a Data Controller: If your business involves sharing personal data with us or your remote Assistant, you likely fall under the scope of a data controller. In such cases, we act as your ‘data processor.’ It’s crucial to understand your obligations, including informing data subjects and gaining explicit consent.

Our Commitments: To ensure GDPR compliance, we commit to:

• Being a GDPR-compliant business.
• Ensuring our platform facilitates GDPR compliance.
• Maintaining the right level of security through active measures and regular updates.
• Prioritizing GDPR in data collection, processing, and storage.
• Implementing GDPR-compliant privacy policies, notices, and terms and conditions.
• Providing GDPR guidance to both remote Assistants and clients.
• Requiring GDPR compliance from remote Assistants.
• Offering GDPR audits to remote Assistants on an annual basis.
• Training our internal team on GDPR compliance.

Your Responsibilities as a Data Controller: As a data controller, you must:

• Ensure your business is fully GDPR compliant.
• Inform data subjects and gain explicit consent.
• Be accountable for GDPR compliance within your relationship with remote Assistants.
• Satisfy yourself that your remote Assistants is GDPR compliant.
• Ensure GDPR-compliant sharing of data and use of tools or services.
• Have GDPR-compliant agreements, contracts, and policies.
• Ensure your systems are GDPR compliant.
• Avoid requesting actions that contravene GDPR.
• Refrain from sending sensitive data to remote Assistants.
• Provide clear instructions on data deletion and assist in keeping records up to date.

Data Security Measures: We take extensive measures to secure your data, including firewalls, encryption, intrusion detection, and physical security. Our platforms and infrastructure prioritize privacy by default and design.

Data Collection and Sharing: We collect specified data outlined in our Privacy Policy. While our servers are within the EEA, some data sharing may occur with GDPR-compliant third-party providers outside the EEA.

Data Retention: We adhere to GDPR requirements on data retention, ensuring data is not stored longer than necessary for practical, commercial, and legal reasons.

Team Training: Our team undergoes ongoing training on data handling and GDPR compliance. Advanced identity verification measures have been implemented.

Respecting Your Rights: You have the right to request data deletion, modification, or access. Contact [email protected] to exercise your rights.

Legal Documentation: We provide GDPR-compliant Privacy Policy, Terms and Conditions, Cookies Policy, and Data Processing Terms.

Demonstrating Compliance: We conduct regular audits, data mapping, Privacy Impact Assessments,
and due diligence on third parties. Records of data processing arrangements are regularly reviewed.

Data Sharing Partners: We share data with various partners, all of whom either comply with EU-US Privacy Shield or have GDPR-compliant contracts.

Your Rights as a Data Subject: You have rights under GDPR, including access, rectification, erasure, and data portability. For details, refer to our Privacy Policy or contact [email protected].

Further Reading and Resources: Explore ICO’s guide for small businesses and their data protection self-assessment.

Contact and Help: For GDPR-related queries, email [email protected]. To report a breach, use the subject line “Data breach.” For data-related requests, email [email protected].

Note: This guide is for informational purposes only and should not be considered legal advice. We recommend consulting legal or privacy professionals for specific guidance on GDPR compliance for your business