Terms of Service

Key Summary & Index

1. Scope of Services

PropulseVA operates a specialized virtual assistant sourcing, screening, training, and managed oversight service. We recruit, pre-vet, and match dedicated AI-trained Filipino virtual assistants ("VAs") to perform administrative, CRM, lead follow-up, customer support, marketing, and operational tasks tailored to your business needs.

• Dedicated Model: VAs assigned to a 40 hour/week engagement work exclusively on your tasks during your requested shift hours.
• Managed Support: PropulseVA provides ongoing administrative oversight, attendance monitoring, backup specialist availability, and AI workflow guidance.
• 48-Hour Matching Target: Following your discovery call, candidate profiles matching your role specifications are presented within 48 business hours.

2. Virtual Assistant Relationship & Status

Virtual assistants sourced and provided through PropulseVA are independent contractors or offshore employees of PropulseVA's operational entity in the Philippines.

• No Employment Relationship with Client: Nothing in this Agreement creates an employer-employee, agency, partnership, or joint-venture relationship between the Client and any placed VA. PropulseVA handles all local Philippine payroll, compensation, offshore compliance, and performance oversight.
• Client Direction & Work Scope: The Client retains full authority to assign daily tasks, set priorities, establish brand guidelines, and review work output directly with their assigned VA.

3. Billing, Fees & Payment Terms

PropulseVA services are provided on a flat monthly subscription model starting from $700 USD/month for 40 hours per week (equivalent to approximately $4.37 USD/hour).

• Advance Billing: Subscriptions are billed in advance on a recurring monthly cycle via credit card, debit card, or ACH transfer.
• No Hidden Recruitment Fees: The flat monthly fee covers sourcing, pre-vetting, onboarding, matching, and managed support. There are no separate candidate placement fees.
• Late Payment & Suspension: If a recurring payment fails, PropulseVA will notify you and re-attempt billing. If an invoice remains unpaid after 5 business days, services and VA work allocation may be temporarily suspended until billing is resolved.

4. Replacement Guarantee & Cancellation Policy

A. 100% Free Candidate Replacement Guarantee

If at any point during your engagement you feel your assigned VA is not a good fit for your company culture, skill requirements, or communication preferences, PropulseVA will re-match and transition a new pre-vetted specialist at zero additional cost to you.

B. Flexible Cancellation

We believe in earning your business every month. You may cancel your monthly subscription at any time by providing 14 calendar days written notice prior to your next billing renewal date.

• Cancellations take effect at the conclusion of your paid monthly billing cycle;
• Partial-month refunds are not issued for unused hours within a paid billing period, but hours remain active through the end of the billing term.

5. Client System Access & Responsibilities

To ensure a successful VA engagement, the Client agrees to:

• Provide clear, reasonable instructions, standard operating procedures (SOPs), or training videos for specialized tasks;
• Provision system access (CRMs, email accounts, software licenses) directly to the assigned VA using secure password managers (e.g., LastPass or 1Password);
• Maintain reasonable cyber-security standards on client-side software and databases;
• Not require VAs to perform illegal, fraudulent, unethical, or deceptive tasks.

6. Intellectual Property & Work Product Ownership

100% Client Ownership: All deliverables, graphics, code, documents, customer records, standard operating procedures, copy, and work products created by your assigned VA during paid billing hours belong exclusively to the Client.

PropulseVA retains no ownership rights, licenses, or claims to any work product, software, or creative collateral created for your business.

7. Confidentiality & Non-Solicitation

A. Mutual Non-Disclosure

Both parties agree to hold in strict confidence all proprietary business data, financial records, customer lists, passwords, and trade secrets disclosed during the engagement.

B. Direct Hire Protection (Non-Solicitation)

PropulseVA invests substantial resources in recruiting, vetting, training, and supporting our specialists. Client agrees not to solicit, recruit, or hire any placed VA directly outside of PropulseVA's platform during the engagement and for 12 months following termination, without paying PropulseVA's standard Direct Hire Buyout Fee.

8. Limitation of Liability & Warranties

While PropulseVA pre-vets and continuously monitors specialists, services are provided on an "as-is" and "as-available" operational basis under Client direction.

• PropulseVA is not liable for indirect, incidental, consequential, or punitive damages arising from Client's operational instructions to a placed specialist;
• Maximum aggregate liability of PropulseVA under any circumstance is limited to the total fees paid by Client to PropulseVA in the one (1) month preceding the event giving rise to liability.

9. Governing Law & Dispute Resolution

These Terms shall be governed by and construed in accordance with applicable business laws. The parties agree to attempt in good faith to resolve any commercial dispute through informal negotiation prior to initiating formal arbitration or legal proceedings.

10. Contact & Service Notices

If you have any questions regarding these Terms or require contract clarification, please contact our team:

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