Terms & Conditions
XCEL VA
Website Terms & Conditions
Effective Date: 06/07/2026
Last Updated: 06/07/2026
1. Introduction
Welcome to Xcel VA ("we", "our", "us").
These Terms & Conditions govern your use of our website and any enquiries or interactions made through it.
By accessing this website, you agree to these Terms & Conditions.
If you do not agree, please discontinue use of this website.
2. About Us
Business Name
Xcel VA
Owner
Apphia Patten
hello@xcel-va.uk
Website
3. Our Services
Xcel VA provides remote administrative and business support services, including but not limited to:
- Email management
- Calendar management
- Administrative support
- Customer support
- Research
- Data entry
- CRM management
- Document preparation
- Business organisation
- Other services agreed in writing
All services are subject to availability.
4. Quotes & Proposals
Any quotation or proposal provided by Xcel VA:
- is valid for 30 days
- does not create a legally binding agreement
- may be amended before acceptance
A service agreement becomes binding only after both parties agree in writing.
5. Payments
Unless otherwise agreed:
- Payment is due before work begins.
- Monthly retainers are payable in advance.
- Additional work outside the agreed package will be quoted separately.
- Late payments may result in suspension of services.
Interest may be charged on overdue invoices where permitted by law.
6. Cancellations
Clients may cancel ongoing services by providing the notice period stated within their Client Agreement.
Any work completed prior to cancellation remains payable.
Refunds are not available for work already completed.
7. Client Responsibilities
Clients agree to:
- provide accurate information
- provide required access
- respond to requests promptly
- review completed work within a reasonable timeframe
- maintain appropriate licences for any software used
Delays caused by missing information may affect agreed deadlines.
8. Intellectual Property
Unless otherwise agreed:
All original work created specifically for the Client becomes the Client's property upon full payment.
Xcel VA retains ownership of:
- templates
- internal processes
- methodologies
- systems
- standard documents
unless expressly transferred in writing.
9. Confidentiality
We treat all client information as confidential.
Information will never be disclosed without permission unless required by law.
Both parties agree to maintain confidentiality throughout and after the business relationship.
10. Data Protection
Xcel VA complies with:
- UK GDPR
- Data Protection Act 2018
Please refer to our Privacy Policy for further information.
11. Limitation of Liability
While every reasonable effort is made to deliver accurate and professional services, Xcel VA shall not be liable for:
- indirect losses
- loss of profits
- business interruption
- third-party software failures
- loss resulting from inaccurate information supplied by the Client
Our total liability shall not exceed the fees paid by the Client for the relevant services during the previous one-month period, unless otherwise required by law.
12. Website Content
All content on this website remains the intellectual property of Xcel VA unless otherwise stated.
You may not:
- reproduce content
- copy graphics
- distribute materials
- modify documents
without written permission.
13. Third-Party Links
Our website may contain links to third-party websites.
We accept no responsibility for their content, privacy policies or practices.
14. Availability
We aim to keep our website available at all times.
However, we cannot guarantee uninterrupted access and may suspend the website for maintenance or updates.
15. Acceptable Use
You agree not to:
- misuse the website
- attempt unauthorised access
- introduce malicious software
- interfere with website functionality
- submit false information
16. Force Majeure
Xcel VA shall not be liable for delays or failure to perform due to circumstances beyond reasonable control, including but not limited to:
- illness
- internet outages
- power failures
- natural disasters
- government action
17. Changes to These Terms
We reserve the right to amend these Terms & Conditions at any time.
The latest version will always be published on this website.
18. Governing Law
These Terms & Conditions shall be governed by the laws of England and Wales.
Any disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.
19. Contact
If you have any questions regarding these Terms & Conditions, please contact:
Xcel VA
📧 hello@xcel-va.uk
Appendix A – Business Policies
Communication
- Standard business hours are Monday to Friday, excluding public holidays.
- We aim to respond to emails within one business day.
Turnaround Times
Turnaround times depend on the agreed service package and task complexity.
Urgent requests may incur an additional fee.
Software
Clients are responsible for maintaining valid licences for any third-party software required for service delivery.
Security
Clients should only share passwords using an agreed secure password management solution. Passwords should never be sent in plain text via email or messaging unless an alternative secure method has been agreed.
Complaints
If you are dissatisfied with any aspect of our service, please contact us promptly so we can work towards a resolution.