VA Policy

Why this policy exists

Many businesses hire a virtual expert, then wonder why the work isn't good. The answer is almost always the same — the expert isn't paid fairly, isn't given time off, or doesn't have the peace of mind to focus. At the same time, clients often get burned by people who quit without warning, take on too many side jobs, or mishandle account access.

This policy fixes both problems. It tells the client exactly what they get and what they owe. It tells the expert exactly what they get and what they owe. When both sides know the rules, nobody is left guessing — and the work that comes out is excellent.

Many of our experts work night hours to align with US time zones. That's hard, so we make sure they're paid on time, get fair holidays, earn bonuses, and have a clear career path. This is why businesses across many industries trust us with their CRM and customer data.

1. Notice & Cancellation — At a Glance

Three rules that protect both the client and the expert. Read this carefully before you sign up — these aren't negotiable, and they exist for a reason.

• Client cancels during trial (first 3 months): 2 business days' notice before the next invoice charge. Holidays don't count.
• Client removes a permanent expert (after 3 months): 15 business days' advance written notice via email. The expert continues working through the notice period; final invoice prorated.
• Expert leaves voluntarily: 15 business days' advance written notice. The same rule applies to the expert — they cannot disappear on the client. Knowledge transfer and replacement are handled by us.
• Mid-cycle refund: Not available. Once an invoice is paid, no partial refund. Cancel before the next invoice runs.
• Notice on a holiday or weekend: Does not count. The clock starts the next business day.

Plain-English version. If you've already paid for this month, the expert works the full month — there's no mid-cycle refund. To stop the next charge during trial, email us at least 2 business days before the invoice date. To remove a permanent expert after 3 months, send 15 business days' written notice. The same 15-day rule applies if an expert wants to leave.

2. How We Protect Clients

You're trusting us with your CRM, customer data, and brand. Here's what you get in return:

• NDA signed before any account access
• Background-checked hires only
• Replacement guarantee — new expert within 5 business days at no extra cost
• Free dedicated project manager on every plan
• Daily progress reports + Loom walkthroughs
• Full IP transfer — all work belongs to you
• Strict legal action against any misconduct inside your account
• Off-boarding within 24 hours — access revoked, passwords rotated
• Predictable billing — paid in advance, no surprise charges

3. How We Protect Our Experts

The expert is doing the work. Here's what we promise them:

• Salary paid in advance, on time — every month, no exceptions
• 15-day termination notice after probation — no surprise dismissals
• Public holidays — paid days off each year
• Paid annual, sick, and emergency leave
• Performance bonuses through the year
• Annual vacation benefit after 12 months of service
• Insurance coverage after 1 year of service
• Yearly increment of at least 5%
• Direct grievance line — never punished for raising issues
• Clear career path from trainee to senior permanent expert

4. Engagement Terms & Billing

Onboarding & start date

From the day you sign up, your dedicated expert starts working on your account within 5 business days. We use the time to match you with the right specialist, run an account audit, and set up communication channels (Slack, ClickUp, Zoom).

First 3 months — trial / internship

Your expert is on a probation period. You can cancel before the next billing cycle by giving at least 2 business days' notice before the invoice runs. Already-paid months are honored — the expert continues working. Switch experts free if it's not the right fit.

Payments — always paid in advance

All service fees are paid in advance. After your first payment, you'll receive a recurring invoice that automatically charges the next month's fee on the same day each cycle. Email receipts every cycle. Update your card on file any time.

No mid-cycle refunds

Once a recurring invoice is paid, that month is locked in. You cannot cancel mid-month and request a partial refund. If you want to stop service, notify us before the next invoice runs.

After 3 months — permanent employee (15-day mutual notice)

After 3 months, your expert transitions from probation to permanent employee. Both sides owe 15 business days' written notice to end the engagement. This protects the expert from sudden dismissal — and protects the client from an expert disappearing without warning. The expert continues working through the notice period; the client pays through it.

Replacement guarantee

If your expert is not performing — missing deadlines, poor communication, or quality issues — contact us immediately. We will investigate, address the issue, or assign a replacement within 5 business days at no extra charge.

Legal protection

Every expert signs an NDA before accessing any client account, and we perform background checks during hiring. Anyone found doing illegal activity inside a client's account will face strict legal action. All work product is owned by you (full IP transfer).

Working hours & time-zone alignment

Standard: 8 hours/day, Mon–Fri (full-time plans). US ET / CT / PT time zones supported. Daily updates via your preferred channel. Loom video walkthroughs for every major task.

5. Expert Welfare — Tiered Benefit Structure

Our experts get fair pay, paid holidays, performance bonuses, and a real career path. Happy experts do better work for your business.

• Months 0–3 (Trainee): Full salary paid, public holidays, limited paid leave. No bonus or vacation benefit yet.
• Months 3–6 (Probation): Public holidays, limited sick & emergency leave, on-time payments.
• After 6 months (Permanent): Full annual, sick, and emergency leave; performance bonuses; public holidays. Insurance and vacation benefits begin at 12 months.
• After 12 months (Senior Permanent): All previous benefits; insurance; yearly increment of at least 5%; annual vacation trip benefit and allowance.

This tiered structure protects our business from people joining only for bonuses, while rewarding experts who genuinely commit long-term.

6. Paid Leave & Holidays

Beyond public holidays, permanent experts get personal time off — earned monthly and protected by clear rules.

• Annual paid leave (earned 1 day/month)
• Sick leave
• Emergency leave

Leave rules & conditions

1. Annual leave earns monthly — 1 day per completed month. Experts cannot take a full year's leave at once in their first month.
2. Sick leave without proof — a maximum of 2 consecutive sick days without a doctor's note. Beyond that, proof is required.
3. Emergency leave approval — required where possible, and used for genuine personal emergencies only.
4. Carry-forward limit — unused annual leave carries forward up to a capped number of days into the next year.
5. Vacation notice — must be approved at least 30 days in advance.
6. No bonus during notice period — bonuses are not paid if the expert is serving notice or has resigned.
7. Force majeure — severe internet outages, illness, or natural disasters are handled case-by-case, not deducted from the leave balance.

7. Contact

Questions about this policy? Email [email protected].