Terms & Conditions
Terms & Conditions
Last updated: January 2026
These Terms & Conditions govern the provision of virtual assistant services by PropPerly (Optima VA Ltd) to its clients. By engaging our services, you agree to these terms.
PropPerly is the trading name of Optima VA Ltd, Company No. 16515653, registered at 124 City Road, London EC1V 2NX, United Kingdom.
1. Plan Structure
We offer flexible monthly plans for virtual assistant (VA) services. Choose between Full-Time (160 hours per month) or Part-Time (80 hours per month). All hours must be used within the monthly billing cycle; unused hours do not roll over unless explicitly agreed in writing.
2. Payment Terms
The first payment is made via our website before service begins. From the second month onwards, you will receive a monthly invoice via email five days before renewal. All payments must be made in advance. If payment is not received on time, your VA will be paused until payment is made.
3. Cancellation Policy
You may cancel your service at any time with a minimum of seven calendar days' notice before your next billing cycle. All cancellations must be submitted in writing via email. Cancellations made less than seven days before renewal will be charged for the following month. No refunds are issued once a billing cycle has started.
4. VA Assignment & Replacement
We aim to match you with a suitable VA within seven working days of your discovery call. If you are not satisfied, we offer one free VA replacement during your plan period. We aim to complete the replacement within seven working days of your request.
5. Confidentiality & Data Use
We treat your business and client data with strict confidentiality and follow data protection procedures aligned with UK GDPR. Our handling of personal data is set out in our Privacy Policy and, for clients, in our Master Client & Data Processing Agreement. You are responsible for setting appropriate permission levels and access rights for your internal systems, and for instructing your VA lawfully.
6. Non-Circumvention Clause
You agree not to directly or indirectly solicit, employ, engage, or contract any Virtual Assistant introduced or assigned to you by PropPerly (Optima VA Ltd) — either during the service period or for 12 months after the end of service — except under an active subscription with PropPerly. This includes attempts to work with the VA independently, through another company, or via any third-party arrangement, without our written permission. Any breach of this clause will result in a £5,000 penalty per VA, plus reasonable recovery costs, invoiced and payable within seven days.
7. Public Holidays & Leave
Our monthly plans are based on a standard working month. If public holidays or agreed VA leave affect availability, hours will be either carried over or adjusted on your next invoice, as set out in your service agreement. We will notify you of any affected days in advance where possible.
8. Limitation of Liability
We are not liable for any indirect, incidental, or consequential damages resulting from the use of our service. While we match and manage your VA, you are responsible for instructing them on specific tasks and verifying their output. Our total liability arising from or in connection with the service shall not exceed the fees paid by you in the preceding three months.
9. Service Standards
We provide our services with reasonable skill and care. Our VAs are vetted and supported, but the day-to-day working relationship and task direction sit with you as the client. We remain available for escalations relating to scope, performance, and any operational concerns.
10. Governing Law
These Terms & Conditions are governed by the laws of England and Wales, and the courts of England have exclusive jurisdiction over any disputes.
11. Changes to These Terms
We may update these Terms & Conditions from time to time. The latest version will always be available on this page.
12. Contact Us
PropPerly (Optima VA Ltd) 124 City Road, London EC1V 2NX, United Kingdom Email: info@propperly.co.uk